NHS EDUCATION FOR SCOTLAND

Document Sample
NHS EDUCATION FOR SCOTLAND Powered By Docstoc
					                                   NHS EDUCATION FOR SCOTLAND

                                            JOB DESCRIPTION




1.       JOB DETAILS

JOB REFERENCE

JOB TITLE                               Business Support Officer

DEPARTMENT AND LOCATION                 Dental Directorate

IMMEDIATE MANAGER’S TITLE               Dental Business Manager


2.        JOB PURPOSE


This post provides business support to the Dental NES Directorate. The post-holder is required to
develop a detailed knowledge of the operational and business support function of the Dental Directorate
in order to provide in-depth financial, contractual, HR and business management support for the core
business and new projects. This post will monitor progress for major strategic projects and will be
required to draft Service Level Agreements and contracts. It will support the management of Dental ACT
data.



3.        DIMENSIONS
         Support for the core business functions of the Dental Directorate (budget of circa £50 million)
         Delegated authority to manage the Dental budget with delegated responsibility for purchase
          authorisations within the Directorate
         Collating and processing of Dental ACT data and supporting the transfer to new system of
          performance management for Dental ACT funding.
         Development and management of Service Level Agreements (SLA) and Contracts for Services
         Representation on appropriate committees, internal and external to NES and on a national basis
         Contribute to management and corporate planning for both Directorates
         Take a lead for development of business support policies, procedures and processes
         Linking with regional dental teams in implementing SEHD priorities
         Supporting the implementation of the Dental Action Plan
         Supporting the risk management process
         Supporting recruitment processes
         Supporting Equality and Diversity function of the Directorate
4. ORGANISATION CHART

                                                Dental Postgraduate Dean
              Executive
              Assistant




     E-Portfolio      Educational             Associate Deans         Business        Programme      Programme
      Projects      Project Managers                 (2)              Manager         Director for   Director for
      Manager               (2)               Dental Directors                       Optometry (2)   Healthcare
                                                     (5)                                               Science

                            Dental           Executive Officer    Business Support
                        Assessment Unit                                Officer
                            Staff (5)                                (This post)



                                             Dental                   Dental/ACT
                                          Administrative             Administrator
                                            Secretary
5. ROLE OF THE DEPARTMENT
NES helps ensure the quality of patient care by designing, commissioning, quality assuring and, where
appropriate, providing education, training and lifelong learning for the NHS workforce in Scotland. NES
has responsibility for advancing knowledge, and developing the skills of all NHS staff to help them work
together with maximum effectiveness for the benefit of patients. The aim is to produce best practice in
education and life long learning through:

      building workforce capacity for service improvement
      delivering educational support for national clinical priorities
      developing educational infrastructures
      strengthening partnership working



Dental Directorate:
The Dental Directorate is responsible for the management, funding and provision of Postgraduate
Education for Dentists and the Dental Care Professionals within Scotland, pre- registration training for
dental nurses, and Dental ACT. Postgraduate Education is provided for practitioners within the General
Dental Service, Community Salaried Dental Service and Hospital Dental Service. The Directorate is
responsible for overseeing the provision of Vocational and Dental Foundation Training for new dental
graduates, and CPD courses for general dental practitioners and the professionals complementary to
dentistry. In addition to this the directorate oversees the dental training grades in the Hospital service,
and is responsible for the management of Dental ACT and student outreach funds.

In 2005 NES received additional funding building up to £15 million on a recurring basis to implement the
educational aspects of the Scottish Executive’s Action Plan, “Improving Oral Health and Modernising
NHS Dental Services in Scotland”. This Dental Action Plan funding will support education, training and
lifelong development of the entire dental team And with new Dental Centres being developed in
partnership with NES it is expected that NES will support improved access to NHS dental services for the
public.




6. KEY AREAS OF RESPONSIBILITY: KEY RESULT AREAS / MAIN TASKS.
Finance and Performance Management:
    Develop the skills to implement and monitor budgets to ensure effective financial performance
      and budgetary control
    Prepare and implement Service Level Agreements and contracts
    Co-ordinate the risk management function for the directorates
    Assist with the production of detailed budget with Business Management Accountant to allow a
      consolidated NES budget to be finalised for Board approval
    Help prepare grants and/ or business cases for funding where required
    Ensure that all financial and management information is prepared in accordance with best
      professional practice and to agreed NES timescales

Planning and Development/ Project Management:
    Assist with preparing management and project plans for consolidation within the NES planning
      framework
    Help develop business cases and proposals to ensure compliance with a range of targets
      Participate and support project and steering group meetings with stakeholders at al levels to
       ensure progress and communication is achieved
      Provide business support to projects employing project management tools to ensure continued
       progress towards goals and objectives within appropriate timescales
      Use effective change management strategies to ensure the ease of implementation of new
       initiatives
      Organise seminars and workshops across a range of organisations to ensure stakeholder
       involvement in projects

Operational Management:
   Involved in developing and implementing business procedures and policies which impact on the
      Dental Directorate
   Support the overall operational management of the Directorates and initiatives, in particular the
      Project Management and Administrative functions
   Review and develop business processes for key elements of the business within both
      Directorates
   Help ensure that the Directorates are compliant with all regulatory issues (e.g. HR policies,
      Finance policies, Data Protection, risk management, diversity)
   Ensure Directorate is prepared for any audits to be undertaken

HR/Staff Management:
    Develop the knowledge to provide advice and assistance on all HR (human resources) matters in
      line with NES policies and procedures and represent the Directorate at Business Manager
      Meetings, reporting on human resource issues within the Directorate, where appropriate
    Allocate work to project staff for specific areas of work

Dental ACT data:
    Ensure the safe receipt and storage of all ACT Activity/Finance data.
    Maintain communication with stakeholders with regard to the progress of data inputting and
       analysis, highlighting any areas of concern to the Associate Postgraduate Dental Dean.
    Working with the Postgraduate Dental Dean and other internal staff to amalgamate activity and
       finance data and reflect the twelve month reporting period.
    Liaise with stakeholders to obtain information with regard to Dental ACT and associated reports
       and meetings for example, .student numbers data.
    Preparation of figures relating to Dental ACT activity on an annual basis as well as responding to
       ad hoc requests for ACT (D) information.
    Assist and support the review of the current Dental ACT system by implementing the new
       streamlined approach to reporting data.
    Organise, prepare and distribute all papers for Dental ACT/Outreach meetings, including formal
       minute taking.




7. USE OF PHYSICAL RESOURCES

      Use of IT, audio-visual and training resources for training/presentations
      Standard keyboard and IT skills required for use of Word, Excel, Access, Powerpoint, databases
       email and internet for general work and analysis.
8. ASSIGNMENT, GENERATION AND REVIEW OF WORK
The post holder is expected to work autonomously in meeting project goals within set timescale using
own initiative as a specialist in business support. The majority of work in this role will be self-driven, with
regular meetings with the Business Manager to discuss progress and review objectives being held with
relevant professional leads




9. COMMUNICATIONS AND WORKING RELATIONSHIPS
The post holder must have excellent verbal and written communication skills, being able to discuss
project work effectively with a wide range of senior individuals within and out-with NES. The individuals or
groups with which communication takes place will reflect the specific projects undertaken. The post
holder will communicate business sensitive information e.g. when dealing with national tenders, where
co-operation from various levels of staff across NES is required Current projects include communication
with the following;

NES:
Dental Postgraduate Dean, Business Managers, Finance/HR Staff, Senior Management Team, Directors
of Medicine, Nursing & other professional leads, Deans, Associate Deans.



External:
Suppliers, Civil servants / Minister, Scottish Executive managers, SFC managers, Heads of Higher
Education Institutions, Scottish Executive Modernisation Boards, Senior Clinicians, Professional Bodies


The types of communication will include meetings, negotiations and formal and informal presentations.
Interviews and HEI site visits will also be required in the assessment of tender bids. The provision of
advice and interpretation of complex information will be a regular requirement of this role.




10. MOST CHALLENGING PARTS OF THE JOB
Developing the skills to understand and implement a broad range the of business management covering
finance, HR, legislation, projects and developing new business. This challenging role demands a self
directed approach to learning, new innovation, and problem solving skills.
11. EFFORT REQUIRED TO DELIVER THE REQUIREMENTS OF THE POST


Physical skills:
    Advanced keyboard/VDU use on a daily basis
    Advanced use of IT packages
    Regular requirement to drive.


Mental effort:
   Prolonged concentration for developing report/plans/business cases/ training materials/briefing
      papers and when analysing figures/financial data or explaining/preparing financial reports
   Intense concentration when presenting to an audience or when checking and preparing
      contracts/documents
   Constant interruptions when dealing with queries


Emotional effort:
   Dealing with difficult audiences on an emotive or unpopular subject
   With local HR responsibility and line management responsibility for a range of functions there
      are often difficult, communication issues where firmness or empathy is required as well as
      mediation skills e.g. discipline, illness, bereavement. and performance.
   There is a requirement to give people unwelcome news, apply an unpopular policy/procedure or
      reject a proposal/request.



Working Conditions:
   Working at VDU for long periods
   Extensive travel
12. QUALIFICATIONS AND/OR EXPERIENCE SPECIFIED FOR THE POST


     Degree plus further training and experience, ideally to postgraduate diploma level or equivalent
     A project management qualification plus knowledge of project managing and monitoring
     Excellent knowledge across a range of IT resources
     Knowledge of business planning process
     Excellent administrative experience in a business/service environment
     Experience of operating at a supervisory level and working in a team delivering results
     Experience of working in a fast changing environment
     Experience of working with finance through procurement, managing small budgets
     Experience of supporting projects
     Working knowledge of HR policies, recruitment and employment law
     Effective communicator combined with demonstrable potential in finance and general
      management
     Excellent negotiating and influencing skills
     Ability to analyse and interpret complex or technical data
     Excellent report writing skills