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Programme Administrator May 2011

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					Golden Jubilee National Hospital                 Agamemnon Street
                                                 Clydebank G81 4DY
NHS National Waiting Times Centre                Scotland
                                                 Telephone 0141 951 5000
Chief Executive Jill Young                       Fax 0141 951 5500




Recruitment line: 0800 0283 666




Dear Candidate



POST: PROGRAMME ADMINISTRATOR
HOURS: 22.5
CLOSING DATE: 16 JUNE 2011


The Golden Jubilee National Hospital welcomes your enquiry in connection with the above post. Please find
enclosed an information pack.

Should you wish to submit an application for the above post, please ensure you do so in advance of the
closing date. Late applications will not be forwarded for short listing.

Should you contact the recruitment team to discuss any queries regarding your application it is
advisable that you retain the job reference number as you will be asked to quote this when you
call. Please note that we no longer acknowledge receipt of applications and therefore you
will not receive any further communication until after the post has been shortlisted.

In the meantime, I wish you success with your application and should you require any further information or
wish to check the progress of your application please do not hesitate to contact the recruitment team on the
contact telephone number shown above.

Yours sincerely




Lynn Mitchell
Recruitment Adviser
GOLDEN JUBILEE NATIONAL HOSPITAL

       INFORMATION PACK

        FOR THE POST OF

   PROGRAMME ADMINISTRATOR

      22.5 HOURS PER WEEK

  REFERENCE NUMBER SHOW/0934

     CLOSING DATE: 16/06/2011
                                  GOLDEN JUBILEE NATIONAL HOSPITAL

                                GENERAL INFORMATION FOR CANDIDATES

   This information package has been compiled to provide prospective candidates with details of the post
    and background information about Golden Jubilee National Hospital.

   The contents of this package are as follows:-
          o Job Description
          o Terms and Conditions of Service
          o Application Form
          o Equal Opportunities Monitoring Form
          o Information on Agenda for Change

   The Equal Opportunities Monitoring form is required for monitoring purposes only and will not be made
    available to the interview panel during any part of the recruitment process.

   Please note, to ensure that we adhere to our current policy on Equal Opportunities; CV’s received with
    Application Forms will be destroyed prior to Application forms being passed for Short listing.

   NWTC operates a NO SMOKING Policy on all Premises and Grounds.

   All offers of employment will be subject to the receipt of satisfactory References, Occupational Health
    screening and Disclosure Scotland clearance if applicable.

   Please send your completed application to:-

               Recruitment Team,
               HR Department
               Golden Jubilee National Hospital
               Agamemnon Street
               Clydebank
               G81 4DY

   When returning your completed application and any associated enclosures by Royal Mail you must
    ensure that the correct postage cost is paid. We have been informed by the Post Office that they are
    retaining those which have been underpaid. This has resulted in completed applications not being
    returned until after the closing date, and not being included for short listing.

   The short listing process will take place shortly after the closing date.

   As a Disability Symbol user we recognise the contribution that all individuals can make to the organisation
    regardless of their abilities. As part of our ongoing commitment to extending employment opportunities all
    applicants who are disabled and who meet the minimum criteria expressed in the person specification will
    be guaranteed an interview.
                                   GOLDEN JUBILEE NATIONAL HOSPITAL

                                   TERMS AND CONDITIONS OF SERVICE

1. Terms and Conditions of Service

The terms and conditions applicable to this post are those of all NHS Employees.

2. Superannuation

You have the option to join the NHS Superannuation Scheme, to participate in the State Earnings Related
Pension Scheme or to take out a Personal Pension.

Employee’s contributions to the NHS Scheme amount to 5% to 8.5% of salary (depending on rate of
Pensionable Pay) and the employers’ contribution equates to 14% of salary. Employees in the NHS Scheme
are “Contracted-out” of the State Earnings Related Pension Scheme and pay a lower rate of National
Insurance contributions. Employees who choose to participate in the State Earnings Related Pension
Scheme pay the higher rate of National Insurance contribution. A Stakeholder Pension is also available.

3. Salary

£18,402 TO £21,798 (PRO RATA)

4. Grade

This post is offered on a Band 4

5. Annual Leave

The annual leave entitlement in a full year commencing 1st April to 31st March is 27 days, rising to 29 days
after 5 years’ service and 33 days after 10 years’ service. There are 8 Statutory and Public Holidays in each
leave year. (Pro rata where applicable)

6. Hours of Duty

22.5 Hours per week

7. Tenure of Employment

This post is offered on a fixed term basis for a period of six months with a possible extension for a further six
month period

8. Asylum and Immigration Act 1996

Under the Asylum and Immigration Act 1996, we are required to carry out checks to ensure that all
prospective employees are entitled to live and work in the United Kingdom. You will therefore be asked to
provide appropriate documentation prior to any appointment being made.
NHS National Waiting Times Centre

Benefits
NHS Superannuation scheme:
All staff are eligible to join this scheme from date of commencement. Employee contributions vary
from 5% to 8.5% depending on annual pensionable pay. Benefits include a lump sum and pension
when you retire, life assurance of 2 years’ pay while you are working, pension and allowances for
your spouse and children in the event of death, and benefits for ill-health retirement. Members of
the scheme receive tax relief on contributions and Lower National Insurance contributions.

Annual leave entitlement (including public holidays):
35 days annual leave on appointment
37 days annual leave after 5 years
41 days annual leave after 10 years

Free car parking

Continuing professional development opportunities

Discounts at the associated Beardmore Hotel

Wide range of voluntary benefits also available:

    Personal accident plan – A benefit which provides tax free payments if you are hospitalised, suffer from
    burns or fractures or suffer a disabling injury. Cost of cover ranges from a minimum of £1.50 per month
    for single cover to £3.00 per month for family cover.

    WellWoman plan – This benefit provides up to £6,000 tax free financial support in the event of diagnosis
    of female cancer. Premiums are age related and start at £3.00 per month. No medical is required to join
    the plan.

    Travel insurance – Prices range from £2.95 per month for individual European cover to £5.75 per month
    for family Worldwide cover.

    The Health Scheme – Covers a total of 28 benefits and gives you a tax free cash lump sum to assist
    with medical expenses. Cost is per unit, ranging from £5.85 to £22.32 per month.

    Leisure Club membership – Get fit and healthy at the Beardmore Leisure Club for only £28 per month.

    Childcare vouchers – If you are a working parent with children under the age of 16 you could save up to
    £1,196 per parent, per annum on the cost of childcare.

    Cycle to work scheme – A tax incentive to reduce air pollution and improve your health.

For more information about the benefits and discounts available to NHS staff, visit
www.nhsdiscounts.com
GOLDEN JUBILEE NATIONAL HOSPITAL

JOB DESCRIPTION


1. JOB IDENTIFICATION

   Job Title:               Programme Administrator

   Department(s):          Performance and Planning Department

   Responsible to:          Head of Performance and Planning

   Job Holder Reference:


 2. JOB PURPOSE

 The postholder will provide an organised, effective and confidential project office,
 administrative and clerical support to the Performance and Planning department and the
 Strategic Projects and Clinical Strategy Programmes.


3. ORGANISATIONAL POSITION

 See Appendix.

4. SCOPE AND RANGE

The postholder will provide comprehensive project office, administrative and clerical
support to the Programme Office.

      The postholder will be responsible for ordering and maintaining supplies for the
       Programme Office. There may be a requirement for the postholder to complete
       SSTS inputting. There is no budgetary responsibility. Post holder must be cost
       conscious and use resources effectively and efficiently

      The postholder may be required to provide training in office systems to new starts
       within the team.

5. MAIN DUTIES

    To create and maintain an effective and confidential programme office service to
   the Performance and Planning department and the Clinical Strategy and Strategic
   Projects Programme teams.

      To create, set up and maintain effective filing systems using the Prince 2
       Methodology both electronically and hard copies (for audit purposes). To ensure
    accurate documentation relating to all Performance/Planning and Project issues is
    held centrally allowing easy access of this information by the Performance and
    Planning department and Programme Managers.

   Create and maintain complex documents such as a high level database for the
    Project Risk Register, including version control & development of guidance
    instructions for the Risks, Issues & Project Group Reports.

   Create, provide and receive complex information from Performance/ Planning
    leads and all subgroups within the programmes and maintain these within the
    library, filing system, database or resource files.

   Assist the Performance and Planning department in the development and
    preparation of all project plans.

   Create and maintain up to date listing of all contacts, groups and their current
    members, ensuring that all changes are monitored and updated regularly.

   Create & maintain budgetary documentation i.e. ordering and stock control of
    departmental stationery, catering, travel & expense claims for the Performance
    and Planning department.

   Deliver a comprehensive, accurate and timely service that requires the highest of
    standards of confidentiality, shorthand, audio and copy typing, information
    retrieval.

   Outlook diary management for the Performance and Planning department and e-
    mail, IT literacy including, Power Point, Excel, Abode PDF. Monitoring telephone
    calls, dealing with enquiries and ensure that information is passed on to the
    appropriate people when necessary and timeously.

   Prepare/co-ordinate correspondence, reports, preparation of material for
    presentations for the Performance and Planning department and Programme
    Manager/team, using audio/copy typing and or shorthand skills & Power Point,
    Publisher, Excel & Project packages for presentations for the department and
    Programme Manager/Team.

   Maintain record management and version control by ensure documentation
    relating to the department and projects are kept up to date and accessible

   Co-ordinate & ensure the successful organisation and operation of meetings and
    paperwork. Ensuring all arrangements are in place (i.e. venue, travel and
    hospitality), relevant papers are brought forward, preparing agendas, producing
    minutes and ensuring follow-up actions. Liaising with internal/external colleagues,
    such as Board Directors, NHS Board staff, Consultants, PA’s, Senior
    Management, clinical and non-clinical staff, administrative/secretarial staff and
    members of the multidisciplinary team.
       To function as minutes secretary to the Performance and Planning Committee and
        Strategic Projects group.

       Compile minutes, prepare agendas, notes & action plans at assigned project
        meetings.
        The post holder is then responsible for ensuring these are transcribed and
        produced accurately, distributed timeously and to co-ordinate and ensure
        progression of subsequent action points within agreed timescales.

       Ensure security of all information and maintain confidentiality of records and
        working within the guidelines as set out in the Data Protection Act and
        Organisational Policies.

       All other general office duties as requested by the Performance and Planning
        department including monitoring incoming emails, typing of all correspondence,
        reports, powerpoint presentations, project plans, photocopying, filing,
        outgoing/incoming mail etc.

       Log mail on a daily basis and escalate any appropriate actions to the relevant
        member of staff.

       In accordance with Personal Work Plan (PDP), participate in all courses relevant
        and beneficial to work including mandatory training day.

       Maintain good record management and version control by ensuring that master
        copies of documentation relating to work streams are kept up to date and
        accessible.

       To work and adhere to departmental policies and comment as required on new
        policies.

       There may be a requirement to participate in ongoing surveys.



6. SYSTEMS AND EQUIPMENT

       Microsoft Word, Excel, Outlook, PowerPoint, Project and Visio.

       The postholder will be responsible for the accurate inputting of information and
        data to spreadsheets and documentation.


7. ASSIGNMENT AND REVIEW OF WORK

The postholder is required to work to a great degree on their own initiative. The postholder
will be responsible to and line managed by the Head of Performance and Planning. The
post holder is responsible for planning & prioritising their workload, however will receive
direction as appropriate from the Performance and Planning Programme Coordinator. The
post holder is required to exercise judgement when referring to issues that require urgent
attention, and ensuring a consistent approach to all urgent matters arising within the
department or project.



8. COMMUNICATIONS AND RELATIONSHIPS

Internal
Establishing a positive working relationship with the Performance and Planning
department and the Programme teams will be the key to an effective working
environment. There will be a need to effectively communicate using tact and persuasion.

Key Relationships will include:
 Performance and Planning department/Programme teams
 Senior Management team
 Exec PAs and administrative support functions within GJNH

External
Key Relationships will include:
 Contacts within various national projects
 NHS Scotland Health Boards representatives

9. PHYSICAL, MENTAL AND EMOTIONAL DEMANDS OF THE JOB

  Physical
   Light to moderate: includes moving light equipment, e.g. briefcases, laptops,
     projectors for presentations; using keyboards regularly/frequently for word
     processing, spreadsheets, email etc. Standard office conditions with ongoing use
     of VDU.

  Mental Effort
   Speed and accuracy is required when typing & transcribing minutes, reports for
    deadlines.
   Ability to manage high volume of paperwork.
   Long periods of time spent at VDU
   Frequent concentration required for typing complicated documents and organising
    complex meetings. Workload is fairly predictable although there may be a need to
    re-order priorities due to conflicting demands.

  Emotional Effort
  Exposure to distressing circumstances is rare.
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

   Creating & maintaining filing system, ensuring version control is updated at all
  times
   Taking minutes at high level meetings & transcribing these accurately & timeously.
   Working to tight deadlines.
   Rescheduling meetings and diary appointments at short notice.
   Constant prioritisation of workload
   Project management of a range of conflicting priorities & interruptions.


11. EDUCATION, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

     Knowledge & experience of creating & maintaining administrative procedures,
      including specialised IT systems and project management processes, training
      knowledge acquired through formal training to HNC level.

     Project Office experience demonstrating an ability to oversee project management
      processes, maintenance and set-up of project filing.

     Knowledge on how to deal with non routine activities i.e. Progress chasing,
      answering queries & developing new procedures.

     Ability to create and set up electronic & manual filing systems using Prince 2
      Methodology.

     Highly developed computer skills, using various Microsoft packages including
      Word, Powerpoint, Outlook , Excel, Mail Merge, Project & Abode PDF

     Demonstrate excellent communication and organisational skills,
      exercising discretion, tact and diplomacy at all times

     Excellent secretarial and IT skills

     Competent minute taking skills

     Mature attitude

     Ability to handle sensitive and confidential information

     Ability to prioritise workload & ability to work on own initiative and as part of a team

     Is prepared to work flexibly

     Highly developed interpersonal skills
     Excellent telephone manner with emphasis on customer focus.

     Good understanding of Project management requirements.

     Takes responsibility for own actions at appropriate level

     Gives a high priority to accuracy of work



11. JOB DESCRIPTION AGREEMENT

Job Holder’s Signature:     ___________________________             Date: _________

Head of Department Signature: ______________________                Date: _________
APPENDIX




                           Acting Head of Performance and Planning




                        Performance and               Modernisation
                        Planning                      Manager
                        Programme
                        Coordinator




  Programme
  Administrator (this
  post)