Golden Jubilee National Hospital

Golden Jubilee National Hospital NHS National Waiting Times Centre

Chief Executive Jill Young

Recruitment line: 0800 0283 666

Dear Candidate

POST: ADMINISTRATION ASSISTANT – LEARNING & DEVELOPMENT HOURS: 37.5 (BOTH FULL AND PART TIME HOURS ARE AVAILABLE) CLOSING DATE: 29 JUNE 2016

The National Waiting Times Centre Board 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.

When providing referees on the application form, please be aware that we require references to cover at least three years of previous employment/training history. If the period of time both referees have know you is less than three years, you will be required to provide additional referees. Where possible, please provide us with e-mail addresses for contact.

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 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 Assistant

NATIONAL WAITING TIMES CENTRE BOARD INFORMATION PACK FOR THE POST OF

ADMINISTRATION ASSISTANT – LEARNING AND DEVELOPMENT

37.5 HOURS PER WEEK (BOTH FULL AND PART TIME HOURS ARE AVAILABLE)

REFERENCE NUMBER SHOW/2312

CLOSING DATE: 29 JUNE 2016

NATIONAL WAITING TIMES CENTRE BOARD

GENERAL INFORMATION FOR CANDIDATES

 This information package has been compiled to provide prospective candidates with details of the post and background information about The National Waiting Times Centre Board.

 The contents of this package are as follows:- o Job Description/person specification 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.

 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.

 The organisation has introduced a set of shared values. These values will be measured during the Competency Based Interview. The values are:

o We will treat everyone with dignity and respect o We will take responsibility to do our jobs well o We will demonstrate our commitment to quality o We will work effectively with others in teams o We will display a “can do” attitude at every opportunity

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 5.2% to 14.7% of salary (depending on rate of Pensionable Pay) and the employers’ contribution equates to 13.5% 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

£17,360 TO £20,327 (PRO RATA IF APPROPRIATE)

4. Grade

This post is offered on a Band 3

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

37.5 hours per week (both full and part time hours are available)

7. Tenure of Employment

This post is fixed term for a period of 7 months

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 5.2% to 14.7% 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

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.

For more information about the benefits and discounts available to NHS staff, visit www.nhsdiscounts.com GOLDEN JUBILEE FOUNDATION JOB DESCRIPTION – March 2016

1. JOB IDENTIFICATION

Job Title: Learning & Development Administrative Assistant

Department(s): Learning & Organisational Development

Job Holder Reference:

No of Job Holders: 1

2. JOB PURPOSE

The postholder is responsible for supporting the Head of Learning & Organisational Development by co-ordinating and maintaining systems and processes that support the implementation of all L&OD activity within the Board and ensure maximum efficiency and effectiveness of the function.

3. ORGANISATIONAL POSITION

The postholder reports to the Learning & Development Manager but is supervised on a daily basis by the Learning & Development Administrator (see organisational chart)

4. SCOPE AND RANGE

The L&OD Department provide a service to the whole Golden Jubilee Foundation ie the Golden Jubilee National Hospital, the Golden Jubilee Innovation Centre, Golden Jubilee Conference Hotel and Golden Jubilee Research Institute. The organisation currently employs approximately 1700 staff.

The Postholder will have a key role in communicating with all L&OD Team members and for maintaining robust performance activity recording and reporting systems and processes eg systems to record Budget information, Training information, OD activity etc.

The postholder will also provide administrative support to the Head of L&OD and Learning & & Development Manager.

The postholder has no direct budgetary control, however must be cost conscious and utilise resources efficiently and effectively.

MAIN DUTIES / RESPONSIBILITIES Maintain and review robust systems that record all L&OD activity and have the ability to provide informative and timely reports for the Head of L&OD. Maintain the system that records and monitors L&OD procurement activity (including Ordering Departmental Stationery and supplies) and Spend against Budget

Maintain L&OD internal data and information systems eg e-filing system.

Diary Management for Head of L&OD and Learning & Development Manager.

Co-ordinate L&OD Team cover on a weekly basis, communicating cover arrangements to Team and highlighting issues to Head of L&OD.

Maintain a L&OD Equipment Register and Maintenance Programme eg Lap Tops, Projectors, Screens etc.

Update L&OD information on the Board’s Staffnet / HR on-line page as directed by the Head of L&OD and Learning & Development Manager.

On a weekly basis, liaise with L&OD Team to gather input for e-Digest and arrange the relevant marketing with Comms.

Assist, as directed with the research into leading thinking on Learning, Development, Organisational Development and Innovation.

Provide administrative support to the Leadership 3 Programme, being the Administrative co- ordinator for each of the OD leads of the Board’s involved (Ayrshire & Arran, Dumfries & Galloway and Golden Jubilee Foundation).

Provide a co-ordinating role for the Human Factors Faculty that ensures the Human Factors programme is smoothly transitioned into Local L&OD processes.

Support Learning & Development Manager with Co-ordination of Team Improvement activity.

Provide cover for the L&OD Administrator during periods of leave by carrying out pre and post course arrangements eg organising venues, presenters, catering, equipment, joining instructions, evaluations

As directed, provide administrative support to working groups led by members of the L&OD Team, including minute taking.

SYSTEMS AND EQUIPMENT

Extensive use of Microsoft Office Package – Outlook, Word, Excel, PowerPoint Regular Lap Top testing, set-up and dismantling Regular data Projector testing, set-up and dismantling

Occasional set-up of Smart Board Database and spreadsheet administration – develop, update, general maintenance and interpreting data Regularly updating L&OD intranet pages

Departmental fling system Extensive use of Photocopier

7. DECISIONS AND JUDGEMENTS

The postholder is supervised but can make basic decisions regarding daily workload priorities and the Learning & Development Administrator is available to support more complex decision making.

Workload can be of a planned nature as some L&OD activity is scheduled for the Year.

May be first point of contact for the Team and be required to provide support and advice to staff and managers on a wide variety of L&OD issues

Postholder must be able to exercise judgement when dealing with enquiries and resolving issues, but must recognise when additional support is required.

8. COMMUNICATIONS AND RELATIONSHIPS

INTERNAL General L&OD Activity All staff and managers in Golden Jubilee Foundation particularly

L&OD Team Human Factors Faculty Team Facilitators HR colleagues All Teams

EXTERNAL External Management Consultants and Training Providers NHS Scotland iMatters Lead Other NHS Boards External Suppliers Scottish Government Other Board L&OD Leads

9. PHYSICAL DEMANDS OF THE JOB

Sitting for long periods of time at workstation Advanced keyboard skills Handling sensitive / confidential information Frequent requirement for long periods of concentration with a demand for accuracy i.e. transcribing flipchart notes and Action Plans, compiling reports, checking documents etc. Frequent interruptions to workflow

MOST CHALLENGING/DIFFICULT PARTS OF THE JOB Co-ordination of L&OD Team and Team Facilitator diaries with “Team” availability to enable timely scheduling of Team workshops. Prioritisation of workload. Frequent interruptions both by telephone and face to face. Working to specific deadlines. Delivering effective administrative support to the Head of L&OD and Learning & Development Manager. Supporting the L&D Administrator with pre and post course arrangements eg venues, presenters, equipment.

KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

At least SVQ Level 3 Administration

At least one years experience of working within an Learning & Development / Organisational Development setting or two years administrative experience.

Sound knowledge and experience of using Microsoft Office particularly Outlook, Excel and Word.

Excellent administrative and organisational skills.

Numerate and accurate with attention to detail is essential.

Excellent verbal and written communication skills.

Ability to develop positive relationships with internal and external colleagues.

Proactive and able to work on own initiative.

12. JOB DESCRIPTION AGREEMENT

A separate job description will need to be signed off by each jobholder to whom the job description applies.

Job Holder’s Signature: Date:

Head of Department Signature: Date: Learning & Development / Organisational Development Organisation Chart Recruitment Person Specification – L&OD Administrative Assistant

Essential Desirable Qualifications/Training SVQ Level 3 in Administration or equivalent

Experience Relevant experience working Experience of working within a in an administration role L&D/OD setting

Skills/Knowledge Computer literate with Knowledge of using Microsoft excellent knowledge of using Office PowerPoint. Microsoft Office particularly Outlook, Excel and Word

Excellent administrative and organisational skills.

Numerate with good attention to detail

Excellent customer care skills

Proactive and able to work on own initiative

Excellent verbal and written communication skills.

Ability to work as part of a team.

Additional job requirements Eg. unsocial hours

Any other additional information