REFERENCE NUMBER: PHA/RIE/2014/15/101
JOB TITLE: Information Officer
GRADE: BAND 5
LOCATION: Royal Infirmary of Edinburgh
HOURS: 18.75
CONTRACT DURATION: Permanent
CLOSING DATE: 17th March 2015
SALARY SCALE: £21,602 - £28,180 per annum (pro-rata)
Apply on-line www.jobs.scot.nhs.uk
**Please note – the e-mail address you provide on the application form will be used to communicate
any further correspondence relating to this vacancy**
NHS LOTHIAN JOB APPLICATION PACK
This information package has been compiled to provide prospective candidates with details of the post
advertised.
The contents of this package are as follows:
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General Information for Candidates
Working in Edinburgh and the Lothian’s
Working Time Regulations Form (please complete and return with application form)
Person Specification and Job Description
NHS Lothian - Our Values
Information on Application Process
Workforce Equality Monitoring
Equal Opportunities Policy Statement
GENERAL INFORMATION FOR CANDIDATES
Data Protection Act 1988
Please note that any personal information obtained from you throughout the recruitment process will be
collected, stored and used in line with the Data Protection Act 1998. Information will be available to the
recruiting manager and to the Human Resource staff.
Counter Fraud
NHS Lothian is under a duty to protect the public funds it administers, and to this end will use the information
you have provided on your application form for the prevention and detection of fraud. It will also share this
information with other bodies responsible for auditing or administering public funds for these purposes. More
detail on this responsibility is on NHS Lothian’s intranet (Counter-Fraud and Theft page) and further
information is available at http://www.audit-scotland.gov.uk/work/nfi.php.
References
All jobs are only offered following receipt of two satisfactory written references. At least one reference must
be from your current/most recent employer, or your course tutor if you are currently a student. If you have
not been employed or have been out of employment for a considerable period of time, you may give the
name of someone who knows you well enough to confirm information given and to comment on your ability
to do the job.
Disclosure Scotland
Where a Disclosure or Protection of Vulnerable Groups Check is deemed necessary for a post, the
successful candidate will be required to undergo an appropriate check. Further details on the Recruitment of
Ex-Offenders are available from the recruitment centre.
Work Visa
If you require a Work Visa, please seek further guidance on current immigration rules which can be found on
the Home Office website www.ind.homeoffice.gov.uk
Overseas Registration and Qualifications
NHS Lothian will check you have the necessary professional registration, where appropriate. If you require a
qualification for this role but are not regulated by a professional body (e.g. NMC, GMC, HCPC etc), you will
need to provide an official translation, notarised by a solicitor, of your overseas qualifications to be checked
by the recruiting manager. Please ensure that this is available before applying for this post.
Job Interview Guarantee Scheme
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 job description will be
guaranteed an interview.
Terms and Conditions
For an overview of our Agenda for Change terms and conditions visit: www.msg.scot.nhs.uk/pay/agenda-forchange
Travel Expenses
Travel expenses are not normally reimbursed for interviews, if you are selected for interview and wish to
enquire about the possibility of being reimbursed then the request should be directed to the recruiting
manager or interview panel chair.
WORKING IN EDINBURGH AND THE LOTHIAN’S
NHS Lothian offers excellent career prospects and a wide range of job opportunities for potential employees.
It employs approximately 24,000 staff and offers training and development opportunities as well as excellent
staff benefits.
The information provided below aims to help support and guide both prospective applicants and new
employees unfamiliar with Edinburgh and the Lothians.
Edinburgh and the Lothian’s
NHS Lothian serves a population of approximately 800,000 people living in and around Edinburgh,
Scotland’s historic capital city. The geographical area known as Lothian region covers 700 square miles,
comprising the City of Edinburgh, Midlothian, East Lothian and West Lothian.
It is a region of exceptional beauty and contrast, from the splendour of Edinburgh to the beauty and variety of
the hills, countryside and coastline. The nearest major town outside of Edinburgh is Livingston, a thriving
location in the heart of West Lothian. As well as many sites of historic interest, the region boasts a host of
recreational activities for all ages.
Useful Contacts
For useful guidance on relocating to Scotland visit: www.talentscotland.com
For a comprehensive list of services to help moving to the City of Edinburgh, please visit the City of
Edinburgh Council Website at: www.edinburgh.gov.uk
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NHS Lothian
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WORKING TIME REGULATIONS
RECRUITMENT PRO-FORMA
In accordance with Working Time Regulations, no individual should knowingly be
contracted to work for more than an average of 48 hours per week.
For Completion by Applicant (to be submitted along with application form)
- Do you intend on holding any other employment (either NHS or non-NHS)
YES / NO
If yes please complete the details below:
Name and address of additional employer(s)
Average number of hours worked for this employer per week
Signed
Name
For Completion by Appointment Panel
- Would the offer of this post put the applicant in a position whereby they would
exceed the 48-hour working limit?
YES/NO
Signed
Please Note - It is the responsibility of the appointment panel to ascertain whether the
prospective employee intends to retain any other post held in addition to the one for
which they are applying.
Refer to the Recruitment Guidance Pack for further information regarding working
time regulations.
NHS Lothian University Hospitals Division
Pharmacy Department
Royal Infirmary of Edinburgh
Information Officer
Yellow Card Centre Scotland/Lothian Medicines Information Service
Band 5
£ 21,602-£28,180 pro-rata
(18.75 hours per week)
Due to the retirement of a team member we are looking to appoint a suitably qualified and
experienced individual to join our team. The successful candidate will work as part of a team to aid in
arrangement and delivery of education and training on the Yellow Card Scheme to the
multidisciplinary Healthcare team and patients; analysis of data and preparation of reports on
adverse drug reaction reporting in Scotland; training on the electronic enquiry system (MiDatabank)
and medicines information resources to the hospital pharmacy service; receive enquiries; undertake
literature searches; and provide information.
The individual must have a degree in life or information sciences (or equivalent experience).
Experience of using the Internet and Microsoft Office package and knowledge of the NHS, medical,
disease and pharmaceutical terminology are essential. Good time management, numeracy,
communication and organisational skills are required.
The service is located within the Pharmacy Department at the Royal Infirmary of Edinburgh and is
open Monday to Friday 9am to 5pm. The days and hours worked by this post holder are negotiable.
For further information please contact Melinda Cuthbert, Lead Pharmacist Lothian Medicines
Information Service/ Yellow Card Centre Scotland on 0131 242 2917.
Job title
NHS Lothian – University Hospital Division
PERSON SPECIFICATION
Information Officer
Base
Department of Pharmacy, The Royal Infirmary of Edinburgh (Little France)
Requirements
Attribute
Essential (E)
Qualifications
A degree in life or information sciences or equivalent
experience
E
Experience
Experience of using the Internet
Experience in information provision
Experience in teaching/training
Advanced knowledge of Microsoft Office packages
Able to communicate with tact and diplomacy in verbal
and written form
Able to work as part of a team as well as on your own, (ie
able to organise own work, work without close
supervision, able to make decisions and act upon them
but clearly understanding the limits of knowledge and
responsibility)
A knowledge of the NHS, medical, disease and
pharmaceutical terminology
Maintain level of confidentiality
To communicate effectively with a wide range of
professional and technical staff and members of the
public
Excellent numeracy skills
Able to demonstrate flexibility in working practices
Able to demonstrate a methodical approach to work
Website construction and maintenance skills
Experience in report writing
Enthusiastic with a commitment to learning new skills
To be self-motivating
Able to show innovation, and to design and implement
better ways of working
Good time-management skills
Good organisational and communication skills
Demonstrates accuracy in data entry
Able to prioritise work and meet deadlines whilst
delivering work to a high standard
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Knowledge, skills and
ability
Other
e.g. personal
attributes
Revision Date:
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NHS Lothian - University Hospitals Division, Edinburgh
Royal Infirmary of Edinburgh
Job Description
1.
2.
Job Details
Post No.
Job title
Information Officer
Reports to
Lead Pharmacist Yellow Card Centre Scotland/
Medicines Information
Department(s)
Pharmacy– Centre for Adverse Drug Reactions (Scotland)
(CARDS/Yellow Card Centre Scotland) and Medicines
Information
Directorate:
Pharmacy
Operating Division:
Lothian University Hospitals Division
Job Reference:
L-U-PHAR-FOI
No of job holders:
0.5 WTE
Last updated:
March 2014
Job purpose
To work as part of a team to provide information, education and training within Yellow Card Centre
Scotland and Medicines Information team.
To assist the senior pharmacist(s) YCC Scotland in delivering the work required by MHRA in respect
to the Yellow Card Scheme and detailed in the Service Level Agreement. This includes promoting the
scheme and information to potential reporters, and completing workload statistics for MHRA.
To analyse data from the MHRA to prepare Health Board Reports and annual reports for YCC
Scotland.
Provide administrative assistance for databases in Medicines Information and Yellow Card Centre
Scotland.
To contribute to the management and maintenance of administrative systems and paper-based filing
systems for both Medicines Information and YCC Scotland
3.
Dimensions
(i)
Staffing within YCC Scotland/ Medicines Information
 1.0 WTE Band 8B Pharmacist
 1.0 WTE Band 8A Pharmacist
 0.8 WTE Band 7 Pharmacist
 1.5 WTE Band 6 (rotational)
 0.5 WTE (job holder)
 0.5 WTE Band 3 A&C
 1.0 WTE Pre-registration Pharmacist x 7
The Lothian Medicines Information service provides evaluated advice to enquiries from all healthcare
professionals within Lothian to aid in the effective management of patients and use of medicines.
Yellow Card Centre Scotland provides education and training in the form of presentations,
workshops, posters and lectures in all health boards Scotland wide. The service agreement for the
centre states the minimum required sessions which must be provided by YCC Scotland per annum.
YCC Scotland exceeds these minimum standards. The post holder would work in collaboration with
the RMC Liaison person at the MHRA and staff within YCC Scotland to report on Scottish Yellow
Card Reports.
(ii)
Budget
Responsible for the recording of expenditure within a Microsoft Excel Spreadsheet for YCC Scotland
(£54 k p.a)
(iii)
Other Statistics
The Lothian Medicines Information Service currently provides evaluated advice to 1500 enquiries per
annum.
4.
Organisational chart
Refer to attached organisational chart
5.
Role of the Medicines Information department/YCC Scotland
YCC Scotland is a joint venture between the Medicines Health Regulatory Agency (MHRA) and the
Scottish Government aimed at improving drug safety in Scotland. The YCC Scotland team is
responsible for follow-up on Yellow Card reports within Scotland on behalf of the MHRA and
promotion of the Yellow Card Scheme within Scotland. YCC Scotland is also responsible for
providing education and training on adverse drug reactions and pharmacovigilance within Scotland.
The Medicines Information service within Lothian provides a service to all healthcare professionals
within NHS Lothian. This includes the answer of patient specific enquires on medicines and the
provision of evaluated information on treatment options. The Medicines Information team is also
responsible for the education and training in Medicines Information within Lothian.
6.
Key Result areas
(i)
Main duties and responsibilities (90% of time)
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To assist the senior information pharmacist(s) at the Yellow Card Centre (YCC)
Scotland in delivering the work required by MHRA in respect to the Yellow Card
Scheme and detailed in the annual Service Level Agreement. These general objectives
include:
o Engage in the Yellow Card Strategy to increase Yellow Card reporting from patients
o Act as a point of information to inform stakeholders about Yellow Card reporting
initiatives and provide education to reporters on what and how to report
o Communicate information about the Yellow Card Scheme with a view to improving
and increasing ADR reporting.
To assist in establishing links within Scotland’s health boards to promote the role of
YCC Scotland and Pharmacovigilance
To aid in arrangement and delivery of education and training to multidisciplinary
Healthcare team and patients
To be involved in the preparation of training materials using Power Point and other
appropriate software. Training may be delivered as lectures, workshop sessions or
small group interactive sessions
To work with the senior pharmacist YCC Scotland/Medicines Information to redesign the
YCC Scotland website and review content
To ensure that the monthly MHRA “Dear Healthcare Professional” letters from
manufacturers are disseminated in a timely manner to key stakeholders across
Scotland.
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To be responsible for maintaining the YCC Scotland Internet and Intranet website with
regular updates of the documents, contact details and web links
To contribute to the management and maintenance of administrative systems for
Medicines Information (e.g. MiDatabank), and paper-based filing systems (e.g. past
enquiry files)
Support the Medicines Information team in the prioritisation and action planning of dayto-day workload
Record enquiries from healthcare professionals and the public using MiDatabank
software
Use Medicines Information resources to research and answer enquiries; this may
include undertaking literature searches and obtaining primary journal articles
Have a working knowledge of Divisional and departmental policies, procedures and
standards and ensure that they are applied and maintained in the office workplace.
Ensure customer satisfaction surveys are sent out monthly for medicines information;
collate data on return of questionnaire for Lead Pharmacist’s review
Ensure Medicines Information Peer Review documentation is sent out in a timely
manner (as per Peer Review Rota); and documented accordingly
Assist YCC Scotland/Medicines Information team in the preparation of materials for
training, education, etc
Assist YCC Scotland/Medicines Information team in production and dissemination
paper-based and electronic communications
Assist Lead pharmacist in ensuring the Medicines Information/YCC Scotland
information resources are kept up-to-date
Prepare and disseminate posters for Journal Club and Pharmacy Review sessions at
RIE
Use Sharepoint software to ensure pharmacy intranet site is up to date
Answer telephone calls promptly, and relay messages and information in the
appropriate timescale,
Carry out all administrative duties required for organised training and updates (e.g. book
of rooms, liaising with key persons, dissemination of information, preparation of
information packs, preparation of assessment forms, collation of assessment forms, etc)
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(ii)
Other duties (10% of time)
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Update current skills and knowledge in relevant practice areas as required
Jointly responsible with other staff members for the security of pharmaceuticals and
keys within the department
Attend fire lecture annually; manual handling as recommended; and complete module 1
of Dealing with Aggression in the workplace
Participate in Health and Safety Annual Review
Participate in internal and external courses as appropriate
Responsible for ensuring Standard Operating Procedures for YCC Scotland/ Medicines
Information are up to date and relevant.
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7a
Equipment and Machinery
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Use of telephone
Use of Personal Computer
Use of Microfiche reader/printer (for reading and printing medical journal articles)
Internet Explorer to access all websites necessary for producing evaluated
medicines Information enquiries
Use of HP Scanjet Scanner
Use of Xerox printer/Photocopier and other printers
7b
Systems
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8.
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9.
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10.
Comply with the Quality Policy of the Hospital Pharmacy Service
Ensure that the requirements of the Quality System (BS EN ISO 9001:2000) are met
Use of MiDatabank electronic
Use of Microsoft office software
 Microsoft Access for formatting, searching and populating databases (YCC
Scotland ADR database, MI past enquires database, Non-Formulary database)
 Microsoft Outlook for email; internet enquires (for enquiry answering)
 Microsoft Word for producing replies to enquiries and correspondence
relating to Yellow Card reports
 Microsoft Excel spreadsheets (budget, statistics)
 Microsoft PowerPoint for production of presentations for education & training
Use of Adobe PDF software
Use of Sharepoint Software to maintain ‘Drug Safety’ webpage on the Intranet
Use of HTML software to maintain YCC Scotland webpage
Assignment and review of work
Workload is generated mostly by the MHRA and enquiries received.
Information for YCC Scotland database is generated by the Senior Pharmacist(s), YCC
Scotland or directly by the MHRA.
The job holder is expected to prioritise own workload but the senior pharmacist will
allocate work on a daily basis
The job holder will meet and consult with the Lead Pharmacist YCC Scotland/MI on a
regular basis to discuss the provision and development of the service and for
performance appraisal.
Responsible for own time management
Operates within strategic and personal objectives; defined policies and procedures
Review of performance and objective setting is carried out by the YCC Scotland/MI
Lead Pharmacist in accordance with the principles of Personal Development and
Knowledge and Skills Framework outline for the post.
Decisions and Judgements
The job holder is not directly supervised and uses own initiative to make basic decisions
regarding workload priorities
The job holder decides on the course of action in relation to problems associated with
aspects of the job, and has a supervisor available for reference
Works to Standard Operating Procedures within the department
Work is continuously reviewed by the job holder to ensure that satisfactory standards
are maintained
Most challenging part of the job
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Adapting the service within a changing NHS
Promoting and developing the service within limited resources
Maintaining an up-to-date information on-line internet resource fro YCC Scotland
Deals with issues of a highly confidential nature, sometimes requiring urgent attention and
responses, which creates pressure on the post holder to act immediately
 Completely assigned work in a timely and efficient manner
11.
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Communications and working relationships
Communicate directly with non-pharmacy staff and members of the public and patients
by telephone to obtain and provide information.
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12.
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13.
authority
Directly responsible to the Lead Pharmacist YCC Scotland/ Medicines Information
Liaise with secretaries to develop procedures and ensure good communication
Liaises with:
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A wide variety of pharmacy, nursing and medical staff within Lothian via telephone
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Medical director of YCC Scotland
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YCC Scotland Management Board
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YCC Scotland Advisory Group
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Medicines and Healthcare products Regulatory Agency (MHRA)
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Other Yellow Card Centres within the UK
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Lothian IT staff
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Health Board staff
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Lothian Medicines Information Service Pharmacy Engagement Group
Physical, Mental, Emotional and Environmental demands of the job
Majority of work is computer based therefore sitting in a restricted position for this
proportion of duties
More or less continuous use of VDU
Extended periods of concentration required when typing up letters, reports, reviewing
compiled data from YCC Scotland Health Board Reports and Annual reports
Exposure to clinical information, including post-mortem reports linked to adverse drug
reaction reports for suicide and accidental death.
Working in a busy environment with continuous interruptions and an unpredicatable
workload
Essential requirement to ensure that work is of a consistent high standard, often within
tight time limits
Inter-personal and intra-personal stressors due to unpredictable workload
Working to deadlines, while being interrupted by ad-hoc matters
Occasional direct telephone contact with anxious patients/carers regarding medicines.
Qualifications and/or experience specified for the post by the employing
Refer to person specification
14.
Job Description Agreement
Job Holder’s Signature:
____________________________ Date: _________________
Lead Pharmacist
YCC Scotland/Medicines Information
Signature:
____________________________ Date: __________________
Medicines Information
Director of Pharmacy
NHS Lothian
Lead Pharmacist
Medicines Information
Band 3 A&C
Medical Director
YCC Scotland
Senior Pharmacist
YCC Scotland
Information Officer
YCC Scotland
Job holder
Band 5 Senior Secretary
Principal Pharmacist
Medicines Information
Senior Pharmacist
Medicines Information
Junior Pharmacist
Rotational
Junior Pharmacist
Rotational
Information Officer
Job holder
Pre-registration Pharmacist
NHS LOTHIAN - OUR VALUES
NHS Lothian is determined to improve the way their staff works so they have developed a set of common
values and ways of working which they now need to turn into everyday reality - to the benefit of everyone
working in the organisation and, most importantly, to the benefit of their patients.
NHS Lothian – Our Values into Action:
Care and Compassion
• We will demonstrate our compassion and caring through our actions and words
• We will take time to ensure each person feels listened to, secure, understood and is treated
compassionately
• We will be visible, approachable and contribute to creating a calm and friendly atmosphere
• We will provide a safe and caring setting for patients and staff, and an efficient, effective and
seamless care experience
• We will meet people’s needs for information and involvement
in all care, treatment and support decisions.
Dignity and Respect
• We will be polite and courteous in our communications and actions
• We will demonstrate respect for dignity, choice, privacy and confidentiality
• We will recognise and value uniqueness and diversity
• We will be sincere, honest and constructive in giving, and open to receiving, feedback
• We will maintain a professional attitude and appearance.
Quality
• We will demonstrate a commitment to doing our best
• We will encourage and explore ideas for improvement
and innovation
• We will seek out opportunities to enhance our skills
and expertise
• We will work together to achieve high quality services
• We will use our knowledge and enthusiasm to implement positive change and overcome challenges.
Teamwork
• We will understand and value each other’s role and contribution
• We will be fair, thoughtful, welcoming and kind to colleagues
• We will offer support, advice and encouragement to others
• We will maximise each other’s potential and contribution through shared learning and development
• We will recognise, share and celebrate our successes, big and small.
Openness, Honesty and Responsibility
• We will build trust by displaying transparency and doing what we say we will do
• We will commit to doing what is right – even when challenged
• We will welcome feedback as a means of informing improvements
• We will use our resources and each other’s time efficiently and wisely
• We will maintain and enhance public confidence in our service
• We will be a positive role model.
Throughout the recruitment process candidates will need to demonstrate they meet all of Our Values.
NHS SCOTLAND APPLICATION PROCESS
The purpose of an application form is to help evidence that the applicant has all the requirements applicable
to carry out the job applied for.
Once in receipt of the application pack it is essential to read both the job description and person specification
to gain a full understanding of what the job entails and the minimum criteria required.
Please note for equal opportunity purposes NHS Lothian do not accept CV’s as a form of application.
General guidance
There are currently three ways of applying for vacancies within NHS Lothian:
­ On-Line: www.jobs.scot.nhs.uk
­ Telephone (hard copy): 0131 536 3030
­ Email: [email protected]
If you are applying by ‘hard copy’ please use black ink and write clearly in block capitals.
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The vacancy reference number, job title and location can be obtained from the job advert.
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The candidate number will be populated by recruitment team once the application has been returned.
This is to ensure each application remains anonymous.
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Only part C of the application form will be sent for short listing. The application form will be identified by
the candidate number only to ensure that no applicant will be unfairly discriminated against.
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Please complete all sections of the application form. Those sections that are not relevant please indicate
‘not applicable’, do not leave blank.
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Please feel free to use additional paper if required. Please do not add your name to any additional
information provided; secure it to the relevant section and Recruitment Admin will add a candidate
number.
For general help and advice on how to complete an application form visit:
www.myworldofwork.co.uk/content/job-application-form-advice
Please return completed application forms to:
The Recruitment Centre, Staff Residencies, St John’s Hospital, Howden Road West, Livingston, EH54 6PP
When returning your completed application and any associated enclosures by Royal Mail, please ensure that
the correct postage is paid. Underpaid mail will be retained by the Post Office which will result in applications
not being returned until after the closing date and not being included for shortlisting.
WORKFORCE EQUALITY MONITORING
NHS Lothian is committed to supporting and promoting dignity at work by creating an inclusive working
environment. We believe that all staff should be able to fulfil their potential in a workplace free from
discrimination and harassment where diverse skills, perspectives and backgrounds are valued.
In order to measure and monitor our performance as an equal opportunities employer, it is important that we
collect, store and analyse data about staff. Personal, confidential information will be collected and used to
help us to understand the make-up of our workforce which will enable us to make comparisons locally,
regionally and nationally.
NHS LOTHIAN
EQUAL OPPORTUNITIES POLICY STATEMENT
NHS Lothian considers that it has an important role to play as a major employer and provider of services in
Lothian and accepts its obligations both legal and moral by stating commitment to the promotion of equal
opportunities and elimination of discrimination.
The objectives of its policy are that no person or employee receives less favourable treatment on the
grounds of sex, disability, marital status, age, race (including colour, nationality, ethnic or national origin),
creed, sexuality, responsibility for dependants, political party or trade union membership or activity, HIV/AIDS
status or is disadvantaged by conditions or requirements which cannot be shown to be justifiable.
Our Equal Opportunities in Employment policy can be viewed at:
www.nhslothian.scot.nhs.uk/WorkingWithUs/Employment/Pages/EqualOpportunities.aspx