Important Job Application Information
Thank you for your interest in NHS Tayside vacancies
Please see below Job Description/Specification and General Conditions of Service
Your Application Form must be completed in full. Please note copies of Curriculum
Vitae, Qualifications and Course Certificates will not be accepted at this stage.
Please return your completed Application Form to [email protected] (quoting
the vacancy reference number in the subject box) or to the postal address given on the
General Conditions of Service.
All completed applications are held in Human Resources until the closing date. After the
closing date a panel will meet to prepare an interview shortlist. Once this decision has
been made, all shortlisted applicants will be emailed to invite them to attend for interview.
It is important that you check your emails regularly.
This process takes approximately 6 weeks. Therefore, if you have not been contacted
regarding interview within 6 weeks of the closing date, your application has been
unsuccessful and you will receive no further correspondence from Human Resources.
ADDITIONAL INFORMATION:Find out more about living and working in Tayside at:
www.dundeecity.gov.uk
www.angus.gov.uk
East of Scotland Procurement Consortium
Project Support Officer, Band 4* (Indicative)
Fixed Term/Secondment Opportunity until March 2015
Salary Scale: £18,838 - £22,016 per annum
(*Salary and band are indicative only and are subject to Agenda for Change job evaluation)
The East of Scotland Procurement Consortium (ESPC) is looking for a Support Officer to become part
of the Project Team supporting the Project Director in the implementation and development of the
Consortium.
Working within the Project Team office (based at Kings Cross Hospital, NHS Tayside) or via a “virtual
office” using Tele/Videoconferencing, the post holder will support the achievement of maximum
efficiency of resources and value for money through project co-ordination and administration activities,
data analysis, database management and other procurement skills and techniques.
Maintaining ESPC Board product catalogue information and analysing spend and usage information
will be a key role together with assisting Project Commodity Leads in stakeholder engagement, tender
preparation, analysis and post award implementation and management.
The Project Team is responsible for developing and delivering commercial strategies for all
commodities required by the ESPC partner Boards utilising contracts developed by the ESPC and
National Procurement (NP), as well as operational strategies for change and improvement.
As the Project Team is set up on ‘virtual office’ arrangement, the successful candidate can be based
anywhere within the ESPC area.
You will be required to achieve the mandatory Induction standards for Healthcare Support
Workers in Scotland and to comply with the Code of Conduct throughout your employment.
Informal enquiries to:
Paula Lee, Implementation Manager ESPC, [email protected], Tel. 01382 660111 Ext. 71440 or
Sharon Hutchison, Project Manager ESPC, [email protected], Tel. 01382 660111 Ext.71442
Approval must be sought from your line manager prior to applying for this as a secondment You will
be required to bring this if shortlisted for interview. The successful applicant will return to a post
within their substantive department at their substantive grade at the end of the secondment period
Hours of work are: 37.5 Hours per week
Please download the full application pack from www.jobs.scot.nhs.uk
Internal applicants: please download the application pack from Staffnet. Please read the Important
Job Application Information in the Information for Applicants section.
Completed applications should be returned to [email protected] (quoting the job reference
number in the subject box) or to Human Resources, NHS Tayside, Level 9, Ninewells Hospital,
Dundee DD1 9SY
Short-listed applicants will be contacted by email. Please check your emails regularly.
Please quote reference number – D/MB/64/13
Closing date for receipt of completed application forms – Wednesday 30 October 2013
Distribution: Staffnet, www.jobs.scot.nhs.uk
JOB DESCRIPTION
1. JOB IDENTIFICATION
Job Title:
ESPC Project Support Officer
Responsible to:
ESPC Project Manager
Department(s):
Procurement
Directorate:
Operating Division:
Covering Partner Boards in the East of Scotland Procurement Consortium Project
Job Reference:
D/MB/64/13
No of Job Holders:
1
Last Updated:
18 July 2012
2. JOB PURPOSE
The post holder will be a member of the East of Scotland Procurement Consortium (ESPC) Team (the
Project Team), reporting to the Project Manager.
Working within the Project Team office (which will most likely be a “virtual office” using
Tele/Videoconferencing) the post holder will support the achievement of maximum efficiency of
resources and achievement of value for money through project co-ordination and administration
activities, data analysis, data base management and other procurement skills and techniques.
Maintaining ESPC Board product catalogue information and analysing spend and usage information will
be a key role together with assisting Project Commodity Leads in stakeholder engagement, tender
preparation, analysis and post award implementation and management.
The Project Team is responsible for developing and delivering commercial strategies for all commodities
required by the ESPC partner Boards utilising contracts developed by the ESPC and National
Procurement (NP), as well as operational strategies for change and improvement. The project aims to
deliver estimated benefits in the region of £3-5M over 3 years. This level being achieved through a
combination of collaborative contract developments, accelerated national contract implementation and
collaborative supplier management activities along with efficiencies through the optimal use of our
combined procurement staff resources. Implementation of common system set up and processes along
with associated support will also contribute. Further work and validation of the expected benefits shall be
undertaken during the first 12 months of putting the ESPC under a formal framework.
Maintaining ESPC Board product catalogue information and analysing spend and usage information will
be a key role together with assisting the Project Commodity Leads in stakeholder engagement, tender
preparation, analysis and post award implementation and management.
3. ROLE OF THE PROJECT
The aim of the project is to pool existing procurement resources and establishing best practice
procedures across the region to deliver a higher quality service, expand the scope of projects which can
be implemented and therefore deliver more value for money. Better utilisation of combined resources
and improved practice should allow each Board’s procurement service to increase its capability as
evidenced by the annual Procurement Capability Assessments.
In order to support the degree of change that is necessary as we move towards shared support services
and to embed and build on early successes, formal governance and programme management
arrangements which include support from executive managers from each participating Health Board and
working in partnership with procurement and other staff in the service are integral to project success.
To ensure the delivery of the benefits the scope of the project will include the following core deliverables:
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A project plan and transformation map
7 workstream strategies
An annual Workplan for regional collaborative working to deliver cost reduction and avoidance
savings to the ESPC Boards for nationally and regionally contracted commodities.
A consistent business assurance programme across the ESPC to capture, share and implement
best practice.
A streamlined decision making methodology across the region to accelerate delivery of savings.
Unlocking capacity to deliver the Workplan effectively and to programme timelines.
A robust benefits recording and reporting structure.
The project posts will operate to 31st March 2015 at which point the continuation will be reevaluated.
4. ORGANISATIONAL POSITION
ESPC Project Board
Project Director
Project Manager
Project Support Officer
THIS POST
Contracts & Implementation
Work Stream Lead
Implementation Manager
5. SCOPE AND RANGE
The post holder is accountable to the Project Manager and will provide administration and project coordination support to assist the management of all workstream portfolios.
The post holder will assist the Workstream Leads and Project Manager in their duties developing their
skills and knowledge as required (e.g. data gathering/analysis, diary/scheduling support, stakeholder
engagement, priority management).
The post holder will be required to engage with stakeholder across the ESPC Boards to support the
establishment of meetings, organisation of workshops, gathering of data and supporting the
implementation of new contract awards.
Main Customer Base
The ESPC Health Boards which comprise the following Health Boards: NHS Borders, NHS Fife, NHS
Forth Valley, NHS Grampian, NHS Highland, NHS Lothian, NHS Orkney, NHS Shetland, NHS Tayside,
NHS Western Isles.
6. MAIN DUTIES AND RESPONSIBILITIES
Induction Standards & Code of Conduct
Your performance must comply with the national “Mandatory Induction Standards for Healthcare Support
Workers in Scotland” 2009; and with the Code of Conduct for Healthcare Support Workers.
Key Result Areas
 Support establishing a database history of specified products including price, suppliers and
specification to support the tender/implementation process
 Support establishing Technical User Groups (TUGs) comprising key stakeholders and expert
product/service users from across the ESPC Boards ensuring full representation of appropriately
qualified staff to make decisions once on behalf of ESPC Boards.
 Support Tender/ mini-competition/ assessment of needs preparation and administration
 Support initial presentation and analysis of tender response for review by the Workstream Lead
or Project Manager
 Update of catalogue information as detailed by the Project Manager and working closely with
ESPC Board procurement personnel and nominated stakeholders to ensure only approved
products are registered on the catalogue system.
 Analyse specific areas of spend where there may be an opportunity to identify cost efficiency or
better value for money. This will extend to analysing purchase order expenditure data, stock
issue information and expenditure directly through accounts payable
 Maintaining the master contract records data. In particular, liaising with various stakeholders to
ensure catalogue product information is accurate and up to date.
 Support senior staff in negotiation of best value for money contracts. This will include
communication with user departments and suppliers
 Data gathering from ESPC Board IT systems, NHS national databases, supplier information and
other sources
 Dealing with all telephone queries and providing urgent information where required
 Project diary/scheduling administration for Project Team and associated lead officers.
 General administration tasks as directed by the Project Manager.
Service Development
 Assist in examining procurement procedures conducted throughout EPCS Boards and reporting
to senior management on best practise and making recommendations on cost effective use of
the supply chain.
Reporting
 Support the regular reporting of financial savings achieved to Project Team Manager.
 Regularly provide accurate, relevant data in the form of reports & spreadsheets
Delegated Authority
 Additional Project work that may be delegated from time to time i.e. cost analysis for new
projects
Information Technology
 Running reports in Business Objects/DataMart/ Spikes Cavell database tools
 Performing the maintenance of the procurement IT system commodity catalogue to ensure that
customers only have access to these best sources of supply
6a. EQUIPMENT AND MACHINERY
PC
Printers
Photo-copying equipment
Telephones/answer machine
Faxes
Departmental alarm system.
6b. SYSTEMS
Information technology systems to include
 Microsoft office software (Excel and Outlook in particular)
 Business Objects / DataMart/ Spikes Cavell (database reporting tools)
 CDSnet - NHS national contract database
 CEDAR - procurement system
 PECOS - procurement system
 Internet - search, information and market analysis source
 Intranet - Internal web system
Other systems to support the delivery of the service
 Standing financial instructions
 KPIs
7. DECISIONS AND JUDGEMENTS
Frequency & Nature of Supervision
 Weekly supervision on progress summary of tasks
 Postholder prioritises weekly workload
 PDP on a six and twelve monthly review
Areas of Discretion
 Interpretation of requests in line with procurement guidelines
 Responsible for using judgement in dealing with a wide range of telephone/email enquiries
Typical Judgements Made in Course of Job
 Establishing user requirements from many different stakeholders
 Analysing data and identifying anomalies and rectifying or highlighting as required.
8. COMMUNICATIONS AND RELATIONSHIPS
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The postholder will be required to attend meetings to take minutes and action notes up to Project
Board level.
The postholder will be required to communicate with staff of other public bodies such as National
Procurement, National Services Scotland, Scottish Government Health Directorates and others.
The postholder will co-ordinate meetings with internal and commercial stakeholders to fulfil the
requirements of ESPC objectives.
The post holder will be required to effectively communicate key results and information to Project
Manager and above.
The post holder will have to communicate and build relationships with the following stakeholders.
INTERNAL
Extensive internal NHS organisation contact at all levels across a wide range of disciplines in all
Divisions including:
 Finance
 Clinical
 Facilities Management
 Labs
 Pharmacy
 I.T.
 Other service departments
EXTERNAL
Extensive external contact to organisations at all levels across a wide range of disciplines including:
 Suppliers
 NHS staff across ESPC Boards
 National Procurement
 Central Legal Office
 Public authorities
Responsibility For Records Management
All records created in the course of the business of NHS Tayside are corporate records and are public
records under the terms of the Public Records (Scotland) Act 1937. This includes email messages and
other electronic records. It is your responsibility to ensure that you keep appropriate records of your work
in NHS Tayside and manage those records in keeping with the NHS Tayside Records Management
Policy and with any guidance produced by NHS Tayside specific to your employment.
9. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
Physical
 Good IT and keyboard skills and working at a PC for long periods of time including continuous
use of VDU equipment.
Mental
 The postholder will be required to analyse data
 The postholder will frequently require the ability for intense concentration for long periods while
analysing data
 Frequent interruptions from operational issues
 Understanding complex contractual arrangements covering many commodity areas and how
these have to be communicated and reviewed
Emotional
 Developing new relationships with customers as procurement influence expands
 Explaining to customers why the product choice may be limited following ESPC contracting
Environmental
 Working with Corporate Teams within their work environment
 Office environment and facilities
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
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Data management and analysis from various sources and IT systems in the pursuit of
improved value for money from the supply chain.
Effective manipulation, interpretation and summarising of large volumes of data.
Meeting timescales for completion of work set by internal and external stakeholders.
Multi-tasking
Maintaining concentration during lengthy reports whilst subject to regular interruptions e.g.
phone calls and visitors to office
High degree of accuracy required when updating catalogue as mistakes can affect budgets
11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
ESSENTIAL
Education/Qualifications
 Educated to HNC level or equivalent
Skills/Abilities
 Ability to work flexibly within the service to meet changing demands
 Ability to communicate at all levels
 Ability to work under own Initiative
 Excellent organisation skills
 Project management skills
 Good communications and inter-personal skills
 Literate in modern IT Procurement and data analysis systems
Experience
 Experience in the field of purchasing and supplies
 Experience of retrieving information from a database and manipulating for analysis
 Experienced in project support and project co-ordination.
 Experience of stakeholder engagement and workshop development
 Experience of the change process
PREFERRED
 Level 3 Certificate of C.I.P.S.
 Experience in the NHS Supply Chain
 Experience in Health related goods and services
 Experience of Business Objects / Datamart/ Spikes Cavell data mining software systems
General Conditions of Service
POST REF NO:
D/MB/64/13
JOB TITLE/GRADE:
Project Support Officer, Band 4* (Indicative) – Fixed
Term/Secondment until March 2015
LOCATION:
East of Scotland Procurement Consortium
Conditions of Service
Remuneration
The terms and conditions of service for this post are those determined
by the NHS Staff Council.
The current salary scale for the post is £18,838 to £22,016 per annum
(pro rata for part-time staff). Placing on the scale on appointment is
normally at the minimum but may be higher subject to verification of
previous relevant service.
Pay points under £21,000 will receive an additional non-consolidated
non-pensionable sum to raise basic pay by a total of £250 pro rata for
part-time staff. This addition will be divided into 12 equal monthly
payments, will cease on 31 March 2014 and will be noted separately on
payslips
Please note the salary and band for this post are indicative only and are
subject to Agenda for Change Job Evaluation.
Hours of Duty
Salary is paid monthly by Bank Credit Transfer.
The hours of the post are 37.5 per week.
This is a fixed term post until 31 March 2015 as a result of fixed term
funding.
Internal applicants: Written approval must be sought from your line
manager prior to applying for this secondment. You will be required to
bring this if shortlisted for interview.
Superannuation
Start and finish times will be determined by the needs of the service.
Membership of the NHS Superannuation Scheme is not compulsory but
is open to all staff between the ages of 16 and 70 (65 in some
instances).
The contributions paid are a percentage of superannuable pay, which is
essentially basic pay excluding, for example, overtime or travelling
expenses.
Contribution rates with effect from 01.04.13 are as follows:
Annual Pensionable Pay
(Full-time equivalent)
Up to £15,278
£15,279 to £21,175
£21,176 to £26,557
£26,558 to £48,982
£48,983 to £69,931
£69,932 to £110,273
£110,274 and over
Contribution
5%
5.3%
6.8%
9.0%
11.3%
12.3%
13.3%
Contributions are subject to tax relief and reduced National Insurance
contributions. NHS Tayside also makes a substantial contribution
towards scheme benefits – currently around 14% of basic pay.
Annual Leave
On appointment = 27 days (pro rata for part-time Staff) or 5.4 weeks per
year.
After 5 years aggregated service = 29 days (pro rata for part-time staff)
or 5.8 weeks per year
After 10 years aggregated service = 33 days (pro rata for part-time staff)
or 6.6 weeks per year
References
Occupational Health
Clearance
Rehabilitation of Offenders
Act 1974 (Exclusions and
Exceptions) (Scotland)
Order 2003
Disclosure Scotland
Immigration, Asylum and
Nationality Act 2006
Professional Registration/
Induction Standards &
Code of Conduct
Smoking Policy
Applications
Public Holidays = 8 days (pro rata for part-time staff) or 1.6 weeks per
year
All offers of appointment are subject to receipt of two satisfactory
references
All offers of appointment to new entrants to the National Health Service
are subject to a medical examination. Medical examinations are
arranged and undertaken by the Occupational Health and Safety
Advisory Service (OHSAS).
All current or spent criminal convictions, cautions, warnings or any case
pending must be disclosed prior to commencing in employment as
detailed on the application form.
Please note that having a conviction will not automatically debar you
from obtaining employment with NHS Tayside. Careful consideration
will be given to the relevance of the offence to the particular post in
question. However, if you are appointed, and it is found that you did not
reveal a previous conviction your employment may be terminated.
Not required
It is a criminal offence for an employer to employ anyone who does not
have permission to live or work in the UK.
Shortlisted applicants will be asked to produce specific original
documentation at interview e.g. Passport, or full birth certificate together
with an official document giving the applicants permanent National
Insurance Number and name issued by a Government Agency or a
previous employer, as well as photocopies of these documents.
New entrants to NHS Tayside will be required to achieve the mandatory
Induction Standards for Healthcare Support Workers (HCSWs) in
Scotland and comply with the Code of Conduct for HCSWs throughout
your employment.
Smoking is prohibited within NHS premises and grounds.
Completed forms should be returned to:
[email protected] quoting the job reference in the subject
line
or
to Human Resources Directorate, NHS Tayside, Level 9, Ninewells
Hospital, Dundee DD1 9SY
By closing date of Wednesday 30 October 2013