Golden Jubilee National Hospital NHS National Waiting Times Centre Agamemnon Street Clydebank G81 4DY Scotland Telephone 0141 951 5000 Chief Executive Jill Young Fax 0141 951 5500 Recruitment line: 0800 0283 666 Dear Candidate POST: HEAD OF eHEALTH AND INFORMATION HOURS: 37.5 CLOSING DATE: 5 MARCH 2014 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. 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 Assistant 08/08/2012 1 Head of eHealth NATIONAL WAITING TIMES CENTRE BOARD INFORMATION PACK FOR THE POST OF HEAD OF eHEALTH AND INFORMATION 37.5 HOURS PER WEEK REFERENCE NUMBER SHOW/1506 CLOSING DATE: 5 MARCH 2014 08/08/2012 2 Head of eHealth 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. 08/08/2012 3 Head of eHealth The organisation has introduced a set of shared values. These values will be measured during the Competency Based Interview. The values are: o o o o o 08/08/2012 We will treat everyone with dignity and respect We will take responsibility to do our jobs well We will demonstrate our commitment to quality We will work effectively with others in teams We will display a “can do” attitude at every opportunity 4 Head of eHealth 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 13.3% 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 £54,998 to £67,805 4. Grade This post is offered on a Band 8c 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 7. Tenure of Employment This post is offered on a permanent basis 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. 08/08/2012 5 Head of eHealth 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 13.3% 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 08/08/2012 6 Head of eHealth NATIONAL WAITING TIMES CENTRE JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Head of eHealth and Information Department(s): eHealth Job Holder Reference: ADMIN/IS011 No of Job Holders: 1 2. JOB PURPOSE To provide a comprehensive and integrated information governance, information technology and information management service to the National Waiting Times Centre (NWTC) covering all aspects of the national eHealth agenda which encourages knowledge to be created, shared, learnt, enhanced and organised for the benefit of the organisation’s services. To be the boards contact and identified lead with the Scottish Government around waiting time guidance and direction and to take lead in local implementation of processes to support required changes or enhancements to waiting time guidance. To deliver a comprehensive eHealth Strategy with detailed implementation and financial plans for the next five years, leading and driving key areas of progress within the parameters of local and national priorities. To be the boards senior manager responsible for the strategy, development and implementation of the boards information systems, currently including electronic patient record programme. This will involve managing and directing various groups of staff from a number of professions, to ensure delivery. The postholder is also the senior manager responsible for ensuring that NWTC board complies with Information Governance policy and Freedom of Information guidance and legislation. The postholder is the responsible manager for ensuring that appropriate IT innovation exists to support the board achieve its strategy to be a centre of excellence. The postholder is the senior individual for all technology decisions in relation to the Beardmore hotel and Beardmore centre for Health Science and must consider commercial use of technology to achieve competitive advantage This is the key senior management role that will be responsible to the Director of Finance for developing and managing an eHealth environment to assist managers and clinicians in the delivery of healthcare. The postholder will be a member of the senior management and business modernisation teams to support organisational performance and development and share the corporate responsibilities of the senior management team to deliver organisational objectives. 08/08/2012 7 Head of eHealth 3. ORGANISATIONAL POSITION Chief Executive Officer Director of Finance Nurse Director Director of Operations Medical Director Director of Human Resources Head of EHealth Information Management Information Technology Clinical Audit Information Governance & FOI Project Management Beardmore Hotel and Centre for Health Science 4. SCOPE AND RANGE This post has direct line management responsibility for around 30 specialised staff who operate within a number of service areas under the eHealth structure, covering the areas of Information Management; Information Technology; Clinical Audit; Data protection & Information Governance, project management, programming and application support staff. The number of staff may vary depending on the level of secondments for special projects. Library service provision also sits under the Head of eHealth responsibility, and this is delivered via internal staffing and a service level agreement with a partner organisation. The post holder is responsible for managing the whole eHealth service for the NWTC, and is also the Board’s advisor on all aspects of waiting time policy. The post holder considers national policy and guidelines and develops programmes of work to implement the implications of any new guidance locally. The post holder is responsible for and manages, a number of budgets for each of the services under the eHealth banner. The direct eHealth services budget is around £2,000,000 direct revenue budget and the care of £4,000,000 of IT infrastructure. The Clinical audit budget is in excess of £120,000 and Library services are in the region of £30,000 per annum. The post holder is also the individual with responsibility for securing national eHealth external funding for Information Management , Information Technology and for any other redesign projects and initiatives. This requires the post holder to link directly with the Scottish Government eHealth Directorate and provide bids and business cases for additional funding , as well as to provide justification for use of funds received. Successful funding bids are fully managed by the post holder. The post holder is responsible for ensuring the latest technology and innovative offerings are in operational use within the Beardmore Hotel and Beardmore Centre for health science to make the facilities attractive to 08/08/2012 8 Head of eHealth commercial business and users As a senior manager the potholder delivers redesign projects out with his direct management sphere of influence. A number of these work-streams tend to be generated as a result of having to increase capacity to accommodate new waiting time targets or to enable the board to support other boards in the delivery of waiting times. IT Dimensions 90 Major Information Systems including Electronic Patient Record and Performance Management system 1400users utilising 1000 plus PCs and laptops Cisco Switched Local Area Network with 110 Cisco switches & 2 routers Firewall covering N3 WAN connectivity Avaya Telecommunications Switch (PBX) with over 1800 user extensions. Telephone call logger Audix voicemail 300 Internal Pagers 100 Wide Area Pagers 90 Mobile telephones Emergency Paging for Fire & Cardiac Approximately 100 support calls per week The Head of eHealth is responsible for the overall direction of the board’s electronic patient record strategy and subsequent implementation. This will require engagement with all clinical and administration staff groups in moving the objective forward. Head of eHealth responsible for implementation of all clinical and non clinical systems across the organisation. Information management Dimensions To provide real time management information to operational directorates to support the delivery of waiting time targets To ensure the board has visibility of adverse trends and any issues in relation to delivering activity in line with government targets To ensure Scottish Government receive the required routine submissions around waiting time compliance To provide and present information to the boards performance and planning committee on all aspect of performance in relation to utilisation of resources and capacity To be the boards lead on national groups in relation to implementing waiting time guidance Regional & National Working To be the boards identified lead for Information technology /information management/ ehealth change management issues at regional and national level To ensure NWTC is represented and contributes to discussions around future service delivery and joint working ventures both in a West of Scotland and national context To be the responsible officer for agreeing to take part within joint collaborations and initiatives with regional and national organisations around IM&T services , procurements or initiatives To develop the boards income generation strategy by providing and managing services on behalf of other public sector organisations, namely provision of data centre facilities & IT infrastructure where required. Redesign To lead and deliver a number of strategic objectives as a senior manager for the board To encourage other staff across the organisation to deliver change in order to benefit the board, in line with the boards redesign & strategic project group objectives Lead multi disciplinary groups of staff to achieve redesign objectives. These groups can include senior clinicians, managers and or staff within services or departments. 08/08/2012 9 Head of eHealth Clinical Audit To ensure that all data in relation to Cardiac , Thoracic and Cardiology audit can be collected in a safe and robust manner at point of patient care, and that the Board satisfies its returns to national and UK wide validation bodies (eg British Cardiovascular Intervention Society) Information Governance & Freedom of Information The post holder is responsible for developing , managing, maintaining and reviewing good information management and data handling practices across the board to ensure compliance with: a) The data protection Act 1998; b) The Freedom of Information (Scotland) Act 2002; c) Records Management and other requirements / good practice relating to Information Governance d) Information Security e) Caldicott Guidelines Research & Innovation Head of eHealth requires to explore and research ways in which NWTC can be at the forefront of technology. This is in line with the boards strategy to be acknowledged as a centre of excellence. The Head of eHealth is responsible for all aspects of IT provision within the Beardmore Centre for Health Science and must ensure the centre has innovative IT facilities and links with clinical areas around the hospital for teaching and education. The Head of eHealth is responsible for all IT investment decisions and strategy, as well as ensuring a high level of service availability for the offerings within the Beardmore Hotel for its users. 08/08/2012 10 Head of eHealth 5. MAIN TASKS, DUTIES AND RESPONSIBILITIES Strategy and Development Provide ongoing development and implementation of the organisation’s eHealth Strategy, providing the lead role in its development and ensuring it is widely understood and followed. Maintain an active participation in national and regional eHealth activities and groups to ensure that NWTC issues are understood and national and regional requirements are implemented within the NWTC strategy. Achieve and maintain an expert level of knowledge of NHS Scotland and partner agency eHealth requirements to act as the Board eHealth expert, ensuring that the Board has strategic and operational support on all eHealth matters. Provide strong, effective and visible leadership in organisational development and change management processes to support use of modern technology solutions in service developments and participate in the delivery of organisational objectives. In addition the post holder is expected to take lead in a number of redesign programmes as a senior manager of the board , that are typically out with the eHealth area but in support of delivering the eHealth strategy. The Head of eHealth is expected to lead and influence change across the organisation to enable the board to deliver its objectives. Ensure there is a clear financial plans for all the services under the eHealth banner: Financial planning should ensure that the overall delivery of eHealth strategy, the maintenance and development of existing systems and services, information governance and management agenda, Audit workplan, Information Strategy and user training and eHealth staff development can be achieved. The Head of eHealth should also utilise the boards existing IM&T infrastructure to support income generation activities with other public sector bodies. Lead and direct the provision of a robust project management environment for all eHealth projects and the provision of a robust service management culture that meets the requirements of internal and external auditors. The Head of eHealth is the single responsible officer with responsibility for defining, delivering and advising the board on all activities in relation to Information Management, Information Technology, Electronic Patient record development , and clinical audit activity returns to national bodies. The post holder is also the lead officer for linking with SGHD around waiting time policy and any changes within this area, advising the board accordingly. The Head of eHealth is the responsible officer for planning and delivering the boards vision and delivery of the Electronic Health Record. The post holder also takes the lead role in ensuring staff engagement at all levels, and from many professions, in the uptake of the system, and in developing it in such a way to support high quality patient care, at the point of care. Information Governance and Management Drive the improvement of health and organisational information across the NWTC including developing and delivering programmes that ensure: quality, integrity and consistency of data the timely and accurate collection of and analysis of patient information to maximise efficiency and minimise duplication the full range of health information is analysed and disseminated to support the key functions of NWTC and its partners organisations providing shared care The Head of eHealth is the NWTC Boards responsible officer for advising on national waiting time strategy and policy, and implementing waiting time policy into operational practice (Referral to treatment Targets and Treatment Time Guarantees).The Head of eHealth is also responsible for Sign off all waiting time and external submissions of activity data to the Scottish Government Health department within the nationally agreed timings, and bringing to the attention of the Chief Executive and board any areas of concern. 08/08/2012 11 Head of eHealth The postholder must Provide leadership and direction in the development of an information culture and the development of an Information Management service to support the delivery of health care and performance management. Provide leadership and direction in the development and support of all aspects of Information Governance and in the delivery of secure, safe and confidential information systems and services that fully comply with all appropriate guidance and legislation (security, retention, data protection, freedom of information etc). Application System Development & Support (Clinical & Non Clinical) Lead and direct the provision of an integrated range of application systems to support the delivery of health care services and corporate management reducing dependency on paper based resources and thereby improving efficiency and effectiveness of NWTC services. Ensure that all application acquisitions and developments meet national and regional requirements for sharing patient information across organisational boundaries in support of the provision of a single electronic health record. Information Technology Ensure available resources are used effectively and to the greatest benefit, determining and securing commitment to additional resources as required. Lead and direct the ongoing development and implementation of a technical strategy to support the organisational eHealth strategy. Lead and direct the delivery of all operational services within the department’s remit within agreed service levels of availability, providing a 24/7 service. Lead and direct the development and maintenance of appropriate business continuity and disaster recovery facilities and the development and maintenance of a risk register. Ensure that central IT equipment and network infrastructure is operated and managed effectively within properly controlled environmental conditions. Ensure the development and maintenance of a full helpdesk service for all IM&T services to provide a total support service to users. Continually monitor helpdesk issues to identify areas for improvement within the systems and/or end user training. Ensure the provision of a procurement service for all information technology equipment, systems and services ensuring that legal and national contracts requirements are met. Voice Services Ensure the development, implementation and maintenance of an effective voice and paging communication services which have appropriate contingency arrangements to ensure 24/7 availability. End User Training Direct and advise in the development and provision of an IT training service covering office tools and the Board’s strategic systems, to enable end users to make the best possible use of the available technology ensuring that programmes are delivered at the optimum time in relation to implementation of system developments. Line Management Line Manager for all members of the services that fall under the eHealth. These include Information management, Information Technology, Clinical audit staff , Library services and information governance and Freedom of Information, as well as project management staff. Responsible for the recruitment, training, work allocation and performance monitoring, identifying ongoing training needs, appraisal and disciplinary matters. Lead and direct the ongoing development of performance management arrangements for the eHealth department to evidence effective working. 08/08/2012 12 Head of eHealth 6. Systems and Equipment EQUIPMENT AND MACHINERY General office equipment including PC, printers etc The post holder requires to use a PC, including Visual Display Unit throughout their working day. Audio visual equipment Required for presentation purposes SYSTEMS A variety of software packages which will include some or all of the following: Microsoft Excel, Access, Word, Outlook and Powerpoint, Microsoft Project, Web services The postholder will require to be a proficient user of the standard office automation tools and those that support project management and presentation. A limited amount of organisational support systems used for line management purposes. A number of line management functions such as timesheets, KSF and other HR functions are currently supported by online facilities. More are planned 7. Decisions and Judgements The post holder will have full responsibility for managing and prioritising the workload of all functions under the eHealth banner; Information Technology, Information Management, Clinical audit & library services as well as project management. The post holder acts as the Board expert in all eHealth matters and is part of the Senior management team responsible for organisational objectives. The post holder ensures compliance with Freedom of Information and Information Governance policy and legislation, and is the advisor to the NWTC Board on such issues. Decisions and judgements are required to be made around these areas. The post holder will regularly have to interpret the organisation requirements to produce appropriate strategies and plans in relation to the use of technology and provide the necessary eHealth input to senior management decision making. The Post holder will make judgements on clinical and non-clinical IM&T projects by proposing and implementing strategies in relation to information, applications and technology. The Post holder will regularly have to analyse complex eHealth related problems involving technology, systems, information management and information governance issues. The Post holder will often require to lead and direct the development of a plan of action for major system faults, advise senior managers of serious or recurring faults and ensure recovery processes are delivered. The Post holder will often require to make judgements on eHealth issues and associated risks where there is no precedent and where opinions may conflict. 08/08/2012 13 Head of eHealth 8. COMMUNICATIONS AND RELATIONSHIPS 08/08/2012 14 Head of eHealth Who postholder communicates with: What communication is about: Director of Finance Objective setting and Performance appraisal NTWC senior management, staff professionals and other agencies Providing specialist advice to NWTC on all aspects of Information Management and Technology and the wider aspects of information governance within the eHealth agenda. Being part of the Senior Management Team making a personal contribution to the overall management of the organisation and ensuring that all eHealth issues are discussed and included in the management of the organisation. Participation in a variety of organisational groups. National and regional groups Participation in national and regional groups providing information on NWTC issues and being fully conversant with national and regional requirements. Scottish Government Contributing to and agreeing standards, specifications and technical requirements for different aspects of a range of national projects. To link with SGHD around waiting time policy and guidance and be the Boards officer for highlighting areas for concern and implementing locally and advising the board External Suppliers Staff (line manage) Negotiating the detailed means by which suppliers’ equipment, systems or services will meet clinical and professional user requirements, as part of an integrated solution,. Management and development of staff 08/08/2012 15 Any difficulties encountered: Setting achievable objectives within a heavy agenda with limited resources. Interpreting organisational requirements into appropriate eHealth solutions. Providing advice and assistance to all directorates and services to ensure that complex IM&T issues, that non IM&T staff may have difficulty understanding, are explained at a business level and assistance provided, to specify and develop their requirements, in compliance with national strategies, standards and definitions. Ensuring the needs and priorities of NWTC are met within the broader requirements of national and regional strategies and projects. Persuading other NHS colleagues on the merits of changing a strategy or standard where it is incompatible with the special needs of NWTC. Highlighting and reporting any issues that may not be perceived as palatable to the recipients, as well as interpretation of any changes to current practice and advising the NWTC board of implications. Convincing, often reluctant, suppliers to modify their systems and services such that they will provide a more appropriate and cost effective solution for the NWTC. Dealing with performance/ disciplinary and personal trauma related issues. Head of eHealth Dealing with performance/disciplinary 9. PHYSICAL, MENTAL AND EMOTIONAL DEMANDS OF THE JOB FREQUENCY Physical skills: Daily The postholder requires a high level of keyboard skills to utilise the various office automation and organisational management systems necessary to fulfil the senior management role. Speed and accuracy are essential. Frequent Physical effort: Mental demands: Car driver (to attend meetings) The post requires light physical effort. Frequent To maintain intense concentration to be able to deliver a wide range of eHealth related strategies, reports, advice and information where accuracy and attention to detail are paramount. Daily Frequent To maintain intense concentration whilst delivering eHealth solutions to health colleagues. In particular, to keep abreast of national developments in order to provide expert advice to colleagues. Constant need to change tasks when ad-hoc requests require an immediate response, or priorities are changed. Mental agility is required to multi-task between projects as it will often be necessary to work concurrently upon multiple aspects of the eHealth agenda. Daily Frequent To be flexible to the demands of the environment including unpredictable work patterns, deadlines and frequent interruptions Emotional demands: Dealing with queries from angry and pressurised staff. Stress associated with constant queue of work and too many demands on time. Occasional exposure to distressing circumstances Balancing workload and maximising time management Frequent Daily Occasional Frequent 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB To manage, the often conflicting, demands ensuring challenging timescales are met. To manage the, often conflicting, demands and to determine the best course of action to respond to sudden changes to projects and services (priority or technical changes), dependant upon impact on other projects and services, impact upon quality of deliverables, available resources and where prioritisation issues span different client groups and agencies. To interpret business requirements into cost effective eHealth solutions within limited resources. To communicate complex eHealth strategies and issues in a way that can be understood by people with limited knowledge of the eHealth environment. 08/08/2012 16 Head of eHealth 11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Training and/or qualification(s) required: Educated to degree level or equivalent with an appropriate postgraduate qualification being desirable. Extensive senior management experience, as well as a demonstrable track record in delivering complex IM&T solutions and change across an organisation. A good track record of relevant additional specialist training during work history is essential. A record of additional management training would be desirable. Car driver : Essential Level of experience/knowledge required: Length of experience How specialised experience needs to be: Extensive General/staff management experience is essential with a demonstrable track record of team motivation, learning and development Management Extensive Large scale IM&T projects Good communication skills (both oral and written) Demonstrable experience of running large-scale information and IT service projects using a recognised project management methodology. A formal project management qualification is desirable. A high level of interpersonal communication, presentation, negotiation and strategic skills are required. The intellectual capacity to interpret and shape complex issues and to derive solutions to complex IM&T problems. Analytical skills Extensive knowledge and understanding of the public sector. Additional knowledge In depth knowledge of relevant policies & standards and legal requirements A proven track record in the use of office automation, project management and presentation tools. 08/08/2012 17 Head of eHealth 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: 08/08/2012 18 Head of eHealth Recruitment Person Specification Qualifications/Training Essential Desirable 1. Minimum of degree 6.Postgraduate level qualification qualification Experience 2. Significant experience of working in an eHealth and information environment within an NHS system 7. Skills/Knowledge 3. Expert level of knowledge of NHS ehealth requirements 8. Additional job requirements Eg. unsocial hours 4.No specific requirements 9. Any other information 08/08/2012 additional 5. Senior management experience including management of staff and successfully delivery of ehealth solutions 19 10. Evidence of interpreting business requirements into cost effective eHealth solutions Head of eHealth
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