Business Services
Programme Management Services
PERMANENT OPPORTUNITY
PORTFOLIO MANAGMENT SYSTEM ANALYST
37.5 hours per week
Band 5
£21,602 - £28,180 per annum
National Services Scotland (NSS) supports the delivery of Scotland’s health and patient care through the provision of
expertise and advice to NHS organisations in Scotland.
Programme Management Services (PgMS) is responsible for embedding and supporting programme and project
management disciplines to facilitate and deliver the corporate strategy, establishing new responsibilities or services within
NSS, and developing and promoting new ways of working. PgMS provides Project Support and Project Office
capabilities where required across NSS, supporting the delivery of the diverse range of programmes and projects NSS
has responsibility for.
The PgMS remit focuses across NSS on programme and project management;
– leading on continuous improvement and the use of best practice methodologies;
– developing, maintaining and managing a resource pool;
– providing coordination and support on behalf of sponsors to enable successful delivery;
– defining, designing and delivering development and training to staff, based on best industry practices, tools and
techniques.
The NSS Changepoint application provides a platform to enable more efficient management of projects and programmes
and aspects of business as usual. This is an exciting and challenging opportunity involving the ongoing management and
development of this web-based application and we are looking for an experienced and qualified system analyst to
manage and configure the system as the needs of our organisation and external partner organisations evolve.
The postholder will work closely with NSS Strategic Business Units and external partner organisations, ensuring that new
system developments are implemented to achieve improved functionality, data extraction and system performance.
You will be a suitably qualified applicant with proven experience of a system analyst role with an in-depth knowledge of
system management and configuration. As an integral part of the team, you will provide configuration proposals based on
NSS business processes and procedures and will support multiple implementations and maintain the system within the
business as usual environment. You will develop and deliver training to users prior to system go-live and post
implementation where required.
You will have excellent communication and interpersonal skills. Strong organisational skills, the ability to solve problems
and provide support and guidance to the project team and business users is also required. The ability to deal with a
diverse range of requests from business users is essential as is the ability to be able to communicate well both verbally
and in writing. Knowledge of Portfolio, Programme and Project Management systems would be an advantage.
In post training and coaching will be provided to ensure successful applicants reach a satisfactory level of competence.
Based at NSS Headquarters at Gyle Square, Edinburgh. Travel throughout Scotland will be required from time to time.
The successful candidate(s) must comply with the Mandatory Induction Standards and with the Code of Conduct
for Healthcare Support Workers.
Our benefits package includes final salary pension scheme, comprehensive range of work life balance policies,
occupational health services, learning resource centres and discounted leisure, financial and shopping benefits.
For an informal discussion on the post, please contact Amanda Broad, PgMS System Manager on 0131 275 6475.
For an application pack please complete the online application form on the SHOW website www.jobs.scot.nhs.uk. Ref
G22880
Closing date for completed applications is 12 noon on 27th May 2014.
Please note that only those applicants called for an interview will be contacted. If you have not received a
response within 4 weeks of the closing date, please assume that you have been unsuccessful on this occasion.
Further information on NSS is available from: www.nhsnss.org.
NHS National Services Scotland is the common name of the Common Services Agency for the Scottish Health Service.
NHS National Services Scotland is an equal opportunities employer.
Candidates with disabilities who meet the minimum selection criteria will be guaranteed an interview
National Services Scotland
Job Description
1. JOB DETAILS
Job Number
NPHQS407
JOB HOLDER
JOB TITLE
Portfolio Management System Analyst
IMMEDIATE SENIOR OFFICER
System Manager
DIVISION
Business Services
DEPARTMENT
Programme Management Services (PgMS)
TEAM
LOCATION
2.
Gyle Square, Edinburgh
Date Job Evaluated
23 July 2010
JOB PURPOSE
To support the development of the Changepoint System within NSS and externally to Scottish Government
Directorates, NHSS Health Boards, local authorities and non-departmental public bodies (NDPBs). The post
holder will support the ongoing development of new and improved working practices and maintenance and data
quality of the Changepoint system including:

Changepoint version 2012

Changepoint Cognos Reporting

Business Objects reporting suite
in conjunction with business users e.g. Operational Project and Programme Management Staff, Senior NSS
Management and various governance groups across the organisation as well as the technical members of the
IT Strategic Business Unit to maximise the benefits of this system to the organisation.
3.
DIMENSIONS
NSS provides a diverse range of support services for the NHS in Scotland, delivered through 6 Strategic
Business Units (SBUs) covering Blood, Tissues and Cells; IT; Procurement, Commissioning and Facilities;
Public Health and Intelligence; Practitioner and Counter Fraud Services and Central Legal Office. NSS PgMS is
a specialised function within the Business Services Support SBU.
NSS PgMs is accountable directly to the NSS Board and Executive Management Team with regard to
performance of the established remit. NSS PgMS provides services to NSS and NHSS Health Boards and
under The Public Services Reform (Functions of the Common Services Agency for the Scottish Health Service)
(Scotland) Order 2013, to Scottish Government Directorates and NDPBs where projects and programmes under
PgMS management can range from £500K - £1M for NSS, up to £5M in Health Boards and Local Authorities,
and for SG Public Sector Reform, £5M - £50M.
NSS PgMS has, across Scotland, a 60+wte workforce of permanent, seconded, fixed term contract and agency
contract programme and project management specialists and indirectly, manages staff in the customers
localities involved in the initiatives under PgMS management. NSS PgMS has a revenue budget of circa £3M,
with a target of achieving circa £1.5M of rechargeable revenue from the provision of services provided out with
NSS. Agency, contracted and 3rd party staff under direct PgMS management can number 30+ and circa 20
under indirect management for customers.
The post-holder will be a member of the centrally based team of 5+ staff. The central team of staff are involved
in the development and management of the Changepoint system. Additionally, the system will be accessed
remotely by wider external partner organisations such as Scottish Government Health and Social Care
Directorate (SGH&SGD), Scottish Government Quality and Efficiency Support Team (SG QuEST), NHSS Health
Boards, local authorities and NDPBs.
Changepoint is a core NSS tool that provides Portfolio, Programme and Project Management Service
management and a Customer Service Desk.
4. ORGANISATION CHART
Director of
Finance and
Business
Services
Head of Financial
Planning &
Analysis
Head of Financial
Services
Associate Director
of Facilities
Management
Project
Portfolio
Manager
Project
Managers
X10+
Project Support
X10+
Head of
Programme
Management
Services
Project
Portfolio
Manager
Project
Managers
X10+
Project Support
X10+
Programme
Director
Finance Shared
Services
Head of
Business Support
Project
Portfolio
Manager
Project
Managers
X10+
Project Support
X10+
System
Manager
Project Office
System Analyst
5 ROLE OF THE DEPARTMENT
NSS PgMS is accountable directly to the NSS Board and Executive Management Team with regard to ensuring
NSS has in place policies and practices, and both financial and staff resources.
PgMS provides a professional Portfolio, Programme and Project Management service that supports NSS SBUs
as well as Corporate and Clinical Support Services, Territorial Health Boards, Special Health Boards and
Scottish Government to define, develop, monitor and report on their Projects, Programmes and Portfolios.
PgMS use a range of private and public sector tools* and techniques, tailored to meet the needs of a variety of
different Projects, Programmes and Portfolios.
To be accountable and responsible for leading and managing delivery of a Transformational Programme
Support Service to enhance NSS’ contribution to the national Shared Services portfolio of programmes and
projects, and to NHS Scotland Special Health Boards, Scottish Government Health and Social Care Directorate
and the wider Health and Social Care Integration Strategy, advising on and providing procurement and
management of resources in the accredited programme and project management methodologies and in
continuous improvement techniques.
PgMS provide training and development to support and enable knowledge and skills transfer during and after a
period of engagement. Specifically, PgMS provide a training course that introduces theoretical and practical
Project Management; which supports business needs within NSS.
To recruit, train, develop and manage resources to ensure NSS has sufficient trained project and programme
management staff, and supporting systems to deliver and support a diverse and complex range of strategic and
operational change initiatives to the internal and external customer.
PgMS support individuals, teams, functions and organisations to successfully establish, evolve and optimise
Projects, Programmes and Portfolios. More specifically, we assist in ensuring strategic and tactical initiatives
and service change managements are achieved through the following three Services;
Delivery Support

PgMS provide a blend of qualified and experienced Project, Programme and Portfolio Management
resources to successfully deliver a diverse range of service development and organisational change
initiatives.
Capability Support
 PgMS provides support to identify and facilitate continuous improvement providing Best Practice
Guidance and Training and Development. This is achieved by conducting Capability Assessments of
change initiatives or an overall organisation’s maturity in Project, Programme and Portfolio
Management disciplines.
Planning Support
 To provide Consultancy and Support to assist in effectively and efficiently defining a planned approach
to establish scope and facilitate Resource Management, schedules and Programmes under
management.
*OGC; PRINCE2™; MSP™; P3M3®; Gateway® Review; PMBoK™; APMP™..
6.
KEY RESULTS AREA
 To provide accurate and timely information and data for submission to various governance groups on behalf of
Strategic Business Units.
 Taking the lead on transition management; ensuring that business as usual is maintained during migrations and
the changes are effectively integrated into the business.
 To ensure the highest level of data security at all times within the system by following agreed processes and
procedures in relation to data access and provision.
 Develop and maintain a suite of data validation routines ensuring that the data within systems is as accurate
and up to date as possible, including the monitoring of data exchanged between systems as part of an
interface. This will include the maintenance of a stringent process of data analysis in order to maintain and
increase the level of data quality that the system has so that it becomes a well trusted and widely used data
source.
 Develop and maintain a comprehensive team procedural database for all regular duties performed within the
tool.
 To develop and deliver training to users, including the development and maintenance of procedure manuals to
ensure all users can operate the system.
 To propose and contribute to developments / enhancements to the system to ensure that it continues to meet the
organisation’s needs.
 Provide a comprehensive service in relation to the maintenance, development, delivery and interpretation of
reports to be used by NSS Senior Management, Scottish Government, business users, and Strategic Business
Units.
 Dealing with the diverse range of requests / enquiries by all business users in a flexible manner that will match
the needs of their respective Strategic Business Units, while ensuring it is done in a professional and courteous
manner and to the highest standards while maintaining communications on progress.
 Coordinate and participate in various Changepoint communication groups, chairing where appropriate and
taking/communicating minutes as necessary.
 Develop, evaluate and deliver data extracts from the system ensuring effective application use in order to
service the needs and expectations of a diverse customer base.
 Complete any adhoc tasks which may be required.
 Post-holder uses MS applications and query tools including Business Objects and Cognos.
 Develop and maintain management reports and extracts using the systems Report Designer and Cognos
reporting tools.
 Work with the data providers to ensure source data for the Changepoint processes are fit for purpose.
7.
ASSIGNMENT AND REVIEW
 A large part of the duties are self-generated by the post holder based on the project plan in place or the key
activity needing to be undertaken. The post holder liaises with the System Manager on work undertaken and on
work where it is being completed across the team. The post holder will work on his or her own initiative with
minimum supervision. The post holder undertakes the data collection and statistical analysis needed for the
various Strategic Business Units and governance groups across NSS. This work requires a high level of
decision-making and judgement as the results of which will be reported on and to which National Services
Scotland shall be accountable.
 Overall work plans etc. are essentially directed within the Strategic Business Unit, with direction and timescales
driven by NSS Strategic Objectives, NSS Outcomes, Divisional Local Delivery Plans and Organisational Change
Programmes.
 The post holder will be expected to liaise, through regular meetings, with Strategic Business Unit staff across
the organisation in order to plan and co-ordinate work.
 The post holder is the recognised expert on the system within NSS and users within the organisation will seek
his/her advice and guidance for the resolution of problems.
 Work is generated from NSS, SGHD and Strategic Business Units.
 Formal objectives to be agreed annually, and reviewed with the System Manager every six months.
8.
COMMUNICATIONS AND WORKING RELATIONSHIP
Internal
Continual daily contact by email, telephone, face to face meetings etc with System Users, IT, Project Team,
Strategic Business Unit and Business Information Systems staff in order to coordinate, plan, test and initiate
work. This contact may be in the form of written reports, excel spreadsheets, electronic e-mail, telephone
conversations, tele-conferencing, video-conferencing etc.
External
Regular (approximately once per month) contact with the Changepoint Service Desk and Account Manager.
This will be in the form of written reports, excel spreadsheets, electronic e-mail, telephone conversations, teleconferencing and Webex.
The main external contacts of the job are:
Scottish Government Directorates, NHSS Health Boards, local authorities and NDPBs.
Frequent contact with Global Changepoint Helpdesk staff
3rd party Supplier Changepoint Client Manager / Development and Service Teams
Changepoint Global Network
9.
MOST CHALLENGING PARTS OF YOUR JOB
Complex problem solving in relation to issues that may be generated by staff and/or the systems themselves.
This has to be done within very tight timescales.
Dealing with the wide number of named users (700 +) and client portal users (5000) with their varied
knowledge and skills in order to help them come to a resolution for wide and varied issues.
The post holder’s workload will also entail multiple projects and information requests being managed at the
same time. The post holder will need to manage these in conjunction with the System Manager ensuring
that the needs of the business are met at all times.
10. SYSTEMS
The systems which the post holder needs to use on a regular basis and why they are used is as follows:








Changepoint version 2012 (Portfolio Management, Resource Management, Request Management,
Reporting Tool) – web based application which is used to administer, store, manage track and report on
Portfolio, Programme, Project, Business as Usual, Resourcing and Request information within NSS,
including Strategic Demand, Resource and Financial Management related data.
Changepoint Report Designer and Changepoint Cognos – web based reporting tools which are used to
design and maintain NSS’s suite of reports.
Microsoft Word – Used for preparation and maintenance of documentation as well as the production of
procedures and tracking of validation processes among other things.
Microsoft Excel – Used as an analysis tool when preparing details for reports and queries by management.
It is also used for keeping track of information and as a way of presenting data using tools such as pivot
tables and macros.
Microsoft Outlook / NHSmail – Used as the means for sending and receiving reports and workflow as well
as correspondence relating to normal day-to-day business.
Microsoft Internet Explorer – This system is used as the gateway to Changepoint by the users and where
the application is administered from.
Adobe – This system may be used to view outputs from Changepoint and is also used as a secure method
of saving documents so that they cannot be altered.
Business Objects – This system is a business analysis tool, which will be used to interrogate Changepoint
and create adhoc reports.
11. PHYSICAL, MENTAL, EMOTIONAL EFFORT
Physical effort – This role does not carry a high level of physical effort but does involve the use of the PC for about
95% of the working week. This needs to be closely monitored, as some of the tasks could be prone to a risk of RSI.
Mental effort –
 Although this post is very light on the aspect of physical effort it is highly demanding in terms of mental effort.
The post holder must be alert at all times in order that when a request is received that this can be dealt with
promptly.
 The postholder may be required to switch between activities at a moments notice in order to fulfil the needs
of the user and the service.
 The post holder will develop and deliver training to users which will also involve the development and
maintenance of procedure manuals in addition to face to face training.
 The post holder will propose and contribute to developments / enhancements to the system to ensure that it
continues to meet the organisation’s needs.
Emotional Effort – During the course of the working week it can be expected that the post holder will encounter
some form of challenging behaviour in relation to OST functionality or its current usage from the users of the system.
12. ENVIRONMENTAL/WORKING CONDITIONS & MACHINERY AND EQUIPMENT
The Machinery and equipment used by the post holder is a computer, printer and a telephone, which form the
majority of usage but also needed to fulfil the role are photocopiers, faxes, calculators and audiovisual equipment
for presentations. A computer is used as this is needed to administer and operate a large part of the jobs functions
as a result of the system being computerised and all of the main documents and processes being conducted
electronic.
13.
KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
The post holder needs
Minimum knowledge – The post holder needs to have a minimum knowledge of what an Programme and
Project Management / OST system is and how it applies to an organisation, they need to know the role and
work undertaken by other Strategic Business Units. What the organisation’s direction / focus is and how the
OST will play a role in this.
Training – A knowledge of the Changepoint application in terms of both the data contained within and the
functionality of the application is essential in being able to carry out the role effectively. The post holder needs
to be trained to at least intermediate level in Microsoft Office applications in order to be able to perform the
required data analysis needed.
Skills – The post holder needs excellent communication and interpersonal skills and will have the ability to work
well in a team environment. They must also have strong written communication skills and be able to liaise
effectively with all levels of staff as well as possess good time management skills and ability to work well under
pressure. He / she will be self-motivating and have the ability to inspire confidence in the system.
Qualifications and / or experience - Educated to degree level or with relevant experience in a business data
analysis / system administration role. Experience of Programme and Project Management systems would be
highly advantageous.
Local knowledge and skills – The post holder must quickly gain knowledge on how the OST links with various
other NSS applications. The organisation also has a number of policies and procedures which are specific to it
and which the post holder needs to get a good understanding of so that advice and guidance being given in
relation to the IT systems supporting these is relevant and in accordance with the policy. A good understanding
of the structure and workings of the organisation needs to be developed as this underpins the security and
structure of all of the NSS systems.
Physical skills – The role requires a high level of speed and accuracy in terms of data entered on to the system
and in relation to the advice given to system users. Keyboard skills therefore need to be well developed.
14.
JOB DESCRIPTION AGREEMENT
Job Holder's Signature:
Date:
Senior Officer/Head of
Department:
Signature:
Date:
Title:
PERSONAL SPECIFICATION FOR POST OF: Portfolio Management System Analyst
Attainments
 Education
 Training
ESSENTIAL
Of graduate calibre or relevant
experience of business data
analysis / system
administration role.
DESIRABLE
Experience of Programme and
Project Management
methodology would be
advantageous.
USEFUL
Good knowledge of what a
Portfolio, Programme and
Project Management system is
and how it is used within
organisations.
Experience
Proven experience of a System
Analyst role.
Experience of system
management and
configuration including the
ability to lead local migrations
onto the system.
Experience of co-ordinating
system implementations
including the development of
data validation routines to
ensure accuracy of data.
General Intelligence
Communication
Skills
 Written/verbal
Special Attributes
Evidence
of
excellent
written
and
oral
communication
skills
including the ability to liaise
effectively with all levels of
staff face to face and
through electronic emails,
telephone conversations or
tele-conferencing.
Excellent communication
skills in the form of written
reports excel spreadsheets
and presentations.
Experience and knowledge
of delivering effective
customer-orientated
services.
Experience of delivering
training to end users,
including the development
of training materials and
maintenance of procedural
manuals.
Experience of developing,
delivering and interpreting
reports for use by Senior
Management.
Experience of organising
and chairing meetings.
Constructing pragmatic
proposals for system
configuration.
Evidence of good presentation
skills.
Ability to provide support
and guidance to other
members of the team on
system functionality and
business processes.
The ability to find ways of
solving or pre-empting
problems.
Experience of proposing
system enhancements to
ensure ongoing
organisational
requirements are met.
Summary of Key Terms and Conditions of Post
Division/Department:
Business Services
Location:
Edinburgh
Job Title & AfC Pay Band:
Portfolio Management System Analyst, Band 5
Salary/Salary Scale:
£21,602 - £28,180 per annum
Conditions of Service:
Your terms and conditions of service are in accordance with the Agenda for
Change Terms and Conditions Handbook. Agenda for Change comprises a
National pay system and job evaluation scheme for the Health Service, a
harmonised set of terms and conditions of employment and a Knowledge and
Skills Framework.
Hours of Duty:
The standard full-time hours for NHS staff are 37.5 hours, exclusive of meal
breaks, normally to be worked over 5 days per week. The hours of this post are
37.5.
Annual Leave:
The annual leave arrangements are:
o
o
o
27 days (202.5 hours) on commencement
29 days (217.5 hours) after 5 years’ service
33 days (247.5 hours) after 10 years’ service.
8 public and statutory holidays are also available within the leave year.
Superannuation:
All new entrants to NHS National Services Scotland who are
aged sixteen but under seventy five will be enrolled
automatically as a member of the NHS Superannuation
Scheme (Scotland). The pension scheme is provided by the
Scottish Public Pensions Agency. This scheme is a
Qualifying pension scheme, which means it meets or exceeds
The government’s new standards. All benefits including life
Insurance and family benefits are explained on the SPPA
Website www.sppa.gov.uk For further information on
Membership benefits, contributions, or how to opt out of the
Scheme, please refer to the enclosed factsheet “Auto
Enrolment.
Medical Assessment:
Appointment to this post will be subject to satisfactory medical clearance. The
successful candidate will be required to complete a pre-employment health
declaration form and, where appropriate, undergo a health assessment by the
Occupational Health Service.
Knowledge and Skills
Framework:
The NHS Knowledge and Skills Framework applies
to all jobs covered by Agenda for Change. Under the Knowledge and Skills
Framework, staff will have annual development reviews, which will result in the
production of a personal development plan.
There is equal access to training for all staff.
Equal Opportunities Policy:
NSS is an Equal Opportunities employer and the policy applies to all aspects of
employment.
Smoking Policy:
NSS operates a No Smoking Policy.
Right to Work in the UK
In accordance with the Immigration, Asylum and Nationality Act 2006, NHS
National Services Scotland has a legal obligation to ensure that it does not
employ anyone who has not been granted the relevant permission to work in the
UK. We are therefore required to check the entitlement to work in the UK of all
prospective employees.
All shortlisted applicants will be asked to produce specific original documentation
plus a photocopy when attending interview.
Applications from candidates who require a Tier 2 Certificate of sponsorship will
only be considered if no suitable UK or EEA national is identified for this post.
NATIONAL SERVICES SCOTLAND
STAFF BENEFITS PACKAGE
Working for the NHS provides individuals with excellent career prospects and access to a wide range of jobs.
NHS National Services Scotland employs approximately 3,500 staff working in a number of locations across
Scotland.
Some of the benefits of working for NHS National Services Scotland are:









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A minimum of 27 days annual leave (pro rata) increasing with service
Eight public holidays (pro rata) per year
Access to flexible, family friendly working arrangements
Membership of the NHS Scotland superannuation scheme. Membership also includes a lump sum
death in service benefit.
Excellent training and development opportunities
Season Ticket Loan Scheme
Childcare Voucher Scheme
Cycle to Work Scheme
Access to national and local staff discounts and promotions
Occupational Health Service
Employee Counselling Service