INFORMATION FOR CANDIDATES
POST OF:
BASE:
REF NO:
Administration Co-ordinator
35-41 Lister Street, Crosshouse Hospital
C/112/14
Thank you for applying for the above post with NHS Ayrshire & Arran. This
information sheet summarises the terms and conditions related to the post.
Please note if you provide us with an email address on your application form any
future correspondence regarding this post will be emailed to you. If you do not
wish to receive this correspondence by email then please contact us as soon as
possible.
A job description and person specification for the post are attached.
This post is Fixed Term until 30 June 2015.
The salary for the post is based on the Band 5 salary scale which is currently
£21,602 to £28,180 per annum (pro rata for part time posts).
The hours for the post are 37.5 per week.
GENERAL CONDITIONS:
Conditions of Service - The conditions of service are those laid down and
amended from time to time by the appropriate negotiating bodies e.g. NHS Staff
Council/NHS Pay Negotiating Council.
Annual Leave – The leave year runs from 1 April to 31 March. Annual leave
entitlement for full time staff on appointment is 202.5 hours (27 days), with 217.5
hours (29 days) upon completion of 5 years NHS service and 247.50 hours (33
days) after 10 years NHSservice. Entitlements for part time will be pro rata.
Public Holidays – Public holiday entitlement for full time staff is 60 hours based
on the 8 designated Public Holidays per annum, and on a 5 day week working
7.5 hours per day. The 60 hours entitlement is due to all whole time staff
irrespective of work pattern. For part time staff, this will be applied on a pro rata
basis and also allocated in hours.
KSF - The NHS Knowledge and Skills Framework is essentially a development
tool but will also contribute to decisions about pay progression. It will promote
equality for and diversity of all staff, having the same opportunities for learning,
development and review. It will promote effectiveness at work – with managers
and staff being clear about what is required within a post. It will support effective
learning and development of individuals – with all members of staff being
supported to learn throughout their careers.
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Pensions - Employees are automatically opted into the NHS (Scotland)
Superannuation Scheme. Contributions are at the rate of 7.1% Employees may
opt out by obtaining and completing the relevant Opt Out form from the Scottish
Public Pensions Agency website.
Disabled Applicants - A disability or health problem does not preclude full
consideration for the job and applications from people with disabilities are
welcome. All information will be treated as confidential. NHS Ayrshire & Arran
has been approved, by the Employment Services Department, as an Equal
Opportunities employer with a positive policy towards employment of disabled
people. NHS Ayrshire & Arran guarantees to interview all applicants with
disabilities who meet the minimum criteria for the post.
You will note on our application form we ask for relevant information with regards
to your disability. This is simply to ensure that we can assist you, if you are
called for interview, to have every opportunity to present your application in full.
We may call you to discuss your needs in more detail if you are selected for
interview.
Asylum and Immigration Act 1996 and 2004 (Section 8) - The Asylum and
Immigration Act 1996 and 2004 requires employment checks to ensure that all
employees are legally employed in the United Kingdom. Candidates will be
asked to provide relevant original documents prior to an offer of employment
being made. Any offer of employment will only be made when the organisation
is satisfied that the candidate is the rightful holder of the documents and is
legally eligible for employment within the United Kingdom.
Relocation Expenses - Relocation expenses may be payable to the successful
candidate, in accordance with the Policy. This is available on request from the
Department of O&HR Development. Candidates who require to relocate to take
up post, should discuss this with the interview panel.
Medical Examination - Any offer of employment is conditional upon a
satisfactory medical report from our Occupational Health Services. You may be
offered employment conditional on confirmation that you are medically fit for
employment. A commencement date for employment will only be agreed
following this confirmation.
Policy Relating to Staff with Bloodborne Virus Infection - Candidates for
posts which involve exposure prone procedures will not be allowed to commence
employment until they have been assessed as fit to perform EPPs by
Occupational Health. The pre-employment screening must be completed prior
to any job offer being made. Where a candidate is not able to perform EPPs,
Occupational Health will notify the appropriate manager that the candidate is ‘fit
with restrictions’ and is unable to perform EPPs. The health status of the
individual will not normally be notified to management. Where the restrictions
recommended by Occupational Health are unable to be accommodated due to
the clinical duties of any of the posts within the staff groups specified in the
policy, an offer of employment to the post will not be made.
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Candidates who are not offered employment due to being deemed unfit to
undertake EPPs as an essential requirement for a post, may be offered the
opportunity to apply for another advertised vacant post and be considered with
other applicants. The pre-employment screening for EPP posts above do not
apply to staff undertaking non-EPP posts who could have direct contact with
blood, bloodstained body fluids or patients’ tissue in the course of their work
activities. These staff will be offered and strongly advised to be immunised
against Hepatitis B in line with the Immunisation Policy including recall for
boosters and further antibody checks.
References - Two satisfactory written references must be obtained prior to any
offer of employment being made. These should include current and previous
employers as requested in the job application form. This is in line with the
Recruitment and Selection Policy.
YOUR APPLICATION:
Informal Enquiries - Informal enquiries are welcomed by Tracy McCrum,
Administration Co-ordinator who can be contacted on 01563 826215
Closing Date - Your completed application form should be submitted by 02
June 2014 via the online application form on the SHOW website. Alternatively
your completed application form can be returned to the address below or can be
e-mailed to craig.hannah@aapct.scot.nhs.uk
Department of O&HR Development
63A Lister Street
University Hospital Crosshouse
KILMARNOCK
Ayrshire
KA2 0BE
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ADDITIONAL INFORMATION:
LOCATION - AYRSHIRE
Situated in attractive south-west Scotland on the Firth of Clyde coastline is the
glorious countryside of Ayrshire which you’ll soon discover is a very special
corner of Scotland. Ayrshire roads are quiet, the countryside peaceful but even
so its easy to get here by road, rail, or air.
Local attractions include country parks, museums - there’s Robert Burns and
1000’s of years of history and heritage to enjoy, sports - sailing, watersports,
swimming, riding, golf to mention but a few.
Starting in the North at the family resort of Largs the coastal route runs south
through the seaports of Ardrossan and Saltcoats to Irvine - Scotland’s only New
Town by the sea. From Irvine you can take in the breathtaking beauty of the
Ayrshire countryside - visit Kilmarnock with its famous Dean Castle and Country
Park then inland through the lace making towns of Galston, Newmilns and
Darvel. Further south and you are in Doon Valley - the heart of Ayrshire’s
industrial heritage. Back on the coastal route south of Irvine is Troon, another
popular resort and the start of Ayrshire’s famous Golf Coast. On this stretch of
Ayrshire Coast Ayr is the premier resort and is also the ideal base for exploring
the Burns Heritage Trail and visiting Burn’s birthplace in Alloway.
From Ayr the coastal route to Girvan includes the picturesque harbour village of
Dunure and the National Trust’s major attraction - Culzean Castle. Inland is the
ancient capital of Carrick - Maybole with its castle and tollbooth. Here in South
Ayrshire the nearby Carrick forests and hills offer superb walking country. The
popular seaside town of Girvan would be your last port of call or you could
continue southwards to Ballantrae along a spectacular rugged coastline
notorious in the past as a haven for smugglers.
From North to South the countryside is very varied with something to suit
everyone - we like living and working here - and think you will too!
WITHIN EASY ACCESS TO GLASGOW
Most locations within Ayrshire are also within easy access of Glasgow by rail or
road with all the benefits and attractions found in a major city.
TOBACCO POLICY
Fresh Air Policy - Please note that, in line with the national Tobacco Control
Strategy (2013-2018), NHS Ayrshire and Arran are working towards smoke free
grounds by March 2015 (with the exception of mental health facilities).
ALCOHOL AND DRUG POLICY
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NHS Ayrshire & Arran operates an Alcohol and Drug Policy to protect the safety
of all patients, visitors and staff with the aim of promoting well being and
reducing harm.
STAFF BENEFITS:
STAFF LOTTERY
The Board has set up a staff lottery and the cost of a chance in each monthly
draw is deducted directly from your wage/salary if you decide to enter the
scheme. Half the proceeds of the lottery are paid out as prizes and the
remaining half is used to provide amenities, facilities and services for both
patients and staff.
During the year bumper prizes can be won and in the past these have included
large cash prizes, luxury holidays and cars.
STAFF DISCOUNTS
Information on Discounts given to staff by several local businesses will be
available on taking up employment.
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JOB DESCRIPTION
1. JOB IDENTIFICATION
Job Title:
Administration Co-ordinator
Responsible To:
Head of Administration
Department(s):
Administration
Directorate:
Addiction Services
Operating Division:
Mental Health Services
Job Reference:
No of Job Holders:
6
Last Update:
December 2011
2. JOB PURPOSE
To co-ordinate and line manage Addiction Services administration function to
ensure operational systems are in place and provide support to Service
Manager, Locality Managers and head of Administration across the whole range
of non-clinical services and functions.
3. DIMENSIONS
Staffing
Band 2
Band 3
Band 4
(4 staff)
(12 staff)
(5 staff)
Total:
20.28 WTE
(21 staff)
Salaries/Supplies:
£439,443
Sites Covered:
Bentinck Centre, Kilmarnock
Loudoun House, Ailsa Hospital, Ayr
Ailsa Campus, Ayr
Crosshouse Hospital, Kilmarnock
Caley Court, Stevenston
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4.
ORGANISATIONAL POSITION
Service
Manager
Head
of
Administration
Administration
Co-ordinator
(Post Holder)
Band 2
Band 3
Band 4
5. ROLE OF DEPARTMENT
The Mental Health Service will design, develop and deliver patient centred
services based upon national and local strategies, taking into account the
Service’s clinical and corporate governance agenda.
Mental Health Services comprises of hospital and community bases within the
NHS Ayrshire & Arran, encompassing Mental Health, Addictions, Learning
Disabilities, CAMHS and Psychology and provides a wide and varied range of
services.
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Addiction Services
The services acts as a source of expertise, support and intervention to other
professionals, service users and the community and provides a comprehensive
range of prevention and treatment services across Ayrshire and Arran for
alcohol, drug and tobacco issues.
The service delivers evidence based intensive support to those most in need
and provides support through training, mentoring and consultancy to those
working with individuals from mild to moderate levels of problems.
The service is critically involved on the planning, design and delivery of care
through both Mental Health Services and Joint Future mechanisms. All work is
underpinned by adherence to the local and national standards through both
Health Care Governance and ADAT arrangements.
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6.
1.
KEY RESULT AREAS
To be responsible for day to day line management and issues in respect of
the administration and clerical support function across the locality, providing
direction to a large team of staff over a wide geographical area, ensuring
that systems are in place to provide appropriate cover and resources at all
times to various bases.
2.
To deputise for/attend meetings on behalf of Head of Administration during
annual leave, or as and when required.
3.
To manage, monitor and control staffing and supplies budget for allocated
areas, ensuring spending is within budget limits.
4.
To manage the recruitment and selection process for staff, undertaking all
necessary administrative processes i.e. from advertisement to engagement
including local induction and any subsequent variation to contract.
5.
Responsible for the completion of the appraisal process for administrative
and clerical staff throughout the locality, developing and implementing
training plans thus enhancing skills and competencies through eKSF.
6.
To implement and maintain robust procedures to demonstrate an audit trail
of processes for salaries/wages and expenses i.e. authorisation of
enhanced hours and forwarding same to payroll department.
7.
To establish and develop systems to record, analyse and interpret
information across wide range of activities, providing exception reports as
necessary including:
Telephone Accounts
Hazard Notifications
Furniture & Equipment
Donations & Endowments
Procedures & Documentation
Non-Stock Requisitions
Financial Management
Medical Records
Photocopiers
Travel Expenditure
Recruitment & Selection
Financial Standing Instructions
Liability forms and insurance
8.
To manage a structured programme of staff departmental meetings
throughout the locality enabling evaluation of services and facilities.
9.
To manage and advise the Service Manager/Head of Administration on the Service’s
compliance with Health & Safety legislation, including COSHH regulations, training
requirements and ensuring all data is regularly reviewed and updates are in place for
trained staff. Responsible for staff within localities (i.e. completion of Display Screen
Equipment Risk Assessments, Health & Safety location visits.
10. To develop and maintain a detailed knowledge of all appropriate policies and
procedures, for example Human Resources Policies, Complaints Policy, Data
Protection Act, Standing Orders and regulations that affect the area and provide
advice and information to senior management and staff to ensure compliance.
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11. To develop strong communication and collaborative relationships with staff,
managers and other disciplines enabling opportunities for joint planning, training and
involvement.
12. To manage and support staff whilst addressing employment issues and to facilitate
change management, ensuring communication mechanisms are in place to inform
staff resulting in effective working practices, processing and attending disciplinary
hearings.
13. To manage locality’s financial duties function to ensure adherence to Standing
Financial Instructions.
14. Collate and input data in relation to Training Development Log, Workforce
Information and in the absence of Head of Administration authorise SSTS information
for payment of enhanced hours for Addiction Services.
7a.
EQUIPMENT AND MACHINERY
Personal Computer & Printer
locations
Fax machine
Photocopier
Scanner
Telephone system
7b.
Use of own car to move between
Audio equipment
Franking machine
Mobile phone
SYSTEMS
Workforce Information
Stock Control Database
Completion/authorisation of manual duty sheets which are forwarded to Payroll
Dept
SAMS (Shared Addictions Management System), PMS, FACE, Digital Dictation
and Business Objects
Management of staff personal files and record keeping i.e. leave, sickness,
training, contract information, etc
8.
ASSIGNMENT AND REVIEW OF WORK
Work is assigned primarily by the Service Manager/Head of Administration but
also by Locality Managers within Addiction Services and through new policies
and procedures introduced by the NHS Ayrshire & Arran.
Work is self generated with quarterly peer group meetings and bi-monthly
business meetings to meet service requirements.
Formal review of progress and development via the appraisal of performance
system carried out annually with the Head of Administration.
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9. DECISIONS AND JUDGEMENTS
There is a high degree of autonomy attached to this post with Service Manager/
Head of Administration advising on complex issues. Decisions and judgements
are required on a daily basis in regard to workload allocation, staff issues to
include resources, meeting deadlines, conflicting priorities, operational issues,
covering departments at short notice with a need to work proactively to ensure
continuity of support function.
10.
MOST CHALLENGING/DIFFICULT PARTS OF YOUR JOB
Dealing with complex staff issues (both personal and on a business level)
Working to a required standard, prioritising, organising work and staff resources
to meet competing demands and deadlines
To respond to urgent requests for specialist advice/information/action over a
wide range of topics.
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11.
COMMUNICATIONS AND RELATIONSHIPS
Communication is through personal contact, correspondence and meetings.
Direct contact is essential as there is a continuous need to achieve and give the
relevant information to all parties listed. Communication can also be via the
telephone, electronic mail or face to face. Acknowledgement of the sensitive
nature of topics discussed in confidentiality using skill, tact and diplomacy
Internal
Head of Administration
Service Manager
Community staff
Hospital staff
Finance Department
Estates, Planning & Facilities
Occupational Health Department
Health & Safety Department
Locality Managers
Team Leaders
Social Workers
Staff Side Representatives
Staff within own responsibility
External
General Practitioners
General Public
Voluntary Agencies/Volunteers
Local Authorities
Other NHS Divisions
Professional Bodies (solicitors,
police, etc.)
Mental Welfare Commissions
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12.
PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS
OF THE JOB
Physical:
Keyboard skills requiring high degree of accuracy.
Use of car & driving skills are essential for movement of materials
and to
cover the geographical requirements of the post.
Occasional manual handling of patient notes – Manual Handling
training
mandatory.
Moving between multiple locations on same day – ability to adapt to
change.
Sitting for long periods in a restricted position at PC – Display
Screen
Equipment risk assessed.
Breakaway techniques may require to be used in extreme
circumstances.
Mental:
Concentration in preparation of reports, presentations, compiling
correspondence, checking information, reading draft documents for
comment.
Able to concentrate whilst driving from location to location with
ability to
focus on diverse issues on arrival.
Interruptions which require a change of priority at short notice
Dealing with complex staff issues.
Emotional: Exposure to staff’s personal issues to include life changes which
impact on
work e.g. bereavement, marital problems, childcare problems.
Occasional abusive/aggressive/hostile/distressed contact with
patients,
relatives and Staff.
Working
Conditions: Office environment
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13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE
JOB
HNC/HND Qualification or equivalent
At least 3 year’s proven experience at supervisory level
At least 3 year’s proven experience in working with personnel issues (recruitment
& selection)
Administration experience required, preferably within NHS
Excellent communication skills – verbal and non-verbal
Report writing skills
Excellent IT skills with proven experience (i.e. ECDL qualification)
Ability to manage, motivate and develop staff
Understanding of NHS Financial Systems and proven budgetary skills
Ability to work unsupervised using own initiative
Organisational skills with time management ability
14.
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:__________
_
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NHS Ayrshire and Arran
Person Specification & Interview Rating Form
Post Title: Administration Co-ordinator – Band 5 (Addiction Services)
Post Reference Number:
A = Excellent
B = Satisfactory
C = Unsatisfactory
Candidates Name:
Selection Factors
(Person Specification)
Criteria
Interview Panel Comments
Rating
A
QUALIFICATIONS &
TRAINING
Essential


B
C
Educated to HNC / HND level or
equivalent
ECDL or equivalent IT qualification
Desirable
EXPERIENCE
Essential



3 years proven experience at supervisory
level
3 years proven experience working with
Human Resources Policies & Procedures
and Recruitment & Selection processes
Administration experience required,
preferably within the NHS
Desirable
KNOWLEDGE
Essential

Understanding NHS Financial Systems &
proven budgetary skills


Excellent IT skills and proven experience
Ability to manage, motivate and develop
staff
Excellent interpersonal skills and
communication skills – verbal and
non-verbal
Report writing skills
Ability to work unsupervised using own
Desirable
COMPETENCIES & SKILLS
Essential



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
PERSONAL
CHARACTERISTICS AND
OTHER
Desirable



Essential





initiative
Organisational skills with time
management ability
Change management experience
Developing training plans
Experience of PDR/appraisal and objective
setting
Smart Appearance
Approachable
Enthusiastic
Team Player
Hold Full Driving Licence
Desirable
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