Deputy Head of Soft Facilities Management, Band 8B Indicative, Soft Facilities

Management, NHS Tayside

Information Pack

Post Reference No: PS/137/19

Closing date: 2nd August 2019

Welcome from Grant Archibald,

Chief Executive, NHS Tayside

Thank you for your interest in this post. As you’ll see we have put together some information on this site both about NHS Tayside and where we are located in Scotland. I hope that you find this useful and that you translate your interest in this post into a formal application. NHS Tayside has a strong track record in delivering high-quality, safe and effective care for all our patients. However, like other NHS Boards across Scotland, NHS Tayside is facing significant challenges including growing demand for all services, workforce challenges that are impacting upon how we deliver services and continuing pressures on our finances. In response to these challenges, NHS Tayside has embarked up on a programme of transformation to ensure that services are safe, affordable and, importantly, sustainable for the future. Transforming Tayside aims to deliver Better Health, Better Care, Better Workplace and Better Value for the population of Tayside. The programme is clinically-led and is being delivered in partnership with our staff and trades unions and our local health and social care partnerships. It is structured to respond to issues and make changes to services in the short to medium-term, as well as presenting an ambitious vision of transformation for Tayside in the longer term. It will provide clear and credible choices for transforming the future of local healthcare.

A new, innovative leadership model for clinical directorates is now in place to drive the changes necessary in health and social care across the whole system. Clinicians are taking the lead to design and provide evidence-based models of care which are safe, accessible, effective and person-centred in the Transforming Tayside programme. Innovation and research are at the forefront of what NHS Tayside stands for and we are proud to have established the first academic health science network in Scotland, jointly supported by the Scottish Government and the University of Dundee. The Academic Health Science Partnership in Tayside brings together the delivery of healthcare services, education, quality improvement and research with the purpose of improving the health of patients.

NHS Tayside, alongside the Academic Health Science Partnership, has welcomed funding announced in the Tay Cities Deal to grow the Tayside Biomedical Cluster. The project aims to make the region one of the most attractive and sought after biomedical locations in the UK. A £25million investment to grow the Tayside Biomedical Cluster was one of the projects announced to receive investment in the Tay Cities Deal Heads of Terms Agreement. The funding will stimulate a step change in innovation-led growth and create new jobs for the region.

The final thing I would like to say to any potential applicant is that Tayside occupies an enviable location on the east coast of Scotland with rivers, hills, mountains and rolling countryside right on our doorstep, as well as vibrant urban areas. The V&A Museum of Design in Dundee is an international centre of design and the centrepiece of Dundee’s innovative new waterfront development. This, along with Tayside’s great links to all other major cities in Scotland, means the area can offer employees plenty of choice when it comes to both accommodation and opportunities of things to do in the pursuit of the right work-life balance. We would be delighted to hear from you should you have any questions or require any further information regarding the post.

Grant R Archibald, Chief Executive of NHS Tayside

NHS TAYSIDE VISION, AIM AND VALUES

Our Vision

To find out more about NHS Tayside visit our website at:

http://www.nhstayside.scot.nhs.uk/index.htm

About NHS Tayside

NHS Tayside is responsible for delivering healthcare to more than 415,000 people

living in Tayside. We employ around 14,000 staff and provide a comprehensive

range of primary, community-based and acute hospital services for the populations

of Dundee City, Angus and Perth & Kinross. Our annual budget is now circa £910

million of public money which works out at around £2.5 million spent by NHS Tayside

for every day of the year.

Tayside area

Within NHS Tayside and based on the western edge of Dundee, Ninewells Hospital is one of the largest teaching hospitals in Europe. It is internationally renowned for introducing laparoscopic surgery to the UK as well as being a leading centre in developing fields such as the management of cancer, medical genetics, cardiovascular disease, diabetes, informatics, neuroscience and imaging. Our hospital sites across Tayside also have nursing and research links with the University of Dundee and University of Abertay, Dundee. In Tayside, we have 83,000 admissions every year, which is made up of 66,000 inpatient admission and 17,000 'same' day procedures. We also see 1,030,000 outpatient attendances annually.

In addition, at the heart of health services in our communities are our GP and

primary care services which are there supporting our patients and their families

where they live and work.

Health and Social Care Partnerships

There are three Health and Social Care Partnerships in Tayside: Angus; Dundee;

and Perth and Kinross.

NHS Tayside works very closely with colleagues in the partnerships as they provide

a range of adult health and social care services to our local communities.

Academic Health Science Partnership in Tayside (AHSP)

NHS Tayside has embarked on a major collaborative initiative, Academic Health

Science Partnership in Tayside (AHSP). It is the first Academic Health Science

Network in Scotland with an ambition to transform healthcare locally and globally at

the time when it faces many difficult challenges.

Building upon the success of previous University of Dundee and NHS Tayside

collaborations, AHSP is bringing together the delivery of healthcare services,

education, quality improvement and research with the purpose of improving the

health of patients through more effective integration of these functions in routine

practice.

LIVING IN TAYSIDE

Discover award-winning towns and cities, breathtaking beaches and alluring countryside. Historically rich and home to Scotland’s longest river, Tayside is an innovative and exciting place to begin or expand your career.

Dundee, Angus and Perth and Kinross make up this vibrant region - between them offering the perfect blend of city, country and coastline. In fact, you can easily enjoy the tranquility and scenery of neighbouring towns and villages within reach of the region’s cities of Dundee and Perth.

Find out more about living and working in Tayside at:

www.dundeecity.gov.uk

www.angus.gov.uk

www.pkc.gov.uk

Education in Tayside

In Tayside there are a host of schools, both public and private and excellent colleges and universities making Tayside a family friendly location.

Housing in Tayside

Whether you want to live in the rural countryside or one of Tayside’s vibrant cities or towns, you’ll have a variety of housing choices, many below the national average house price. For more information about housing in Tayside, visit the Tayside Solicitors Property Centre and/or Perthshire Solicitors Property Centre websites: http://www.tspc.co.uk/ http://www.pspc.co.uk/ Getting around There are excellent connections to and within the region. It only takes approximately 30 minutes to drive between Dundee and Perth and just over an hour between Dundee and Edinburgh, Aberdeen and Glasgow. Travelling and commuting within Tayside is easy by road, bus or train. Dundee’s regional airport offers daily flights to London Stansted in addition to private and leisure flights. The international airports at Edinburgh, Glasgow and Aberdeen will ensure you are connected from Scotland to the rest of the world.

Enter job description here.

Job Description 1. JOB IDENTIFICATION Job Title Deputy Head of Soft Facilities

Management

Department(s)/Location Soft Facilities Management

Number of Job Holders 1

2. JOB PURPOSE As a member of the Soft Facilities Management Team to fully contribute to and participate in the management and governance of NHS Tayside. To provide strategic direction and leadership in the planning, management and provision of Soft Facilities Management throughout NHS Tayside and a National level, to support joint working with local authorities for the planning and deliver of operational services to the people of Tayside. The post holder manages approximately 1074 staff within Soft Facilities Management over an area of 3,000 square miles, with an expenditure budget of £29.6 m. This post holder undertakes the role of Deputy Head of Soft Facilities Management – NHS Tayside and this role supports the Head of Soft Facilities Management through contributing to and participating in the strategic planning of Soft Facility Services for NHS Tayside. The post holder undertakes the role of ‘Deputy Responsible Officer – Fire’ NHS Tayside. Overall operational management of the following services across NHS Tayside - Site management, Domestic Services, Portering Services, Security, Transport and Logistics, Switchboard Services, Cashiering, Waste Management, Fleet Management, Car Park Management, Travel Planning, Laundry and Central Decontamination.

3. ORGANISATIONAL POSITION

4. SCOPE AND RANGE NHS Tayside service a population of approximately 387,000 covering regions including Dundee City, Perth and Kinross, Angus and North East Fife. To provide strategic direction and leadership in the planning, management and provision of Soft Faciliites Management throughout NHS Tayside, to support joint working with local authorities for the planning a delivery of operational services to the people of Tayside. As a member of the senior management team, contribute to overall Facilities planning and policy development taking account of national initiatives, statutory and NHS Tayside requirements. Develop specific plans and policies for Soft Facility Services.

The role is responsible for the effective organisation, operational management and delivery of the full range of Soft Facility Services across NHS Tayside, with a combined budget value of £29.635 per annum and the overall line management of x 1074.1 WTE staff.

These services are delivered from and through a range of facilities or premises across NHS Tayside including Ninewells Hospital, Royal Victoria Hospital, Kings Cross Hospital, Strathmartine Hospital, Kingsway Care Centre, Perth Royal Infirmary, Murray Royal Hospital, Pitlochry Community Hospital, Crieff Community Hospital, Blairgowrie CH, St Margaret’s Hospital, Stracathro Hospital, Whitehills CCH, Arbroath Infirmary and associated premises and all Health Centres.

Operations Directorate Total Budget (revenue) - £72.724m Total Staffing WTE (budget) 1540.4 WTE Site/Support Services and Post holder Responsibility Total Budget (revenue0 £29.635m Total Staffing WTE (budget) 1074.1 WTE

5. MAIN DUTIES/RESPONSIBILITIES

The post holder reports to the Head of Soft Facilities Management of NHS Tayside and is responsible for the strategy, management and co-ordination of Tayside-wide Soft Facility Services and will Deputise for the Head of Soft Facilities Management. An MSc in Facilities Management or equivalent. Formulation of long-term strategic plans which involve uncertainty and which may impact across the whole organisation.

Contribute to the Facilities-wide approach to service delivery performance appraisal and lead on the design and implementation of specific NHS Tayside-wide and national initiatives arrangements for the Soft Facility Service. Provide strong leadership for Soft Facility Services encompassing direction setting, change management, challenging objectives and demonstration of a supportive culture for team members and staff. Ensure management approach embraces devolved collaborative and partnership principles in the planning and delivery of the Soft Facility Service. To ensure that Soft Facility Services are managed in accordance with agreed service standards, national and local strategies, identified best practice and legal requirements. Participate in development of national strategies by participating in national steering, advisory groups and committees tasked with policy and guidance development across NHS Scotland. To support and influence the alignment of services to best meet the evolving needs of patients and clinical services in achieving optimal performance and best use of resources. Manages budgets, efficiency plans and other fiscal requirements ensuring that all resources are prioritised and used most effectively in the interests of good financial governance. Continually identify areas for cost improvement and efficiency. Manage and maintain strict financial control of Departmental budgets, to achieve efficient and effective use of resources ensuring that financial targets and value for money are achieved. To proactively identify priorities requiring capital expenditure and provision of information and data that supports the development of Business Case submissions. Provides regular monitoring information on the performance of each service to the Head of Soft Facilities Management with recommendations for service improvements and efficiency savings. To ensure that all services and staff within have a clear understanding and commitment in supporting the Organisation’s programme of ongoing improvement regarding Infection Control standards through identified responsibilities, personal objectives, action plans and review arrangements.

To support and influence the Risk Management/ Health & Safety Strategy through involvement with identified corporate reporting arrangements and management of compliance within services. To ensure the development, maintenance, training and communications in respect of emergency plans and Business Continuity Plans relative to Site management and Support Services.

To ensure that relevant local and national directives in respect of environmental policy is implemented across site/services for travel planning, energy awareness, recycling and sustainability. As a member of the senior management team, contribute to overall Facilities planning and policy development taking account of national initiatives, statutory and NHS Tayside requirements. Develop specific plans and policies for the Soft Facilities Management. Contribute to the Facilities-wide approach to service delivery performance appraisal and lead on the design and implementation of specific NHS Tayside-wide arrangements for the Soft Facilities Service. Provide strong leadership for the Soft Facilities Service encompassing direction setting, change management, challenging objectives and demonstration of a supportive culture for team members and staff. Provide NHS Tayside leadership in facilities strategy and conversion of this into action plans taking into account NHS Scotland strategies and NHS Tayside’s overall business plans and objectives. Ensure appropriate training for Facilities personnel in order to meet the demands of new legislation, new initiatives and personal development ensuring the department is, at all times, staffed with suitably qualified and experienced personnel who are trained, developed and motivated to provide efficient services to users across NHS Tayside. Ensure management approach embraces devolved collaborative and partnership principles in the planning and delivery of the Facilities Service. Translation of staff governance standards into meaningful actions which ensure all staff are well informed, adequately trained and involved. To ensure that within the prioritised resource, staff, supervisors and managers are appropriately trained and provided with the skills, behaviours and tools to ensure that services are delivered to consistent high standards.

Supports the development of structures and, most importantly, staff in ensuring not only that services are closely aligned to the emerging models of clinical care but that all staff have the appropriate skills which are developed, maintained and updated within a sustainable workforce plan.

Directly responsible for the management of all staff regarding their performance and personal circumstances in accordance with NHS Tayside’s existing policies/procedures. To contribute to national/regional working groups and other initiatives ensuring that the interests of NHS Tayside specifically that of Soft Facility Services are professionally represented. To be well informed of national policy/strategic developments and best practice standards. To undertake project work and act as ‘lead’ for the development of specific initiatives and where identified for the ongoing lead role for specific services.

Induction Standards & Code of Conduct Your performance must comply with the national “Mandatory Induction Standards for Healthcare Support Workers 2009” and with the Code of Conduct for Healthcare Support Workers.

6. COMMUNICATIONS AND RELATIONSHIPS

Providing and receiving highly complex, highly sensitive or highly contentious information where there are significant barriers to acceptance which need to be overcome using the highest level of inter-personal and communication skills, such as would be required when communicating in a hostile, antagonistic or highly emotive atmosphere. To provide strategic direction and leadership in the planning, management and provision of the Soft Facilities Service throughout NHS Tayside, to support joint working with local authorities for the planning an delivery of facilities services to the people of Tayside. Provide strong leadership for the Soft Facilities Service encompassing direction setting, change management, challenging objectives and demonstration of a supportive culture for team members and staff. The post holder is subject to and is required to maintain a very high public profile, and is expected to be a point of contact for patients, staff, and members of the public, external agencies, press and media. The post holder will be required to respond to and interface with the public, patients, staff and the media/press on a constant, daily basis. Participate in development of national facility strategies by participating in national steering, advisory groups and committees tasked with policy and guidance development across NHS Scotland. The post holder has key working relationships with the Head of Soft Facilities Management, nursing and medical staff. The post holder is required regularly to communicate with a wide range of senior clinical and non-clinical staff within the NHS, professional organisations, trade unions, suppliers and staff at all levels. He/she must also build and manage effective relationships with local authorities, the public and voluntary sector, other NHS Boards and relevant NHS Scotland and government members at national level. Excellent communication skills are required since a major purpose of communication is to persuade others and to negotiate the development and implementation of change.

The post holder must be able to communicate at all levels of the organisation through oral, written and IT methods. The ability to provide inspirational leadership to Site/Support services staff and managerial colleagues is essential to the success of the post. Strong motivational, negotiating and skills of persuasion are essential as is the ability to manage change whilst maintaining positive working relationships with staff and colleagues. To develop and manage a large workforce and complex services within tight parameters and to meet high stake holder expectations whiles managing a large group of staff, the majority of whom are unqualified and require additional help understanding new policies, etc.

Developing and maintaining positive working relations with service users and ‘customers’, including clinical groups, other operational and senior managers of the organisation, University and outside bodies is key as is the general ability to ‘market’ the service positively.

The postholder must be able to constantly provide and receive complex professional, technical and managerial information. Successful performance demands a clear personal commitment to strong leadership and collaborative team working across a range of disciplines, specialties, teams and other groups within NHS Tayside.

Key Links

Internal Head of Soft Facilities Management Operational and Support Services Managers General managers, Directors, Assistant Chief Executive and Chief Executive All Managers with line management responsibilities for Soft Facility Services Soft Facilities staff Clinical Directors and Heads of Service Finance and Personnel Department staff Supplies/Procurement staff Staff of NHS Tayside

External

Other Managers/Directors in other NHS Boards/NHS Organisations. Professional organisations/Trades unions. University/College personnel. Environmental Health/Local Authority Officers/DSS Officers. National Procurement Health Facilities Scotland Health Environment Scotland

A key priority is the development and maintenance of effective partnership working. The post holder is expected to demonstrate core management behaviours’ including diplomacy, compassion and strong influencing skills in responding positively to change, modernisation and new ways of working. Crucial to this performance-focused role is the need to develop effective communication networks with key individuals/groups as indicated below. Such communication is required to provide advice, recommendations, and responses to complaints/queries and to present strategic direction and a vision of the future. The post holder is also required to provide support and motivation to all employees, to initiate and undertake negotiation – both internally and externally as required, to communicate with the media as and when required and to respond to difficult and emerging news and media-related activity as appropriate. The post holder is required to interact with a wide range of stakeholders continually; these include Senior Officers of NHS Tayside, Senior Representatives from Local Authorities and other partner organisations, e.g. the Scottish Ambulance Services, as well as the full range of staff members, patients and visitors. The very wide and challenging remit associated with this post makes it particularly emotionally demanding and challenging as a consequence of the continual need to balance a wide range of conflicting priorities and address a large number of emotive and emotional issues including organizational change; process review and reform; job, service and financial realignment.

The post holder’s time is divided and apportioned between these duties as required in reflection of current and emerging issues. As a consequence of the strategic and operational nature of the post the post holder is also expected to regularly attend meetings with a broad range of stakeholder groups and bodies including NHS Tayside Strategic Planning Groups, Local Authority Strategic Planning Groups, a range of Project and Programmed Boards’ Meetings and key interactions with stakeholders as required together with meetings regarding elected members including Local Councillors, MPs, MSPs and representatives from the Scottish Government.

7. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Highly developed specialist knowledge across the range of work procedures and practices underpinned by theoretical knowledge and relevant practical experience. Provide strong leadership for the Soft Facilites Service encompassing direction setting, change management, challenging objectives and demonstration of a supportive culture for team members and staff. Post holder is fully accountable for leading, developing and driving progress within the Soft Faciliites Service and within the parameters of national and local priorities, policies and procedures. The post holder has responsibilities at national level to develop national strategies and policies relating to Soft Faciliites Management..

The post holder manages approximately 1074 staff within NHS Tayside’s 18 sites distributed over an area of 3,000 square miles, with total budget of £29.6 m. The postholder will possess a wide knowledge of general management skills and have a good understanding of the expectations regarding service delivery. The Post holder will also have a strong commitment to performance management and be able to support/influence their staff accordingly. Given the large numbers of staff involved, the post holder will have experience and be skilled in identifying and supporting both management/supervisory development and succession planning and do so in alignment with clinical strategy and the associated requirements. The Post holder will have a good understanding of the training/development needs across their portfolio and will ensure they are addressed as part of a rolling programme. Management experience expected of the post holder will include significant exposure to both the visioning of “strategic intent” together with the necessary “political nous” in addressing the organisations public face. In summary, given the multifaceted operational role involved, the post holder requires a wide range of knowledge, skills and experience, ideally within the NHS, in understanding the associated system and processes. The post holder must demonstrate a proven track record and have a minimum of 5 years working at a senior management level in a large, complex, unionised organisation. The post holder will hold relevant managerial/professional qualifications and be able to demonstrate a commitment to continuing personal development in the interest of Site Support Services and NHS Tayside. The post holder must be able to demonstrate effective and highly developed leadership/management skills in reflecting an ability to influence decisions at all levels of the organisation. Excellent communication and interpersonal skills are essential, together with effective negotiating skills. The organisation has identified, within the “NHS Leadership Qualities Framework”, the leadership qualities required for managers working within the NHS. An example of the competencies managers are required to demonstrate for this post are: 1. Setting Direction

Political Astuteness; understanding and influencing the climate and culture within a fast flowing environment.

Intellectual Flexibility; demonstrate the ability to switch between significant detail and strategic context in order to facilitate change.

2. Setting Direction

Political Astuteness; understanding and influencing the climate and culture within a fast

flowing environment. Intellectual Flexibility; demonstrate the ability to switch between significant detail and

strategic context in order to facilitate change.

3. Delivering the Service

Leading change through people, enabling teams to work effectively together helping to unblock obstacles and taking care of teams and individuals within them.

Communicating the vision and rationale for change and modernisation, and engaging and facilitating others to work collaboratively to achieve real change.

4. Personal Qualities

Personal Integrity; a strongly held sense of commitment to openness, honesty, inclusiveness and high standards in undertaking the leadership role.

Being able to cope with an increasingly complex environment with the blurring or original boundaries and requirement to work in Partnership.

Ability to demonstrate integrity, effective leadership and management skills together with a proven track record of achievement in strategy and policy development/implementation. Ability to develop and maintain effective, positive relationships with key partners and partner organisations, providing a positive role model for partnership working within NHS Tayside. The Post holder shall receive/be trained in the following areas to enable them to carry out specified duties: NHS Finance. Budget Management. HR Policies and Procedures including Disciplinary, Grievance, Promoting Attendance at work. HEI/HAI Standards Coaching and Counseling Skills. Leadership Skills. Senior Management Development Programmes. Value for money exercises. Best Practice and Key Performance Indicators. NHS Local and National Directives. QIS Standards. Audit Scotland Requirements.

8. SYSTEMS AND EQUIPMENT

The post holder is required to operate and use the following IT/software systems, routinely and on a frequent, daily basis. In many instances, not only accessing available data, but identifying and influencing the development of information systems e.g. national key performance indicators for a wide range of service areas.

- Personal Computer, laptop computer and smart phone with software packages including Word, Excel and PowerPoint, to produce reports, spreadsheets for statistical returns and hold information on database

- NHS Net email - DATIX System - PECOS, for ordering equipment and verifying order - PAWS system for support managers in reviewing absence management - TURAS for the development of personal development plans and objectives - Health and Safety Workbook system - Critical Systems software - Document Store & Staffnet publishing - SSTS - e-Expenses - e- Rostering - Facilities Management System (FMS) – national KPI data capture - Business Objects - BOXI – workforce absence data capture and analysis - Patient’s Funds Management System

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 DEMANDS OF THE JOB

Addressing operational requirements, covering a significant geographical spread with a large number of sites, working to a “planned” agenda with the likelihood of significant interruption, juggling finances with risks, working/meeting with staff, colleagues, Directors and a wide range of external people, and overseeing the development/management of staff, reviewing structures, modernising services and optimising opportunities. Mental effort There is an occasional requirement for prolonged concentration. Evidence: The post holder is required to analyse detailed reports for lengthy periods on occasions.

Emotional effort Frequent exposure to distressing or emotional circumstances. Evidence: The post holder, as a senior manager, will hear disciplinaries at a level where dismissal or redeployment is a likely outcome. The post holder is also expected to deal with performance issues for a range of staff including managers.

10. DECISIONS AND JUDGEMENTS

Judgements involve highly complex facts or situations which require the analysis, interpretation and comparison of a range of options. Ensure compliance with all legislative and statutory policies and standards. Optimise staffing resource and potential through contributions at Facilities senior management team level and across the Soft Facilities Service through the roll out of relevant staff development requirements associated with NHS Tayside Operational Services. Remain alert to, and lead on, opportunities to promote efficiency through redesign and collaboration across NHS Tayside Facilities, other departments and with external organisations. Maintain, develop and promote skills required over all areas of Soft Facilities Services with particular reference to statutory regulations, legislation, NHS guidance, standing financial instructions, best value and risk management and that these services satisfy the service needs of NHS Tayside. Promote flexibility, responsiveness and continuous improvement to meet user needs, aspirations and changes as a result of external influences. Post holder is expected to be able to express a view convincingly and coherently, both verbally and in writing. To develop and manage a large workforce and complex services within tight parameters and to meet high stakeholder expectations whiles managing a large group of staff, the majority of whom are unqualified and require additional help understanding new policies. The post reports to the Head of Soft Facilities Management and is responsible for providing high-level management and co-ordination at corporate and strategic levels. The post holder is accountable for leading and driving progress within the identified areas of responsibility together with the parameters of established national and local priorities, policies and procedures. The post operates autonomously within this framework and is expected to function as a source of expertise and advice at the highest levels. The post holders’ time is divided and apportioned across the undernoted duties as required in reflection of current and emerging issues. As a consequence of the dual strategic and operational demands of the role, the post holder will attend regular meetings with a broad range of stakeholder groups and be responsible for a wide range of professional and technical reports. The Head of Soft Facilities Management undertakes review of performance in the post through the agreement of performance objectives and individual performance appraisal. Formal appraisal is undertaken on an annual cycle. The Head of Soft Facilities Management will undertake more frequent ongoing informal reviews of current developments and progress on major issues on an ongoing basis. The Head of Soft Facilities Management will give authority where necessary for the post holder to proceed with matters out with the scope of his/her delegated authority. The post holder works with clinical and non-clinical leaders up to executive management level across NHS Tayside in generating challenging and complex actions.

11. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

The post holder manages approximately 1074 staff within NHS Tayside’s 18 sites distributed over an area of 3,000 square miles, with an expenditure budget of £29.6. . To provide strategic direction and leadership in the planning, management and provision of the Soft Facilities Service throughout NHS Tayside; to support joint working with local authorities for the planning an delivery of “joint” facility services to the people of Tayside As a member of the senior management team, contribute to overall Facilities planning and policy development taking account of national initiatives, statutory and NHS Tayside requirements. Develop specific plans and policies for Soft Facility Services. Provide strong leadership for the Soft Facilities Service encompassing direction setting, change management, challenging objectives and demonstration of a supportive culture for team members and staff. The post operates autonomously within this framework and is expected to function as a source of expertise and advice at the highest levels. The extensive nature of this post makes it highly challenging, however a major challenge is inevitably balancing the broad and extensive range of demands placed on the post holder within established budgetary constraints whilst maintaining high standards of quality in the provision of all services and supporting extensive programmes of change in a highly political and complex service environment. The majority of work associated with this post is initiated by the post holder in line with the broader objectives of NHS Tayside; however additional tasks are also allocated by the NHS Tayside Head of Soft Facilities Management, who is the post holder’s immediate line manager. The post holder has absolute discretion over the operational day to day management of those services that fall within his/her remit. Typical decisions that the post holder would be expected to make in the course of a working day include major decisions over financial allocations, decisions considering staff hearings, appeals and disciplinary processes, reallocating/realigning resources in respect of particular problems, choosing if, when and how to interact with wider stakeholders over questions of particular problems, e.g. dealing with media enquiries, identifying if and when it is appropriate to relay decisions taken or problems to a higher authority as appropriate, e.g. the Head of Soft Facilities Management, Assistant Chief Executive, or Chief Executive. Post holder is expected to be able to express a view convincingly and coherently, both verbally and in writing. To develop and manage a large workforce and complex services within tight parameters and to meet high stake holder expectations whiles managing a large group of staff, the majority of whom are unqualified and require additional help understanding new policies, etc.

Person Specification

POST REF NO:

PS/137/19

JOB TITLE/BAND: Deputy Head of Soft Facilities Management, NHS Tayside, Band 8B Indicative

LOCATION: Ninewells Hospital HOURS: 37.5 hrs

CRITERIA

ESSENTIAL

DESIRABLE

METHOD OF EVALUATION

EXPERIENCE:

Significant senior strategic management experience in a complex environment with responsibility for providing a portfolio of services.

A thorough understanding of strategic management within a large and complex organisation.

Extensive operational, financial experience/ knowledge.

Excellent communication skills with the ability to forge productive relationships with other senior managers.

Practical and theoretical understanding of change management.

Evidence of personal development activity over the past 5 years.

Substantial experience in healthcare catering services management and significant experience in the management of staff.

Evidence of ability to function at a senior NHS level.

Demonstrate the ability to work at a national level.

Experience of dealing with wide and varied staffing issues.

Capable of innovate solutions to problems.

Evidence of strategic thinking and operational impact.

Application and Interview

QUALIFICATIONS: (Training; Research; Publications)

Educated to Masters Degree level or ability to evidence equivalent experience with extensive senior strategic & operational management experience along with proven track record of success.

Evidence of continuing, relevant professional and personal development.

Educated to Masters Degree level in Facilities Management

Application and Interview

KNOWLEDGE & SKILLS:

Extensive knowledge of facilities management.

Extensive knowledge of the legislative and mandatory needs of facility services and how this relates to the overall facilities management agenda.

In depth knowledge of the management of facility services.

Application and Interview

PERSONAL QUALITIES:

Self starter

Innovative

Able to develop networks

Credible with others

Application and Interview

OTHER: (eg travel across Tayside)

Ability to travel across Tayside

Application

General Information

POST REF NO: PS/137/19

JOB TITLE/GRADE: Deputy Head of Soft Facilities Management,

Band 8B Indicative

LOCATION: Ninewells Hospital

Conditions of Service

The terms and conditions of service for this post are those determined by the NHS Staff Council.

Remuneration The current salary scale for the post is £53,291 to £62,259 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. Please note the salary and band for this post are indicative only and are subject to Agenda for Change Job Evaluation. Salary is paid monthly by Bank Credit Transfer.

Hours of Duty The hours of the post are 37.5 per week. The contracted weekly hours may be worked over any reference period, e.g. 150 hours (pro rata for part time staff) over four weeks or annualised hours, with due regard for compliance with employment

legislation, such as the Working Time Regulations. Start and finish times will be determined by the needs of the service.

Superannuation New employees are automatically enrolled into the NHS (Scotland) Superannuation Scheme, but may opt out later should they choose. The pension scheme is provided by Scottish Public Pensions Agency. All benefits are explained on the SPPA website www.sppa.gov.uk

Employee contribution rates with effect from 1 April 2019 are as follows:

Annual Pensionable Pay (Full-time equivalent)

Contribution

Up to £17,864 5.2%

£17,865 to £23,112 5.8%

£23,113 to £28,747 7.3%

£28,748 to £53,025 9.5%

£53,026 to £75,703 12.7%

£75,704 to £116,360 13.7%

£116,361 and above 14.7%

Contributions are subject to tax relief and reduced National Insurance contributions. NHS Tayside also makes a substantial contribution towards scheme benefits – currently around 20.9% 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 Public Holidays = 8 days (pro rata for part-time staff) or 1.6 weeks per year

References All offers of appointment are subject to receipt of two satisfactory references.

Occupational Health Clearance

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 Occupational Health (OH).

Rehabilitation of Offenders Act 1974 (Exclusions and Exceptions) (Scotland) Order 2003

The Rehabilitation of Offenders Act 1974 allows people who have been convicted of certain criminal offences to regard their convictions as ‘spent’ after the lapse of a specified period of time. The period of time depends upon the sentence imposed. However, some criminal convictions can never be regarded as spent. These convictions are for serious crimes and must always be disclosed. Further guidance on the offences included in the list can be found at: https://www.mygov.scot/offences-always-disclosed/ Any information you do disclose will be treated confidentially and only shared with those who need to know. 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. If you are appointed and it is found you did not disclose previous conviction(s), which you were legally obliged to disclose, then disciplinary action up to and including dismissal may be taken.

Disclosure Scotland

This post is subject to a criminal conviction self declaration.

Immigration, Asylum and Nationality Act 2006

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.

Healthcare Support Workers

All NHS Scotland employees that are not governed by a regulatory or professional body are considered to be healthcare support workers. On appointment, you will be expected to comply with the NHS Scotland Mandatory Induction Standards and Code of Conduct for Healthcare

Support Workers. Healthcare Support Workers are expected at all times to practice competencies that demonstrate insight, understanding and mutual respect of patients, their families, carers and work colleagues. Whether in a clinical or non-clinical role you are expected at all times to be an exemplar of person centred care, embracing the Code of Conduct to a high standard as part of an integrated health professional team.

Smoking Policy NHS Tayside operates a No Smoking Policy and smoking is prohibited within NHS premises and grounds.

Fair Processing Notice

NHS Tayside is under a duty to protect the public funds it administers, and to this end may use the information you provide on your Application Form for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes. For further information see: http://www.nhstayside.scot.nhs.uk/YourRights/NationalFraudInitiative/index.htm or contact robert.mackinnon@nhs.net.

Applications Completed forms should be returned to: recruitment.tayside@nhs.net quoting the job reference in the subject line or HR & OD Directorate, NHS Tayside, Level 9, Ninewells Hospital, Dundee DD1 9SY By closing date of 2nd August 2019

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.

All completed applications are held in HR & OD Directorate 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, including your junk/spam folder. 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 HR & OD Directorate.

Thank you for your interest in working for NHS Tayside.