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2 Contents Section Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: Section 8: Section 9: Introduction to Appointment Person Specification Job Description NHS Lothian Values General Information for Candidates Working in Edinburgh and the Lothians Workplace Equality Monitoring Equal Opportunities Policy Statement Code of Conduct for Healthcare Support Workers

3 Section 1: Introduction to Appointment Reference Number: CS/2017/015/R2 Job Title: Ear Reconstruction and Microtia Service Co-ordinator Grade: Band 4 Location: Royal Hospital for Sick Children Contract Duration: Permanent Hours: hours per week Closing Date: 21 st March 2018 Salary Scale: 20,302-22,910 pro rata per annum Apply on-line This post requires the post holder to have a PVG Scheme membership/ record. If the post holder is not a current PVG member for the required regulatory group (i.e. child and/or adult) then an application will need to be made to Disclosure Scotland and deemed satisfactory before they can begin in post. **Please note the address you provide on the application form will be used to communicate any further correspondence relating to this vacancy therefore please check your TRASH and SPAM folders**

4 Section 2: Person Specification Criteria Essential Desirable Personal Traits Sociable and friendly Confident Qualifications & Training Level of education, professional qualifications, training and learning programmes/courses. HND in Secretarial Studies / Business Administration or equivalent Evidence of professional and personal development Experience and Knowledge Type of experience, level at which experience gained. Depth and extent of knowledge. Experience of managing clinical and theatre waiting lists Advanced keyboard skills Experience in NHS and knowledge of medical terminology Skills/Abilities Range and level of skills, i.e. communication (oral, written, presentation planning/ organisation, numeracy, leadership etc. Evidence of extensive IT skills including Microsoft packages and organisational databases Experience of modern office practices with a sound grasp of policies, procedures and service objectives Experience of working in multi-disciplined clinical environment To communicate effectively both orally and written with internal and external agencies and with all staff in a confidential and co-operative manner Excellent organisational skills and able to prioritise work loads to meet deadline. Work as a member of a team Specific Job Requirements Environmental conditions, unsociable hours, car driver etc. Able to travel across various sites throughout Lothian timeously This role will move from the current RHSC site to the new provision at Little France

5 Section 3: Job Description 1. JOB IDENTIFICATION Job title: Ear Reconstruction and Microtia Service Coordinator Responsible to: Department(s) Directorate: Division: Job reference: No. of Job Holders: Administration Manager The Royal Hospital for Sick Children, Edinburgh Women Children s and Associated Services NHS Lothian Universities Division CS/201/015/R2 One of 1 W.T.E. Last Update: August JOB PURPOSE The post holder will play a key role within the multi-disciplinary Ear Reconstruction Team, coordinating all aspects of the clinical service, also undertake a PA role to Plastic Surgeon. Provide a coordinated, comprehensive and high quality administrative service. Coordinate and process patient appointments for both multidisciplinary and single speciality clinics, and operating lists ensuring efficient clinic management The Ear Reconstruction Service is delivered through a range of surgical and medical specialties. These include a core team of: Plastic Surgeon, Otologist, Community Paediatrician, Audiologist, Clinical Psychologist and Specialist Nursing. The post holder will produce and facilitate timely audit findings and administration for the work of the National Managed Clinical Network (NMCN) for Ear Reconstruction and Microtia and will liaise with the Network Manager and Administrative Assistant. Will assist in developing the service, and minimise duplications of efforts, for the Registry and Record Registry. Support and monitor record-keeping procedures for patients for Lothian, Borders, Fife, Highland and Tayside. The post holder will liaise with the Referrer to ensure funding is available for individual referrals out with the contract as required.

6 3. DIMENSIONS Service Coordination to assist a multidisciplinary team: Consultant Plastic Surgeon Consultant Otolaryngologist Community Paediatrician Consultant Anaesthetists Clinical Psychologist Specialist Nurse Audiologist Ward and out patient nursing staff. Provide a link with the Managed Clinical Network Services in Scotland maintaining, updating and developing the Electronic Patient Record Registry (EPR) system, for the South East of Scotland. 4. ORGANISATIONAL POSITION Ear Reconstruction Team Administration Manager UK Network Manager Ear Reconstruction and Microtia Service Coordinator 5. ROLE OF THE DEPARTMENT The National Service Division of NHS Scotland s commissioned the Ear Reconstruction Service to provide a specialist ear reconstruction surgery to children and adults patients throughout Scotland. 6. KEY RESULT AREAS PERSONAL ASSISTANT / ADMINISTRATION 1. To facilitate the efficient provision of a high quality and comprehensive administrative and secretarial support service within the team and in particular the functioning of out patients clinics in Edinburgh, Livingston, Glasgow, Dundee and Inverness and operating lists at RHSC Edinburgh and St Johns.. 2. Maintain an up-to-date index and office filing system appropriate to the service. 3. To ensure a coordinated approach to appointment scheduling both within the multidisciplinary and single specialty clinics and operating lists. 4. Process appointments and clinic letters ensuring efficient clinic management, meeting Divisional standards and protocols. Contact patients prior to appointments to encourage attendance. 5. To monitor queries and ensure that they are responded to in a timely fashion. 6. To be responsible for all relevant patient records, ensuring their availability to team members and external agencies where appropriate. 7. Provide organisational and administrative support to team meetings. Prepare

7 agendas, record and transcribe minutes, distribute documents, highlight and follow up on action points with appropriate members of the ear reconstruction team. 8. Attend appropriate network meetings as required. 9. Work closely with colleagues and provide cover during the absence of administrative colleagues within the team. 10. In conjunction with the plastic surgeon, organise and maintain their diary of appointments and organise the efficient running of all teaching. Study days and workshops relating to the ear reconstruction service. 11. Support the role of the UK Managed Clinical Network through provision of appropriate audit sheets and records. 12. Point of contact for both professional and patient enquiries 13. Organise travel arrangements for team members attending peripheral clinics SERVICE DEVELOPMENT 14. In liaison with the plastics surgeon, support and assist in the ongoing development of the eear Reconstruction Service. To include, but not limited to the development of services for adult patients with ear related problems. 15. As an ongoing process, evaluate and ensure implementation of current policies and procedures within the service. 16. To liaise with local staff to coordinate the support services at the local sites, and ensure appropriate procedures are in place. 17. Where necessary develop policies to ensure efficient service provision. 18. To form a link role with external agencies including patient support groups. 19. Responsible for the procurement of office supplies and, in conjunction with the plastic surgeon medical equipment. DATA MANAGEMENT 20. Maintain a database (Electronic Patient Record) that meets the needs of the service for recording, analysing and collection of data and clinical photographs. 21. Interrogate the above Electronic Patient Record system to produce data, identify missing data, retrieve and complete information. Feedback to Team on areas of concern and make appropriate recommendations on improvements to the data collection processes. 22. Input, update, collate and provide clinical information and audit data as required by the Multidisciplinary Team 23. Liaise timeously with the multidisciplinary ear reconstruction team to collect patient s clinical information. 24. Assist in the development of audit processes by developing and implementing local audit systems to provide high quality validated data. 25. Develop and compile spreadsheets to provide clear and concise audit information for the MCN. 26. Obtain service activity reports and audit information for the UK Network office. 27. Responsible for the provision of active ear reconstruction service activity from all local sites and to work closely with the Assistant Service Manager to facilitate the production of timely reports for submission to National Service Division (NSD) to meet the requirements of the NSD service level agreement. 28. To participate where necessary in the combined clinics in Lothian, Glasgow and Livingston and record clinical information. Liaise with parents to acquire signed

8 consent to hold patient information on the register. Distribute appropriate information. 29. Assist in the set up and maintenance a patient information website. 30. Interpret and monitor the Ear Reconstruction Service activity across all sites on a monthly basis and report variances to the ear reconstruction team. 31. Support demand, and capacity planning for the service. 32. Maintain the AERS shared drive CLINICAL AUDIT 33. Collate and provide clinical information and audit data as required by the team. 30. Oversee the development, maintenance and interrogation of the EPR and local databases to provide information and reports to support research and audit work within the cleft team WAITING LIST MANAGEMENT 31. Work closely with Specialist Nurse, Surgeon and waiting list office to determine new admissions for surgery and/or notification of new births; follow schedule for actioning the findings. 34. Ensure that all national targets for both in patients and out patient treatment are met. 35. Other appropriate tasks as designed by the Network Manager/Team Members. 7a. EQUIPMENT AND MACHINERY Personal Computer to produce correspondence, communicate, extract and record information. Photocopier duplicating information. Audio equipment transcribing clinical information. Telephone communication both internally and externally Telemedicine - to coordinate and set up telemedicine consultations 7b. SYSTEMS Advanced use of Electronic Patient Record System A multi-disciplinary care record that underpins the MCN and offers a complete solution for collaborative care. It allows the capture, storage, review, distribution and reporting of all patient information. The patient folder includes sections for all correspondence, progress notes, investigations, images and multimedia items. Communication must be clear and concise and records available for all consultations. Use of this software includes: Recording data for birth photos, pre/post ear reconstruction photos, two yearly review until, age 10 and follow up reviews at one and two years post op. Analysing and inputting patient reports, addresses, next of kin, general medical practitioner and Episode of Care details i.e., entering date of future appointments and attendance;

9 Clinical notes Clinical diary system Obtaining waiting list forms for surgery information for annual statistics; Daily use of TRAK to: Gain access to information not on the EPR system and to update EPR accordingly for example, GP/parent/visit history details. Access registration screen for patient care enquiries and outpatient scheduling e.g., attendance, cancellations, and failure of notification to attend. Run specific consultant waiting/surgical/combined clinic lists. Checking appointment slots and booking of appointments for combined clinic. Updating and locating patient medical records movement around the hospital. Personal Computer - Technical Skills Required: Office filing system used for pending results, and correspondence for attention/action Patient Administration System for obtaining, inputting, searching, recording, producing information. Electronic data storage e.g. Word, Excel, PowerPoint used for obtaining, inputting, searching, updating and producing information. for communicating both internally and external. Intranet and Internet for locating / researching information. 8. ASSIGNMENT AND REVIEW OF WORK Workload is generated by the clinical caseload and professional roles of the Multidisciplinary Team. The post holder works directly to a Line Manager. Annual appraisal from the Line Manager. Ad hoc meeting e.g. sickness/absence return form work as required Monthly meetings 9. DECISIONS AND JUDGEMENTS As part of the team, the Service Coordinator uses initiative to plan and prioritise the workload. The post holder requires to work independently in the absence of supervision and to determine best practice for that area. The jobholder requires: the capacity to make procedural decisions and judgements while demonstrating good interpersonal skills. For example, negotiate with key personnel (e.g., consultants) to submit clinical information, necessary to maintain the EPR system, on time. To prompt them, with appreciation of their workload pressure; to demonstrate sensitivity and understanding at a combined clinic when approaching parents for signed consent to hold their or their child s information on a database; a strong capacity to be self-motivated and make informed decisions or judgements about situations or issues where a course of action is needed; the aptitude to understand a problem or situation and deal with it in a methodical way;

10 to show a high level of confidence and ability to complete a task and select effective approaches to solving problems. 10. MOST CHALLENGING PARTS OF THE JOB Sole responsibility for supporting and managing the day-to-day administrative functions of the Ear Reconstruction Service. When action is required, alert members of the team. Using judgement to ascertain best approach to a patient s parents and relatives. The application of in-depth and comprehensive knowledge of MCN procedures and the ability to use tact, discretion, problem-solving skills and sound judgement. 11. COMMUNICATIONS AND RELATIONSHIPS The ability to adopt suitable behaviour and approach to communicate effectively with colleagues at all levels. Deal with the general public in a sensitive and helpful manner. As an active and cooperative team member, maximise the use of communication as a means of achieving the Service objectives through the work of its staff, i.e.: Consultant Plastic Surgeon Consultant Otolaryngologist Specialist Nurses Consultant Anaesthetists Community Paediatricians Clinical Psychologist Audiologist Medical Illustration Department Medical Secretaries Nursing Staff X-ray departments General practitioners and their staff Deal regularly with parents (to complete appropriate paperwork relating to their child). 12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB Physical Demands: Keyboard skills requiring high degree of speed and accuracy. Frequent moving and handling of patient records. 50% of work is computer based therefore sitting in a restricted position for this proportion of duties. Driving / travelling to outreach clinics. Mental Demands: Concentration required when transcribing notes, filing and dealing with enquiries. Sustained periods of concentration are required while inputting and retrieving clinical data. Concentration required for production of annual report information for NSD. Working in a busy environment with frequent interruptions.

11 Working intermittently in isolation. Emotional Demands Exposure to clinical information and upset relatives can at times be distressing. Environmental Demands: Frequent use of VDU. Occasional verbal aggression over the telephone. 11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB HND in Secretarial Studies/Business Administration or equivalent experience. Good standard of secondary education, both verbally and written (i.e., spelling, grammar and punctuation). Significant experience of modern office practices, sound grasp of policies, procedures, and service objectives. Awareness of the key issues affecting NHS Lothian, in particular relating to waiting times and access targets. Experience of managing waiting lists. Advanced keyboard skills essential. Principles and procedures of record keeping systems. Experience in NHS and knowledge of medical terminology. Ability to work with internal/external agencies and with all levels of staff in a confidential and co- operative manner. Ability to use initiative, and work independently in the absence of direct supervision, whilst recognising one s part in a professional team. Proficient in the use of software systems Excellent organisational skills to achieve set deadlines. Experience of a multi-disciplinary patient-focused environment within a healthcare setting Experience of supervising staff and knowledge and understanding of organisational change affecting NHS Lothian and the impact of these on operational policies Knowledge of NHS Lothian Policies regarding Data Protection and security of information, and the application of these in the work place Seeks appropriate training opportunities for continued professional development 12. JOB DESCRIPTION AGREEMENT This page will be removed before submission to the Matching Panel. All Job Holder(s) Signature: Head of Department Signature: Date: Date:

12 Section 4: NHS Lothian Values into Action NHS Lothian is determined to improve the way their staff works so they have developed a set of common values and ways of working which they now need to turn into everyday reality - to the benefit of everyone working in the organisation and, most importantly, to the benefit of their patients. Our Values are: Quality Dignity and Respect Care and Compassion Openness, Honesty and Responsibility Teamwork Throughout the recruitment process candidates will need to demonstrate they meet all of Our Values. More information on Our Values can be found by clicking on the link at the bottom of our Careers website front page: Section 5: General Information for Candidates Data Protection Act 1998 Please note that any personal information obtained from you throughout the recruitment process will be collected, stored and used in line with the Data Protection Act Information will be available to the recruiting manager and to the Human Resource staff. Counter Fraud NHS Lothian is under a duty to protect the public funds it administers, and to this end will use the information you have provided on your application form for the prevention and detection of fraud. It will also share this information with other bodies responsible for auditing or administering public funds for these purposes. More detail on this responsibility is on NHS Lothian s intranet (Counter-Fraud and Theft page) and further information is available on the Audit Scotland website:

13 References All jobs are only offered following receipt of two satisfactory written references. At least one reference must be from your current/most recent employer, or your course tutor if you are currently a student. If you have not been employed or have been out of employment for a considerable period of time, you may give the name of someone who knows you well enough to confirm information given and to comment on your ability to do the job. Disclosure Scotland Where a Disclosure or Protection of Vulnerable Groups Check is deemed necessary for a post, the successful candidate will be required to undergo an appropriate check. Further details on the Recruitment of Ex-Offenders are available from the recruitment centre. Work Visa If you require a Work Visa, please seek further guidance on current immigration rules which can be found on the Home Office website: or visit our Careers website: Overseas Registration and Qualifications NHS Lothian will check you have the necessary professional registration, where appropriate. If you require a qualification for this role but are not regulated by a professional body (e.g. NMC, GMC, HCPC etc), you will need to provide an official translation, notarised by a solicitor, of your overseas qualifications to be checked by the recruiting manager. Please ensure that this is available before applying for this post. Job Interview Guarantee Scheme As a Disability Symbol user we recognise the contribution that all individuals can make to the organisation regardless of their abilities. As part of our ongoing commitment to extending employment opportunities, all applicants who are disabled and who meet the minimum criteria expressed in the job description will be guaranteed an interview. Terms and Conditions For an overview of our Agenda for Change terms and conditions please click on this link: Travel Expenses

14 Travel expenses are not normally reimbursed for interviews, if you are selected for interview and wish to enquire about the possibility of being reimbursed then the request should be directed to the recruiting manager or interview panel chair. Application Form Completion The purpose of an application form is to help evidence that the applicant has all the requirements applicable to carry out the job applied for. (7500 is the character limit for statement in support of application.) Once in receipt of the application pack it is essential to read both the job description and person specification to gain a full understanding of what the job entails and the minimum criteria required. Please note for equal opportunity purposes NHS Lothian do not accept CV s as a form of application. For general help and advice on how to complete an application form please visit our careers website: Section 6: Working in Edinburgh and the Lothians NHS Lothian offers excellent career prospects and a wide range of job opportunities for potential employees. It employs approximately 24,000 staff and offers training and development opportunities as well as excellent staff benefits. The information provided below aims to help support and guide both prospective applicants and new employees unfamiliar with Edinburgh and the Lothians. Edinburgh and the Lothians Edinburgh and the Lothians are on the eastern side of Scotland s central belt in the heart of the country. Four main areas make up Edinburgh and the Lothians Edinburgh, East, Mid and West Lothian. NHS Lothian serves a population of approximately 850,000 people living in and around Edinburgh, Scotland s historic capital city. The geographical area known as Lothian region covers 700 square miles, comprising the City of Edinburgh, Midlothian, East Lothian and West Lothian. It is a region of exceptional beauty and contrast, from the splendour of Edinburgh to the beauty and variety of the hills, countryside and coastline. The nearest major town outside of

15 Edinburgh is Livingston, a thriving location in the heart of West Lothian. As well as many sites of historic interest, the region boasts a host of recreational activities for all ages. For further information on relocating to Edinburgh please visit our careers website: /default.aspx Section 7: Workplace Equality Monitoring NHS Lothian is committed to supporting and promoting dignity at work by creating an inclusive working environment. We believe that all staff should be able to fulfil their potential in a workplace free from discrimination and harassment where diverse skills, perspectives and backgrounds are valued. In order to measure and monitor our performance as an equal opportunities employer, it is important that we collect, store and analyse data about staff. Personal, confidential information will be collected and used to help us to understand the make-up of our workforce which will enable us to make comparisons locally, regionally and nationally. Section 8: Equal Opportunities Policy Statement NHS Lothian considers that it has an important role to play as a major employer and provider of services in Lothian and accepts its obligations both legal and moral by stating commitment to the promotion of equal opportunities and elimination of discrimination. The objectives of its policy are that no person or employee receives less favourable treatment on the grounds of sex, disability, marital status, age, race (including colour, nationality, ethnic or national origin), creed, sexuality, responsibility for dependants, political party or trade union membership or activity, HIV/AIDS status or is disadvantaged by conditions or requirements which cannot be shown to be justifiable. Our Equal Opportunities in Employment policy can be viewed on our careers website: px

16 Section 9: Code of Conduct for Healthcare Support Workers If this post is a healthcare support worker position the post holder will need to follow the Code of Conduct for Healthcare Support Workers. A Healthcare Support Worker is defined as any healthcare worker working within NHS Scotland who is not currently statutorily regulated or in a role that has been recommended for statutory regulation by the Government. The Code of Conduct sets the standard of conduct expected of healthcare support workers and adult social care workers. It outlines the behaviour and attitudes that you should expect to experience from those workers signed up to the code. It helps them to provide safe, compassionate care and support. For more information on the Code of Conduct for Healthcare Support Workers please read the guidance: