Ronald m ross mb, frcs

Information Pack for the post of

Corporate Affairs Assistant

Reference Number SHOW/2774

37.5 Hours Per Week

Closing Date: 15 December 2017

Interview Date: 8 January 2018



Golden Jubilee Foundation
Beardmore Street, Clydebank G81 4HX

Telephone: [phone]

www.goldenjubileefoundation.org

Interim Chair: Stewart MacKinnon

Chief Executive: Jill Young

Recruitment line: 0800 0283 666

Dear Candidate

POST: CORPORATE AFFAIRS ASSISTANT

HOURS: 37.5

CLOSING DATE: 15 DECEMBER 2017

INTERVIEW DATE: 8 JANUARY 2018

The Golden Jubilee Foundation welcomes your enquiry in connection with the above post. Please find enclosed an information pack.

Should you wish to submit an application for the above post, please ensure you do so in advance of the closing date. Late applications will not be forwarded for short listing.
When providing referees on the application form, please be aware that we require a minimum of two references to cover at least two years of previous employment/training history.   If there is insufficient space on the application form to list all of your referees, please provide these on an additional page. Where possible, please provide us with e-mail addresses for contacting them.
As part of the pre-employment checks, a Protecting Vulnerable Groups (PVG) or Disclosure Scotland check will be completed. It is an offence for barred individuals to apply for regulated work.
If you need to contact the recruitment team to discuss any queries regarding your application, please quote the job reference number when you call.
Due to the volume of applications we receive, we are unable to write to applicants who are not successfully shortlisted for interview. If you have not received an invitation for interview within six weeks of the closing date, please presume you have been unsuccessful. We hope this will not deter you from applying again.
In the meantime, I wish you success with your application. Should you require any further information or wish to check the progress of your application, please contact the recruitment team on 0800 0283 666.
Yours sincerely

Lynn Mitchell

Recruitment Assistant

General Information for Candidates

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  This information package has been compiled to provide prospective candidates with details of the post and background information about the Golden Jubilee Foundation (GJF).
  

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  The contents of this package are as follows:
  

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  Job Description/person specification
  
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  Terms and Conditions of Service
  
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  Application Form
  
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  Equal Opportunities Monitoring Form
  
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  Information on Agenda for Change
  

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  The Equal Opportunities Monitoring form is required for monitoring purposes only and will not be made available to the interview panel during any part of the recruitment process.
  

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  Please note, to ensure that we adhere to our current policy on Equal Opportunities, CVs received with Application Forms will be destroyed prior to Application Forms being passed for Short listing.
  

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  GJF operates a No Smoking Policy on all Premises and Grounds and in shared vehicles.
  

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  All offers of employment will be subject to the receipt of three year’s satisfactory References, Occupational Health screening and PVG/ Disclosure Scotland clearance. Please note that it is an offence under the act for barred individuals to apply for regulated work.
  

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  Please email your completed application to:
  

[e-mail]

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  When returning your completed application and any associated enclosures by Royal Mail you must ensure that the correct postage cost is paid. We have been informed by the Post Office that they are retaining those which have been underpaid. This has resulted in completed applications not being returned until after the closing date, and not being included for short listing.
  

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  The short listing process will take place shortly after the closing date.
  

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  As a Disability Confident employer, we recognise the contribution that all individuals can make to the organisation regardless of their abilities. As part of our ongoing commitment to extending employment opportunities all applicants who are disabled and who meet the minimum criteria expressed in the person specification will be guaranteed an interview.
  

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  The organisation has introduced a set of shared values. These values will be measured during our Values Competency Based Interview. Our values are:
  

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  Valuing dignity and respect
  
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  A “can do” attitude
  
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  Leading commitment to quality
  
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  Understanding our responsibilities
  
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  Effectively working together
  

Terms and Conditions of Service

The terms and conditions applicable to this post are those of all NHSScotland Employees.

1. Superannuation
You have the option to join the NHS Superannuation Scheme, to participate in the State Earnings Related Pension Scheme or to take out a Personal Pension.
Employees’ contributions to the NHS Scheme range from 5.2% to 14.7% of salary (depending on rate of Pensionable Pay) and the employers’ contribution equates to 13.5% of salary. Employees in the NHS Scheme are “Contracted-out” of the State Earnings Related Pension Scheme and pay a lower rate of National Insurance contributions. Employees who choose to participate in the State Earnings Related Pension Scheme pay the higher rate of National Insurance contribution. A Stakeholder Pension is also available.
2. Salary
£20,302 to £22,910 per annum
3. Grade
This post is offered at Band 4
4. Annual Leave
The annual leave entitlement in a full year, from 1 April to 31 March is 27 days, rising to 29 days after five years’ service and 33 days after 10 years’ service. There are also eight Statutory and Public Holidays in each leave year. (Pro rata where applicable)
5. Hours of Duty
37.5 Hours per week
6. Tenure of Employment
This post is offered on a permanent basis
7. Asylum and Immigration Act 1996
Under the Asylum and Immigration Act 1996, we are required to carry out checks to ensure that all prospective employees are entitled to live and work in the United Kingdom. You will therefore be asked to provide appropriate documentation prior to any appointment being made.
Benefits
NHS Superannuation scheme:
All staff are eligible to join this scheme from date of commencement. Employee contributions range from 5.2% to 14.7% depending on annual pensionable pay. Benefits include:

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  a lump sum and pension when you retire;
  
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  life assurance of two years’ pay while you are working, pension and allowances for your spouse and children in the event of your death; and
  
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  benefits for ill-health retirement.
  

Members of the scheme receive tax relief on contributions and lower National Insurance contributions.

Annual leave entitlement (including public holidays):
35 days annual leave on appointment

37 days annual leave after five years

41 days annual leave after 10 years
Free car parking
Continuing professional development opportunities
Discounts at the Golden Jubilee Conference Hotel


Leisure Club membership – Get fit and healthy at the Centre for Health and Wellbeing with a discounted membership rate of £30 per month.

Discounted Room Rates - Rooms rates discounted (from £40 per night – room only) subject to specific conditions.

Discounted Dining - 20% off food and beverages when dining in the hotel.
Discounted food in the Golden Bistro (Hospital Restaurant)
Childcare vouchers – If you are a working parent with children under the age of 16 you could save up to £1,196 per parent, per annum on the cost of childcare.
For more information about the benefits and discounts available to NHS staff, visit www.nhsdiscounts.com

GOLDEN JUBILEE FOUNDATION

1. JOB IDENTIFICATION Job Title: Corporate Affairs Assistant Department(s): Communications and Corporate Affairs Job Holder Reference: No of Job Holders: one
2. JOB PURPOSE Provide comprehensive administrative and clerical support to the Communications and Corporate Affairs Department, in particular for the Head of Corporate Affairs. Collate, and circulate papers and take minutes/actions for relevant Golden Jubilee meetings. Create and maintain project files, library, database, resources, reports and letters as required. To act as the first point of contact for enquiries from end users (media, patients, public) Resolve day-to-day problems independently. Plan and organise Ministerial, VIP and communication events and visits for staff and key stakeholders with particular day-to-day responsibility for this function, enhancing the image and reputation of the organisation. Distribute Press Releases, bulletins and other communications materials. Undertake any administrative duties, as and when required. Provide cover for the Communications Assistant, E-Communications Officer and Communications Officer, where appropriate.
ORGANISATIONAL POSITION
4. SCOPE AND RANGE The post impacts upon the whole organisation, and as such, the postholder must have the capacity to provide specialist advice and expertise. Provide comprehensive administrative and clerical support to the Head of Corporate Affairs and Communications and Corporate Affairs team. Responsible for ordering and maintaining supplies, being cost conscious and using resources effectively and efficiently. There may be a requirement for SSTS inputting. May be required to provide training in office systems to new starts within the team. No direct budgetary responsibility but post holder must ensure accurate records are held on cost implications of projects/events. The following are dimensions particular to the post: Impact on Communications Budget patient/public Involvement campaigns Golden Jubilee Foundation: Golden Jubilee National Hospital Golden Jubilee Research Institute Golden Jubilee Innovation Centre Golden Jubilee Conference Hotel Staff Communications to over 1800 staff (2017) Population of Scotland (c.5M+ in 2017) Budget £250,o00 (approx)
5. MAIN DUTIES/RESPONSIBILITIES COMMUNICATIONS AND CORPORATE AFFAIRS FUNCTIONS: Coordinate and ensure action taken on Directorate Letters (DLs), ensuring that they are implemented appropriately within the Golden Jubilee Foundation. Orders stock, stationery and other services. Contact with patients, visitors and members of the public who contact the department or in the event of a media enquiry/event/high profile visit. Manages press cuttings, media monitoring and other departmental databases. Works independently with work managed by the Communications Manager and/or Head of Corporate Affairs. To create and maintain an effective and confidential administrative service. Create and maintain complex documents such as, reports, high level database and Risk Registers. Create, provide and receive complex information and maintain these within the library, filing system, database or resource files. Create and maintain up to date listing of all contacts, groups and their current members, ensuring that all changes are monitored and updated regularly. Create and maintain budgetary documentation i.e. ordering and stock control of departmental stationery, catering, travel and expense claims for the Performance and Planning department. Deliver a comprehensive, accurate and timely service that requires the highest of standards of confidentiality, shorthand, audio and copy typing, information retrieval. Outlook diary management for the Communications Department and Head of Corporate Affairs. Monitoring telephone calls, dealing with enquiries and ensure that information is passed on to the appropriate people when necessary and timeously. Prepare/co-ordinate correspondence, reports, documents and material for presentations for the Communications Department, using audio/copy typing and or shorthand skills, relevant IT packages. Maintain record management and version control by ensure documentation relating to the department and projects are kept up to date and accessible Compile minutes, prepare agendas, notes and action plans at assigned meetings. Ensure security of all information and maintain confidentiality of records and working within the guidelines as set out in the Data Protection Act and Organisational Policies. Provide general office duties, including monitoring incoming emails, typing of all correspondence, reports, powerpoint presentations, project plans, photocopying, filing, outgoing/incoming mail etc. Assist with the management of distribution databases to ensure that information is easily accessed and up to date. Responsible for booking photographers and advertising for PR purposes for events, VIP visits, campaigns, and conferences to ensure they are well organised to achieve maximum positive publicity for NHS NWTC. EVENTS FUNCTIONS: Co-ordinate and ensure the successful organisation of events and visits. Liaising with internal/external colleagues, such as Board Directors, NHS Board staff, Consultants, PAs, Senior Management, clinical and non-clinical staff, administrative/secretarial staff and members of the multidisciplinary team. Ensure the successful organisation and operation of events and meetings (internal and external) ensuring all arrangements are in place (i.e. venue, travel and hospitality), relevant papers are brought forward, preparing agendas, producing minutes and ensuring follow-up actions. Manage and maintain individual events databases. Coordinate production of appropriate literature for specific events. Participate in and contribute to corporate events to promote a positive organisational profile, providing additional support when required. Follow agreed events processes to ensure that activity across the organisation is centralised and recorded to ensure transparency and accountability. Follow agreed procurement procedures and ensure accurate records are maintained. HR AND OTHER FUNCTIONS: Follows department policies, procedures and protocols, commenting on new policies, procedures and protocols if required. Maintain and promote a responsible approach to confidentiality by working in accordance with Data Protection and Freedom of Information legislation. Demonstrating duties and training staff in paper and electronic filing systems etc. Records department leave on SSTS.
SYSTEMS AND EQUIPMENT EQUIPMENT Hardware – PC/Laptops, USB devices, Printers, Scanners, Compatability Issues Software – MS Office Suite, Reader/Writer, Pagemaker, Internet, Front Page Video/Telephone Conferencing Data Projectors Audio Visual Equipment - DVD re-writer, camera, video camera, microphones, tie clips, laser pointers, hand held microphones, lighting etc Connectivity – Understanding of wireless technology, broadband/ISDN on-site at events General Office Equipment - scanner, photocopier, fax, networked printers Safe use of trollies and equipment for transporting materials SYSTEMS Microsoft Office systems: Word, PowerPoint, Excel, Access, Internet Explorer, Outlook and Sharepoint. HR applications: SSTS (Annual Leave, Expenses etc), HR.Net (training, management reports etc). Departmental databases: Media Monitoring, Email Monitoring, Media Enquiries, Donations, CELs, etc. Data Storage Systems– compliancy with agreed office procedures for data copying, retention, disposal and protection Filing Systems – compliancy with agreed office procedures for paper and electronic filing
DECISIONS AND JUDGEMENTS Works under the direction of the Communications Manager/Head of Corporate Affairs to agreed objectives, with regular reviews to consider changing priorities, dependant on needs of the service. Shows initiative in planning and managing own workload. Provides and receives and responds to highly complex information. Exercises judgment in balancing the conflicting needs with overall demands and the need to deliver products which meet the needs of end users/audiences. Pro-actively implement the Communications Strategy, anticipates problems and seeks advice as appropriate. Aptitude to ‘think on feet’ and make swift decisions particularly on-site where time is critical Ability to make informed decisions and act on them. Ability to handle unexpected situations. Ability to escalate a problem to a more senior member of staff both internally and externally when unable to reach a direct resolution. Ability to deal effectively with sensitive or privileged data. Ability to act calmly and diplomatically at all times even when circumstances can be difficult or tedious. ASSIGNMENT AND REVIEW OF WORK Workload is generated and assigned by other members of the team, as appropriate. Required to work to a great degree on own initiative. Responsible to and line managed by the Communications Manager. Responsible for planning and prioritising their workload, with direction as appropriate from the Communications Manager and/or Head of Corporate Affairs. Required to exercise judgement when referring to issues that require urgent attention, and ensuring a consistent approach to all urgent matters arising within the department or project. Informal review of work with Communications Manager on a frequent basis. Formal appraisal process is embedded in organisation. Team meetings held regularly.
8. COMMUNICATIONS AND RELATIONSHIPS Well developed working relationships with a variety of senior internal and external stakeholders. Use motivational, persuasive, negotiating skills when coordinating meetings. Communicate information to both individuals and groups using a range of communications tools, e.g. print, face to face, media briefing, internet etc. Provide and receive highly complex, sensitive information where cooperation and agreement are required. Collaborate with stakeholders on key projects and generally to ensure the effective communication of the organisation’s key messages. Maintain good relations with contractors/suppliers, ensuring delivery and dissemination within agreed timescales. Communicate about developing plans, where the message is constantly changing. Providing and receiving complex information, interpreting changes, dealing with enquiries and rearranging cross site meetings, to reach satisfactory outcomes. Internal - Frequent or regular contact with: Board Members, Directors, Senior Management Team and clinicians. All staff within Golden Jubilee Foundation Daily contact with Communications team. Finance Department for invoicing. Procurement Department for purchase orders etc. Volunteers. External - contact with: NHS and Scottish Government colleagues Media representatives Suppliers and agencies Patient, public or their representatives User and voluntary organisations. Speakers for travel, travel expenses, audio visual and accommodation requirements. Exhibitors and sponsors for requirements. Catering suppliers for menus for events.
9. PHYSICAL, MENTAL AND EMTIONAL DEMANDS OF THE JOB PHYSICAL EFFORT Based in hospital setting. Continual use of VDU equipment (restricted position for long periods of time) Fast and accurate keyboard skills for publications, presentations and processing documents. Occasional requirement to travel for business. Occasional requirement to lift, assemble and dissemble exhibition equipment and boxes (no more than 15kgs). Occasional requirement to load and unload vehicles with conference equipment and literature Build up of longer working hours Standing for long periods of time Using keyboards regularly/frequently for word processing, spreadsheets, email etc. MENTAL EFFORT Retention and communication of knowledge and information. Responding to constant distractions/interruptions via the telephone, face to face and email. Balancing the conflicts between expectations and meeting corporate objectives. Managing and project leading a number of large scale events concurrently with lots of conflicting demands. Ability to juggle significant workload in an extremely busy office environment in order to accomplish deadlines. Ability to think on feet and anticipate/respond to issues before/ when they arise. Speed and accuracy when typing, writing letters and preparing reports for deadlines. Ability to manage high volume of paperwork. Long periods of time spent at VDU. Frequent concentration required for typing complicated documents and organising complex meetings. EMOTIONAL EFFORT Challenge of working to tight deadlines Occasional requirement to deal with sensitive subjects Diplomacy in meetings with conflicting opinions amongst different interest groups. WORKING CONDITIONS A longer workday may be required immediately prior to/during an event. A requirement to work weekends as well as the standard week if required.
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB Providing consistently high quality work in a high pressured environment. Engaging effectively with a wide range of internal and external stakeholders. Juggling priorities in a deadline driven workload; working to tight deadlines. Co-ordinating and project managing numerous projects at any one time whilst ensuring outcomes and deadlines are met. Ensuring systems are kept up-to-date and accurate whilst maintaining other duties. Managing complexity of information to ensure successful event planning and event management to meet corporate objectives. Delivering excellent customer service within an environment of changing priorities. Creating and maintaining filing systems, ensuring version control is updated at all Times. Diary and time management; rescheduling meetings and appointments at short notice. Constant prioritisation of workload.
11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB QUALIFICATIONS/ Qualified to HND level in an appropriate discipline or equivalent experience. EXPERIENCE Relevant experience in an administrative/secretarial role. Proven record of achievement in related areas. Experience of timely and accurate minute-taking. Experience of coordinating/managing projects and events. Experience in communicating (verbally or in writing) with different groups of people (patients, public, key stakeholders). Experience in dealing with/responding to complex and sensitive issues. Experience of creating and maintaining administrative procedures, including specialised IT systems and project management processes. Experience in dealing with non-routine activities i.e. progress chasing, answering enquiries and developing new procedures. Experience in creating and setting up electronic and manual filing systems. Excellent administrative and IT skills, using various Microsoft packages including Word, Powerpoint, Outlook, Excel, Mail Merge, Sharepoint etc. KNOWLEDGE Knowledge of organisational skills and techniques, e.g. electronic and manual filing and office systems. Knowledge of administration procedures and range of software etc. Knowledge of the political context in which the organisation works and how this impacts on organisation and communications efforts. Knowledge of the NHS in Scotland. COMPETENCIES AND PERSONAL SKILLS Excellent communication, negotiation and persuasive skills, along with experience of managing projects, which may be complex. Ability to communicate effectively with a wide range of staff at all levels and with external stakeholders. Excellent IT skills and knowledge of office systems Attention to detail, excellent time management and coordination skills. Excellent organisational and project leadership and management skills. Ability to work under pressure to tight deadlines and to deliver a range of projects at one time. Ability to prioritise workload, work on own initiative and as part of a team Ability to pay meticulous attention to detail; gives a high priority to accuracy of work Ability to exercise discretion, tact and diplomacy at all times; ability to handle sensitive and confidential information. Mature attitude, prepared to work flexibly and takes responsibility for own actions at appropriate level. Excellent telephone manner with emphasis on customer focus. Desirable Experience of shorthand. Experience of minute taking. Experience of project management. Experience of working in the public sector/Health Service.
12. JOB DESCRIPTION AGREEMENT A separate job description will need to be signed off by each jobholder to whom the job description applies. Job Holder’s Signature: Head of Department Signature:	Date: Date:

Recruitment person specification: Corporate Affairs Assistant

	Essential	Desirable
Qualifications/Training	Educated to HND level in relevant subject	Membership of professional body
Experience	Relevant experience in an administrative/ Secretarial role	Experience of working in the public sector
Skills/Knowledge	Accurate and timely management of meetings and associated tasks Excellent communication and interpersonal skills Computer literate with good keyboard skills Self-starter, outgoing and team player Ability to work under pressure to tight deadlines and to deliver a range of projects at one time Knowledge of setting up databases and software Organisational and time management skills	Project Management Knowledge of media, journalism, PR Creative thinker Shorthand
Additional job requirements (e.g. car driver, unsocial hours)	May be required to travel for business Flexible working may be required for events and event management
Any other additional information	Proven record of achievement and evidence in related areas.

The Golden Jubilee Foundation is the new brand name for the NHS National Waiting Times Centre.

Golden Jubilee National Hospital Charity Number: SC045146