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1 JOB DESCRIPTION Job Title: Head of Business Continuity & Risk Band: Indicative Band 8b Hours: 37.5 hours per week, worked Monday to Friday Location: Accountable to: Tatchbury Mount, Calmore, Southampton with travel across all Trust locations and beyond as required by the role Associate Director of Governance 1. MAIN PURPOSE OF JOB The post holder is responsible for leading business continuity & major incident planning across the Trust and managing legal, insurance, freedom of information and risk services including the following: Be the Emergency Planning Liaison Officer (EPLO) for the Trust and ensure the organisation fulfils its obligations under Department of Health guidance, the Civil Contingencies Act and other NHS requirements such as CQC Registration. The post holder is accountable to the Executive Lead for Emergency Planning for fulfilment of this role Lead and develop processes and systems to ensure compliance with regulatory and NHS requirements and best practice in health and safety, physical and environmental security, moving and handling and medical devices safety and management Develop and implement the Trust s Risk Management Strategy and annual work programme, ensuring the Trust has a proactive approach, policies, procedures, systems and training in place to identify, reduce, mitigate, manage or eliminate risks and incidents effectively Ensure the Trust has an effective Risk Register and Board Assurance Framework which support the delivery of the Risk Management Strategy Lead the legal, insurance and freedom of information services for the organisation Provide line management to the Health, Safety and Security Manager, the Legal Services Manager and Risk Systems Manager and their teams Page 1 of 10

2 2. POSITION IN ORGANISATION Medical Director Associate Director of Governance Head of Business Continuity & Risk Health, Safety & Security Manager Legal Services Manager Health, Safety, Security & Medical Devices Team Freedom of Information Administrator Risk Systems Manager Risk Administration Team 3. KEY RESULT AREAS Business Continuity & Emergency Planning and Resilience 3.1. As the EPLO, drive the development and implementation of the Trust s approach to emergency planning, major incident response, resilience and business continuity including co-ordinating the preparation of associated strategies, risk assessments, response plans, checklists, action cards and policies, and exercising and testing all of the above to ensure organisational preparedness Support the Executive PA to the Chief Executive in the management of the Executive Director on Call rota in ensuring timely and relevant information is provided for the on-call pack and a suitable training programme is in place for senior staff on the rota 3.3. Work closely with clinical and corporate services to ensure plans, policies, action cards, training and supporting infrastructures are in place to enable the Trust to effectively respond to the following: An internal or external Major Incident Flood Heat wave Extreme weather conditions Pandemic flu Site specific, service, geographical hot-spot or Trust-wide business continuity risks or incidents Page 2 of 10

3 3.4. Lead and represent the Trust in multi-agency committees, meetings, projects and workstreams, liasing with clinical and corporate services, commissioners, other health care providers and multi-agency partners to ensure that: the Trust is fully involved in and supportive of health economy resilience planning, tests, exercises and response the Trust s interests are fully represented and advanced strong communications and a collaborative and reciprocal relationship is maintained between the Trust and its stakeholders in relation to multi-agency plans, preparations and response 3.5. Lead in the identification of training needs and delivery of appropriate training programmes to ensure SHFT staff understand and are competent to perform their major incident and emergency planning responsibilities Ensure there are suitable arrangements in place for the Trust to quickly establish Control Centres (CCs) as needed; CC s can be virtual and managed remotely by Incident Commanders but formal rooms/buildings/sites much also be designated and suitably stocked and equipped and resources identified 3.7. Develop, manage and co-ordinate delivery of a rolling three year Test and Exercise Schedule (including regular communication tests and Control Centre establishment tests) to develop major incident and emergency response management skills and awareness across the organisation, ensure staff at all levels and in all sites and services, take all available opportunities to test their response capacity and to identify learning and improvements needed in response plans Risk Management 3.8. Develop and implement the Trust s Risk Management Strategy and ensure appropriate policies, procedures, systems, procedures, infrastructures and IT systems and software are in place for the proactive prevention and identification of risks and incidents in accordance with CQC and NHSLA standards and other best practice standards 3.9. Support the Risk Systems Manager, Directors and senior managers in developing and embedding the Board Assurance Framework to ensure it supports the organisation in meeting its statutory, regulatory and contractual responsibilities and providing assurance that risks to delivering its strategic and other objectives are being proactively managed Ensure relevant risks and incidents are reported to external agencies such as commissioners, the Health & Safety Executive, Strategic Health Authority, Security Incident Reporting System (SIRS) Care Quality Commission, Monitor and the National Patient Safety Agency Identify organisational training and development needs in relation to risk and put in place a training programme to develop a risk awareness culture and risk management competencies throughout the Trust Provide the Trust with a comprehensive Risk Register built up through a combination of risks identified at Board and by frontline clinical services and Divisions as well as those cross-cutting risk issues that apply to all and risks on the Register are proactively managed and mitigated to ensure risks to patients, staff, property, reputation, etc, are proactively reduced Page 3 of 10

4 Health, Safety & Security Ensure the Board and the organisation has access to expert advice on Health and Safety at Work and Security (Local Security Management Specialists LSMS)) advice that provides an up to date knowledge of the Health, Safety & Security obligations Oversee the development and delivery of Trust-wide policies, annual training and work programmes to ensure compliance with relevant Security and NHS Protect, Health and Safety at Work Act and the Management of Health and Safety at Work Regulations Manage the Trust s Health & Safety Committee, ensuring there is an appropriate annual cycle of business in place to ensure internal and external reporting requirements are met, high quality agenda, minutes and papers are produced and regular reports from this group are made available to the Quality & Safety Committee and other groups as required Ensure health, safety and security risks and incidents are appropriately identified, reported, investigated, learning identified and action plans implemented which will reduce the chance of reoccurrence Ensure organisational security, health and safety training needs are identified and reviewed on an annual basis and a suitable training programme put in place to meet these and essential training needs in liaison with the Learning, Education and Development team Oversee the development and publication on the Trust s website of the Annual Health and Safety Report Medical Device Management & Safety Put systems and infrastructures in place to ensure the safe management and use of medical devices and equipment across all Trust sites and services; this includes development and implementation of robust policies and procedures and ensuring formal agreements (SLAs) with third parties such external as product and service suppliers are in place and appropriately managed and monitored Ensure contracts for the provision across the Trust of products and services in relation to medical devices and equipment, adheres to the Trust s Procurement Strategy, delivers value for money and cost savings for the organisation wherever possible Ensure the Trust has an effective Medical Devices Committee which has an appropriate annual cycle of business in place to ensure internal and external reporting requirements are met, high quality agenda, minutes and papers are produced and regular reports from this group are made available to the Quality & Safety Committee and other groups as required Ensure medical devices risks and incidents are appropriately identified, reported, investigated, learning identified and action plans implemented which will reduce the chance of reoccurrence Ensure organisational medical devices training needs are identified and reviewed on an annual basis and a suitable training programme put in place to meet these and essential training needs in liaison with the Learning, Education and Development team Page 4 of 10

5 Moving & Handling Liaise with the Learning, Education & Development Team to ensure the organisation has access to expect manual handling advice and guidance and a patient and nonpatient training programme delivered by a suitably qualified and knowledgeable team Legal & Insurance Services Ensure claims for compensation made against the organisation are appropriately managed and the Trust has access to expert legal advice for frontline staff, managers and the Board in relation to Trust clinical or business activities (excluding corporate legalities as managed by the Trust Board Secretary) Support the Legal Services Manager in establishing requirements, negotiations, procurement and monitoring the organisation s legal and insurance services contracts and premiums. Publication Scheme & Freedom of Information Ensure the organisation has a Board approved Publication Scheme which is compliant with the Freedom of Information Act Put policies, procedures and infrastructures in place for management of release of information through the Freedom of Information Act ensure compliance with requirements for release of information requested under the Act. Management Reporting Produce and/or co-ordinate the production of cyclical, routine, periodic and ad hoc analysis, information, data and high quality reports for Trust Board, Quality & Safety Committee, Assurance Committee, Executive Directors, managers, frontline staff and other committees as required Provide expert advice, information and support to senior managers, clinicians and committees on matters relating to remit and ensure the Trust is kept informed of related national strategic issues 4. GENERAL REQUIREMENTS 4.1. Attend all Quality & Governance Team meetings, Management Team meetings and training and development days/ sessions throughout the year 4.2. Contribute to the development and delivery of the Trust s annual business planning cycle and the Annual Quality & Governance Delivery Plan with priorities and deliverables which support the achievement of the Trusts objectives 4.3. Staff management, training, development, appraisal and performance and capability management of the following personnel in accordance with Trust policies and procedures: Health, Safety & Security Manager & team Legal Services Manager & team Risk Systems Manager & team Page 5 of 10

6 4.4. Contribute to the design and delivery of quality, risk, governance and compliance training programmes delivered by the Quality & Governance Team Contribute to the design, implementation and monitoring of internal indicators and metrics which enable the Trust to understand and improve its performance in relation to quality, risk, business continuity, safety and compliance. Page 6 of 10

7 REQUIREMENTS FOR ALL STAFF Health & Safety It is the responsibility of all employees to work with managers to achieve a healthy and safe environment, and to take reasonable care of themselves and others. Specific individual responsibilities for health and safety will be outlined under key responsibilities for the post. Equality & Diversity It is the responsibility of all employees to support the Trust s vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of Equality & Diversity Strategies and Policies. Confidentiality In the course of your employment you will have access to confidential information of a personal and/or clinical nature, including information relating to the Trust, its clients, patients, employees and other parties. You must not use such information for your own benefit nor disclose it to other persons without the consent of the Trust and the party concerned unless required to do so by law. This applies both during and after the termination of your employment. Any breach of confidentiality during employment may be regarded as serious misconduct and could lead to summary dismissal. Personal Development Review The Trust is committed to providing a high quality service through the effective management and development of its employees. The Personal Development Review process ensures that the Trust is able to achieve its key aims of commissioning and delivering cost effective, high quality and responsive healthcare, whilst enabling employees to understand how the outcome of their contribution fits within these overall aims. All staff will be expected to participate fully in the process and comply with the Policy. Statutory and mandatory training compliance must be reviewed during the Appraisal. Statutory and Mandatory Training The Trust will assess the requirements for Statutory and Mandatory training requirements for all new staff prior to commencement and aims to ensure that all Statutory and Mandatory training requirements are completed before staff start their full duties. All required Statutory and Mandatory training must be completed within the first three months of staff starting within HCHC and refresher training must also be undertaken on a regular basis and in accordance with the Trust s policy. Safeguarding Children and Vulnerable Adults This is a regulated position and the post holder will be subject to an enhanced Criminal Records Bureau disclosure upon appointment, and every three years thereafter. From July 2010, post holders will also require registration with the Independent Safeguarding Authority to enable the Trust to monitor an individual s status when working with children or vulnerable adults. The Trust is committed to safeguarding children, young people and vulnerable adults within its care. As an employee you are accountable to ensure that you know how to respond when you are concerned for the safety of a child, young person or vulnerable adult. The Trust will support you in this process by providing training, support and advice. There is a safeguarding team for children and young people and leads for vulnerable adults, who can be contacted for guidance and who provide safeguarding supervision. The Trust works in partnership with key agencies to protect children, young people and vulnerable adults. For children you should be aware of your responsibilities detailed in the 4 Local Safeguarding Children Boards Child Protection Procedures and for vulnerable adults in the Safeguarding Adults Policy. Infection Prevention and Control The Trust has designated the prevention and control of infection and the full implementation of the Code of Practice (2008) as a core component in the organisations clinical governance, managing risk and patient safety programmes. All employees are expected to follow consistently high standards in the prevention and control of infection, especially with reference to hand hygiene, adherence to dress/uniform code and for clinical staff all procedures involving aseptic technique, be aware of and follow all Trust Infection Control guidelines and procedures relevant to their work, participate in mandatory training and annual updates. Protecting patients from infection is everyone s responsibility. Rehabilitation of Offenders Act 1974 This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act This stipulates that all previous convictions, including those that are spent must be declared. Previous convictions will not necessarily preclude an individual from employment but must be declared in writing at the appropriate stage during the recruitment process. Data Protection As your employer, the Trust needs to keep information about you for purposes connected with your employment. The sort of information we will hold includes information for payroll purposes, references, contact names and Page 7 of 10

8 addresses and records relating to your career with the Trust. These uses are covered by our notification with the Information Commissioners Office under the Data Protection Act The information which we hold will be for our management and administrative use only but we may need to disclose some information we hold about you to relevant third parties (e.g. Inland Revenue).We may also transfer information about you to the NHS Executive solely for purposes connected with the management of the NHS. Records Management and Quality As an employee, you are legally responsible for all records that you gather, create or use as part of you work within the Trust and they remain the property of the Trust. This includes patient, financial, personal and administrative records, whether paper based or on computer. All such records are considered public records and you have a legal duty of confidence to all service users. You should consult the Trusts Records Management Policy and ask for guidance from your manager if you have and doubt about the correct management of records with which you work. All staff have a responsibility to ensure information quality standards are achieved. Information Security Under the provisions of the Data Protection act, it is the responsibility of each member of staff to ensure that all personal data relating to patients and members of staff, whether held in manual or electronic format, is kept secure at all times. Computer passwords must not be shared either between systems or users. The Trust may monitor e- mail messages, any files stored on the networks or on equipment and usage of the Internet, NHS.net and computer systems, irrespective of whether these relate to trust or personal use. Access and usage of the Trusts computers must be in accordance with the Trust s Policies. Safehaven procedures are to be used for all electronic transfers of personal data. This is in order to protect the Trust s patients and staff, and its reputation and to ensure that it complies with the law and other guidelines. Smoke-free Policy The Trust operates a Smoke-free policy. This means that smoking is not permitted anywhere within owned or leased premises, including within their grounds and within owned or leased vehicles. In the interests of promoting responsible healthcare all staff are to refrain from smoking when off-site in uniform or wearing an identifying NHS badge in any public place. The policy also applies to all staff employed by the Trust at any location they may work, whether within or external to the Trust s premises. The policy contains further details including support facilities. Failure to comply with this policy may result in disciplinary action. The duties of the post will be reviewed regularly in conjunction with the post holder, in accordance with the Personal Development Review Process. Page 8 of 10

9 Page 9 of 10 PERSON SPECIFICATION: HEAD OF BUSINESS CONTINUITY & RISK Criteria Essential Desirable Method of assessment Education and Qualifications Educated to degree/ post graduate level or equivalent vocational qualification in health or management related subject Health Emergency Planning Diploma or Certificate or equivalent Application & Interview Evidence of Continuing Professional Development in related speciality Knowledge Demonstrable understanding of NHS emergency planning and risk management frameworks and requirements Demonstrable understanding of national statutory NHS regulatory frameworks under which NHS Foundation Trusts operate Working knowledge of national guidelines and ability to research good practice solutions Understanding of health, safety, security, etc, and other NHS safety management systems Experience Experience of working in a senior role in the NHS for 2 or more years Experience of leading and motivating staff at times of change Experience of managing staff Demonstrable evidence of leading change management processes Success in working collaboratively across professions and services Experience of report writing Skills and Abilities Good oral and written communication skills Good interpersonal communication skills and have the ability to communicate concerns and issues in a diplomatic manner that does not offend or escalate. Persuasive and negotiation skills and ability to coordinate groups of researchers Ability to effectively organise workload Ability to deal with changing priorities, work under pressure, and work to tight deadlines and flexible A sound knowledge of the Health Service and the way in which the clinical and non-clinical professions interact Experience of working as a senior manager (Band 8+) in the NHS for at least 5 years Experience of mental health and/or community service quality and patient safety issues Experience in a managerial position Experience of developing and implementing strategies, policies, guidelines and projects. Application & Interview Application and Interview Application and Interview

10 Ability to motivate, empower and facilitate teams from different professional disciplines to be proactive in risk management Ability to work collaboratively with staff at all levels across the Trust and with external stakeholders and committed to teamwork Reliable, Punctual, Self motivated Able to work effectively as a member of a small team or on own initiative. Willing to take leadership role Ability to manage own and others time to prioritise and achieve key objectives and organisational demands Be able to take a flexible approach Ability to consistently meet deadlines Committed to work openly with others Ability to meet tight deadlines Presentation skills Competencies Competent in use of Microsoft Access, Excel, PowerPoint, Word, Outlook Application & Interview Page 10 of 10

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