Candidate Information Pack

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1 Candidate Information Pack The Application Process Guidance for Completion of Application Form About NHS Greater Glasgow and Clyde NHS Scotland Summary Terms and Conditions for this position Job Description and Person Specification (please retain a copy)

2 THE APPLICATION PROCESS Please ensure you read the Job Description and Person Specification along with the guidance notes on Completing Your Application Form thoroughly. Shortlisting an application for interview is based on its content therefore it is in your best interests to ensure you submit a fully and appropriately completed Application. You can find answer to frequently asked questions on the application process on our website. Click this Link You will receive confirmation that your application submission has been received when you submit you re On Line Application form. When we begin to process your application you will receive an from NHS Greater Glasgow and Clyde (NHSGGC) confirming receipt. If you have not received a confirmation within 3 days working days from the closing date please contact us on We regret due to the volume of applications NHS GGC receives we are unable to write to applicants who are not successfully shortlisted for interview. Accordingly if you have not received an invitation for interview within 6 weeks of the closing date please assume on this occasion you have been unsuccessful. We hope this will not deter you from applying again. We will use a number of methods of communication to advise you of each stage of the recruitment process this includes , letter, SMS text, or phone. It is essential that you regularly check your s and your phone to see if we have been in contact with you to update you on the progress of your application. Please ensure your account does not treat NHSGGC s as spam by resetting your spam filter. Use the help function in your account or Click Here for instructions on how to do this. Please ensure you retain a copy of the job description and person specification for the post you are applying for you will need this to help you prepare if you are selected for interview. Please retain details of the Job Reference Number you will need this if contacting the NHS GGC Recruitment Team. Should you require further information or assistance in relation to your application please visit or your enquiry to Please state clearly the Job Title and Job Reference Number for the post. What happens to my application? - After the post closes, all applications received will be passed to the recruiting manager / appointments panel who will assess each application against the criteria and person specification specified in the job description and decide who to select for interview. This part of the process is known as shortlisting.

3 GUIDANCE FOR COMPLETING YOUR APPLICATION FORM Completion of the application form is the first stage in the recruitment process, and if you are successful, will form the basis of your employment record. Complete and accurate information is essential. Please note: If you knowingly withhold or provide false or misleading information, this may result in your application being rejected, or if appointed, may result in dismissal from your post Your Application form plays a vital role in the recruitment and selection process.the information you provide us with in your form will be used to decide whether you are shortlisted to attend an interview. Only those applicants who can clearly demonstrate in their application form how they meet the minimum essential requirements for the post as specified in the job description and person specification will be considered for interview selection. Applicants should read the candidate information pack and job description for the post prior to completing the online application form. When completing the online application form applicants should read the instructions in each section and note the following: o On all pages - the application form has a time out therefore you should click on the "Save" button as you go through the form or copy and paste from another document, to avoid losing content. o On all pages - Please do not use any symbols eg,#, & when completing your application form for addresses o On page 4 - Role Purpose/Summary of Responsibilities is limited to limit of 1000 characters including spacing, circa 10 lines. Text over-running this limit will be cut off. o On Page 5 - Supporting Statement should be NO LONGER than 1 x A4 page - circa 50 Lines. If limit is exceeded, Text in the Supporting Statement will be cut off. It is recommended that you complete all relevant sections of the application form. It does not matter how long ago your last employment was, if you have an employment history please list it. If you have not previously been employed please use the Present or Most Recent Post section to detail what you have been doing: Full time Student/Parent/Carer. Please note that you can list unpaid work including work placements and volunteer work in your employment history. We do not accept Curriculum Vitaes (CV) unless a CV has been requested as part of the the recruitment process. By completing an application for this post you give your consent to pre employment checks, including reference checks, to be initiated once your formal conditional offer of employment is made to you. Click Here for more information.

4 Completion of the Application form Parts A, B and C The Job Description provides information about the main duties and responsibilities of the post being advertised. It also describes the purpose of the post. Please ensure that your application form clearly demonstrates how your skills/knowledge/experience can be utilised in the role. The Job Description and Person Specification also specify the requirements or criteria (knowledge, skills, experience, abilities and qualifications) that are essential or desirable to perform the duties outlined. Please ensure in your application that you demonstrate how you meet the minimum essential criteria and where applicable, the desirable criteria for the role. Certain posts in NHS Scotland are exempt from the 1974 Rehabilitation of Offenders Act (Exclusions & Exceptions) (Scotland) Order Click Here for more information. If the advertisement for this position has declared that we require a Disclosure Scotland PVG Scheme Membership/Disclosure Scotland Check, you must declare any previous convictions, classed as either spent or unspent, including criminal convictions received outside the United Kingdom. The Asylum & Immigration Act 1996 states that it is a criminal offence to employ a person who is not entitled to work in the United Kingdom (UK). As a consequence, before NHS GGC offers employment, the prospective employee must provide evidence, that he/she is entitled to work in the UK. All applicants regardless of nationality will be asked to provide evidence of eligibility to live and work in the UK. NHS Scotland operates a Job Interview Guarantee Scheme for disabled applicants. Candidates who have declared a disability and who meet the minimum essential criteria outlined within the job description/person specification will be guaranteed an interview. You must provide full and complete employment references including a work address (personal address for employment references may not be acceptable) covering a minimum period of the last three years. Employment referees should be listed in chronological order that is the most recent first. If you have had more than two employers in the last three years we will require additional references. Character referees should only be used in the event that you cannot provide two employer references covering the last three years. Any gaps in employment history must be detailed within your supporting statement and will be explored carefully with you at interview. If you have an employment history of less than three years, you should provide full details of an academic referee or other person who is not a friend, is not related to you or involved in any financial arrangement with you to provide a personal reference. If you have had no previous employment or have been self-employed you should provide details of two personal referees as outlined above and where applicable evidence to confirm your status (e.g. letter from Job Centre Plus, Academic Record or evidence from HM Customs and Revenue) if you are selected for interview. Statement in Support of Application This section is one of the most important in the application form as the information that is provided here will be evaluated and used to decide if you are invited to attend interview. This section gives you the opportunity to describe and demonstrate the particular qualifications, skills, abilities, knowledge and relevant experience and other qualities that make you a good candidate for the post.

5 Completing Part D Equal Opportunities Questionnaire This part of the form is optional and the information you provide in this section forms no part of the selection process. It is treated in confidence and only Recruitment or Human Resources staff can access for the purpose of recording and compliance monitoring to ensure our workforce is balanced and represents the best candidates from all parts of society regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity status, race, religion or belief, sex, sexual orientation and/or socio-economic status. DATA PROTECTION ACT 1998 ~ TREATMENT OF INFORMATION PROVIDED ON APPLICATION FORMS The information you provide on your application will be treated in confidence. Only those NHS GGC staff involved in the selection process and processing your application will see your application form. If you are the successful applicant your application form will be retained and used to create your employee record file. Your application form will be held for 12 months, from the date of your application, within the NHSGGC recruitment system, after which period it will be deleted from the system. When you create your Online Application Account it is hosted on the NHS Scotland Web Server and NHSGGC staff have no access to this account. You account remains active for a maximum period of 90 days. This means that in order to keep your application form live on the online system you will need to log into your account at least once every 90 days. If you do not, the application information held in your account will be deleted and you will need to complete a new application form the next time you wish to apply for a post.

6 WORKING FOR NHS GREATER GLASGOW AND CLYDE About us NHS Greater Glasgow and Clyde (NHSGGC) is the largest health board and provider of healthcare in Scotland and one of the largest health care providers in the UK. NHS Greater Glasgow and Clyde s purpose is to: Deliver effective and high quality health services, to act to improve the health of our population and to do everything we can to address the wider social determinants of health which cause health inequalities. The Board works in close partnership with other NHS organisations, local authorities and other agencies including the third sector to ensure that social work, education, housing, employment and environmental services unite effectively and efficiently with the NHS in tackling inequalities and underlying health problems in local communities. The future shape of health and social care provision is changing with the move to establish new statutory Partnerships between NHS and Local Authorities, responsible for the planning and delivery of Health and Social care for local populations. This requires the development of very different relationships between primary care, mental health services, community and acute services. NHS GGC serves a population of 1.2 million (over 1/5 th services provided by 40,000 staff (head count). of the population of Scotland) with The geographical area covered includes: Glasgow City, West Dunbartonshire, Inverclyde, Renfrewshire, East Renfrewshire, East Dunbartonshire, and North Glasgow (Stepps- Moodiesburn corridor). Our Services NHS Greater Glasgow and Clyde provides a full range of Secondary and Tertiary Clinical services, Primary Care, Mental Health and Community services included in which are a number of world-class specialist services. Find out more about NHS Greater Glasgow and Clyde at If you want to know more about the NHS in Scotland then please visit More About Our Services If you are successful in you application to join us you will be working within one of our Acute, Primary and Community Care Services. These services are in turn supported by a range of Corporate Service functions including Administration, Health Information and Technology, Finance, Human Resources, Public Health, Corporate Planning, Facilities and Estates. Click Here to find out more about our Community Services Click Here to find out more about our Mental Health Services Click here to find out more about the services in your area Find out more about NHS Greater Glasgow and Clyde at NHS Greater Glasgow and Clyde Employee Benefits We offer all our staff excellent benefits including;

7 NHS Superannuation pension scheme, Child Care Vouchers, Bursaries to support education and training, Interest free loans to purchase Zonecards for trains, buses, underground and some ferries Cycle to work Interest free Loans to purchase bicycles and equipment For more information on the benefits available to NHS Staff visit

8 NHS GREATER GLASGOW AND CLYDE SUMMARY OF TERMS AND CONDITIONS The terms and conditions of service are those approved and amended from time to time by the National Agenda for Change Terms and Conditions Agreement. Job Title: Job Reference Number: Closing Date: Vacancy Enquires To: Admin Assistant Please ensure you quote the following reference number on your application form and retain it for future reference: G This post closes on 27/11/2015 applications received after that date may not be processed. For questions specific to the role (working pattern, duties etc) contact; Kirsty Gilliland AFCBand/Grade : Band 2 Salary: to per annum (pro rata where applicable) Please note that candidates new to the NHS should expect to start at the entry point of the payscale shown. Click Here for more information Hours: Base: Kirkintilloch Health and Care Centre Contract Type: Permanent Annual Leave: Superannuation: Confirmation of Eligibility to work in the United Kingdom: Criminal Records Checking Statutory Registration and Professional Membership : Healthcare Support Workers Smoke Free Policy: Equal Opportunities: The basic annual leave entitlement in a full year commencing 1st April to 31st March is 27 Days on appointment rising to 29 Days after five years and 33 Days after 10 years. Leave entiltlement is pro rata where applicable. All employees are automatically enrolled it the NHS Superannuation Scheme. Click Here for more information NHSGGC has a legal obligation to ensure that all it s employees, are legally entitled to work in the United Kingdom. ALL APPLICANTS are required to confirm their right to work in the UK in their application form If the advertisement for the post specified a requirement for PVG Scheme membership or a Disclosure Scotland Check you must provide details of any criminal convictions spent and unspent including convictions from overseas in your application form. This information is NOT made available to hiring managers unless you are selected for interview. Jobs that require the post holder to have statutory registration or professional membership will state this within the advertisement or job description. If required please provide complete and accurate details. The detail you provide will be confirmed with the relevant regulatory/professional body. All NHS Scotland postholders 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 new NHS Scotland Mandatory Induction Standards and Code of Conduct for Healthcare Support Workers. Click here for more information NHS Greater and Clyde operates a Smoke Free Policy on all premises and grounds. Click Here for more information NHS Greater Glasgow and Clyde is as an equal opportunities employer. Click Here for more information

9 NHS GREATER GLASGOW JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Admin Assistant Responsible to : CHP Administrator 2. JOB PURPOSE The post holder will ensure that an effective and efficient communication service is delivered to all users of the service. This will include reception duties, data input, record management and general typing. 3. ROLE OF DEPARTMENT The post holder will be part of the Administrative & Clerical Team within the Mental Health Team, working directly with the multi-disciplinary/multi-agency team to support the service. The post holder will be required to communicate with all users of the service. It is essential that the post holder has excellent communication skills with the ability to relate to a wide range of personalities.

10 4. ORGANISATIONAL POSITION CHP Administrator Medical Secretary Team Medical Secretary PA/Medical Secretary Team Secretary Appointments Officer Receptionist / Team Secretary Admin Assistant (this role) Receptionist / Clerical Officer Receptionist \\ntserver5\generaldb\recruitmentdb\job FILES\40000 upwards\40233g\40233g.doc 10

11 5. SCOPE AND RANGE The post holder will be line managed by the CHP Administrator or equivalent. The post holder will provide a reception/administrative service within the Mental Health Team. The post holder is a member of the administration team, ensuring that the Organisations standards are met. As the first point of contact for the multi-disciplinary team, this is an important role which requires excellent communication and interpersonal skills, understanding their area of responsibility. Workload is generated by the clinical caseload and professional roles of the Multi-disciplinary team/multi-agency team. The postholder will have a Personal Development Plan. The postholder will work within clearly defined protocol and procedures adhering to Divisional policies e.g. Health & Safety, Data Protection and Confidentiality. After induction and on the job training the post holder will work on own initiative although guidance and assistance is available from line manager on a daily basis. The post holder may be required to participate in the induction of new staff members. 6. MAIN DUTIES/RESPONSIBILITIES To receive all users of the service both face to face and via the telephone in a polite and helpful way and to ensure they are dealt with appropriately and efficiently ensuring confidentiality at all times. Processing all new referrals, including entering / extracting information from Pims or appropriate system and requesting medical casenotes. Prepare for out-patient clinics, allocations and follow up actions where applicable. Filing/maintaining client s records in time with standards, including discharges from the service, and/or files from other NHS departments complying with the Data Protection Act. Inputing outpatient clinics on PiMS or equivalent system and the use of the system, training will be provided. Maintain diary and appointment systems where appropriate. Operate telephone systems efficiently and courteously. General typing as required. Responsible for organising room booking procedures and where appropriate arrange hospitality. Operation of all office systems and machinery (see Equipment & Machinery Section). Provide cross cover for Administration colleagues within the wider team at times of sickness/leave. Ordering stationery items via stores department as appropriate. To work flexible hours if called upon to maintain the efficiency of the service. Maintain mailing system as appropriate. Organise taxis as appropriate. Receive deliveries and supplies. Responsible for reporting faults. Undertake training as required. \\ntserver5\generaldb\recruitmentdb\job FILES\40000 upwards\40233g\40233g.doc 11

12 7a. EQUIPMENT & MACHINERY The post holder requires to be proficient in the operation of: Personal Computer i.e. Microsoft Office Packages Audio equipment Fax Machine Printer Photocopier Laminator Telephone Guillotine Binding Machine Shredding Machine 7b. SYSTEMS The post holder will require to obtain an understanding of: Orders/indents Pharaoh reporting Hotel Services ie. Porters/Domestic/Ground Maintenance/Catering Patient Information Management System (PIMS). Complaint s Filing System 8. DECISIONS AND JUDGEMENTS The post holder is line managed by the CHP Administrator. The post holder is expected to work on own initiative within the agreed parameters as discussed with their line manager. The post holder is expected to prioritise workload on a day to day basis. The post holder to demonstrate a degree of initiative when dealing with enquiries both face to face and by telephone. The post holder is expected to problem solve and make decisions in the absence of their line manager. The post holder is expected to operate within NHS Greater Glasgow & Clyde policies and procedures. \\ntserver5\generaldb\recruitmentdb\job FILES\40000 upwards\40233g\40233g.doc 12

13 9. COMMUNICATIONS AND RELATIONSHIPS The post holder is required to communicate with individuals who are both internal and external to the organisation. The post holder is required to receive information and to provide information which should be communicated line manager/and or the appropriate persons. The post holder should expect to communicate with: Internal Colleagues within the organisation. Senior Staff within the organisation. External Service Users / Carers / Relatives. Partners within local mental health network. Voluntary Organisations. Local Authority. Staff at Other NHS Establishments. General Public. 10. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB Physical There are no physical demands on the job in the traditional sense of operating heavy Machinery or moving equipment, although the post holder on a daily basis will be required to move and handle patient records and stationery items such as boxes of paper. The post holder requires to use a keyboard and VDU. Physical Demands A high percentage of work is computer based therefore sitting in a restricted position for this proportion of duties. Mental The potholder will be required to display a high degree of concentration when dealing with data or answering enquires while experiencing regular interruptions. At times the potholder will be required to meet deadlines. Emotional The post holder will be exposed to clinical information / bereaved relatives /required to convey information to staff, service users and carers which can at times be distressing? The post holder will be required to display a high degree of concentration when dealing with data or answering enquiries while experiencing regular interruptions, which can lead to the change of tasks. At times can be subject to aggressive/abusive behaviour. Environmental Exposure to a noisy environment. Exposure to variable temperatures. \\ntserver5\generaldb\recruitmentdb\job FILES\40000 upwards\40233g\40233g.doc 13

14 High use of VDU equipment. Subject to regular interruptions. 11. MOST CHALLENGING / DIFFICULT PARTS OF THE JOB Managing time effectively. Prioritising work to meet competing demands of the team. Required to work to a high degree of accuracy when inputting data or following up queries while experiencing regular interruptions. Dealing with distressed relatives and service users. At times can be subject to aggressive/abusive behaviour. 12. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Essential O Grade English or equivalent experience. Proficient in use of Microsoft Office Software including Microsoft Outlook. Experience of working in an administrative background. Good keyboard skills. Excellent interpersonal skills. Good planning and organisation skills. Excellent communication skills. Ability to work as part of a team. Ability to prioritise workload and exercise initiative. Flexibility. Desirable Experience of working within a NHS environment. Understanding of the function of the professions with the multi-disciplinary team. The post holder is 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 the post holder is expected at all times to be an exemplar of person centred care, embracing their Code of Conduct to a high standard as part of an integrated health professional team \\ntserver5\generaldb\recruitmentdb\job FILES\40000 upwards\40233g\40233g.doc 14

15 PERSON SPECIFICATION FORM Job Title:- Department:- Admin Assistant Admin & Clerical Qualifications Standard Grade English or equivelant Essential () x Desirable () Experience Experience in administration with a Mental Health Setting NHS experience Essential () Desirable () x x Behavioural Competencies Good written and verbal communication Ability to work on own initiative Essential () x x Desirable () Other Essential () Desirable () \\ntserver5\generaldb\recruitmentdb\job FILES\40000 upwards\40233g\40233g.doc 15

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