Contents

Section

Section 1: Introduction to Appointment

Section 2: Person Specification

Section 3: Job Description

Section 4: NHS Lothian Values

Section 5: General Information for Candidates

Section 6: Working in Edinburgh and the Lothians

Section 7: Workplace Equality Monitoring

Section 8: Equal Opportunities Policy Statement

Section 9: Code of Conduct for Healthcare Support Workers

Section 1: Introduction to Appointment

Reference Number: NHSL/2019/0016

Job Title: Logistics Supervisor

Grade: Band 3

Location: Royal Infirmary of Edinburgh

Contract Duration: Fixed Term – 6 Months

Hours: 37.5 per week

Closing Date: 5th February 2019

Salary Scale: £18, 292 - £21,349 per annum

Apply on-line www.jobs.scot.nhs.uk

Please note – the e-mail address you provide on the application form will be used as the primary route of communication for any further correspondence relating to this vacancy so please check your TRASH and SPAM folders. By providing your email address, you are consenting to receive correspondence relating to the recruitment process by email. Furthermore, during the course of the whole recruitment process from application to final offer NHS Lothian may need to contact you using the phone number (land or mobile) you have provided. Below are some examples:

by text message prior to a scheduled interview date if no confirmation of attendance has been received by email

if an invalid email address has been provided in relation to finalising any offer, if an email has been unsuccessful.

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.

NHS LOTHIAN

Post: Logistics Supervisor

PERSON SPECIFICATION

In order to be shortlisted you must demonstrate you meet all the essential criteria and as much of the desirable as possible. When a large volume of applications are received for a vacancy and most applicants meet the essential criteria then the desirable criteria is used to produce the shortlist.

Criteria

Essential

Desirable

How

assessed

Personal Traits

Reliable

Self motivated

Professional attitude

Professional / smart appearance

Calm and patient disposition

High standard of personal hygiene

Care, compassion and friendly

Polite and courteous

Confidential

Openness and honesty

Good record of attendance

Respectful of diversity

Flexible attitude towards hours of work

A / I

Qualifications and Training

IT skills

Customer care

Working knowledge of Word, Excel, Outlook

Manual handling

Health & Safety

SVQ3

Supervision

A / I

Experience and Knowledge

An understanding and commitment to customer care

Portering experience in a similar environment

Experience of working and dealing with the public in person

Knowledge of the importance of confidentiality

Supervisory experience

Infection control awareness

Health and safety in particular manual handling and traffic management

A / I

Section 2: Person Specification

Skills and/or Abilities

Articulate - clear communication and numeracy skills, both verbal and written.

Must be able to respond to challenges in the day to day working in a hospital environment

Understanding of good customer service

Ability to organise tasks in a practical and efficient manner

Ability to motivate individuals

Ability to work alone or as part of a team.

Industrious nature and shows an enthusiasm and commitment to achieving high standards of work

Willing to learn and take active part in job training and development

Good level of fitness to meet the physical demands of the post

A / I

I

Specific Job Requirements

Shift working providing 24/7 cover

Working both inside and outside in all weather conditions – rooftop helipad

Working at height - rooftop helipad

Working in a physically demanding environment

Annual fitness for role assessment

Successful completion and refresher of Helipad Response training

A / I

Key – how assessed

A = Application form I = Interview

C = Copies of certificates T= Test or exercise

P = Presentation R = References

1. JOB IDENTIFICATION

Job Title: Logistics Supervisor Responsible to: Assistant Logistics Manager Department(s): Soft FM Directorate: Facilities Operating Division: Job Reference: L-FAC-SFM-SHO No of Job Holders: 10 Last Update: 24 February 2016

2. JOB PURPOSE

To provide security, protection and safety of all persons interacting in the delivery of patient care, similarly security must safeguard public and private assets against theft, fraud and disruption, which could be detrimental to the service.

To provide an immediate and efficient response to any helipad related duties and emergencies awareness of safety accountabilities and duties of the position whilst providing and effective helipad operation.

3. DIMENSIONS

The Security team will provide a range of security, helipad and car parking duties for a 256 bedded hospital, with 10 theatres, 10 wards, children’s emergency department and various outpatient departments.

The service will operate 24/7.

As part of a wider team, the post holder will be required to provide helipad attendance and associated duties for approximately 400 landings per annum at the RHSC / DCN hospital.

The post is employed within NHS Lothian and there may be a requirement to work flexibly across sites to meet service demands.

Section 3: Job Description

4. ORGANISATIONAL POSITION

Administrative assistant

General Porter Porter Driver Security and Helipad Officer

Logistics Supervisor

Assistant Logistics Manager

Site Manager

5. ROLE OF DEPARTMENT

The Facilities Directorate is responsible for the provision of facilities services across NHS Lothian, providing support to clinical and corporate services. The key operational functions are Estates, Catering, Domestics, Portering, Transport, Supply Chain, Waste, Security, Traffic Management, Linen and Laundry, Helipad and Contract Management including PFI properties. The directorate also has significant influence over the Board’s capital priorities and is responsible for projects below a £5m threshold.

6. KEY RESULT AREAS

This is a key role to support the provision of healthcare services and will require the post holder to undertake some or all of the following key result areas depending on the needs of the service and their location. 1. Security patrols checking all areas within hospital buildings and external areas. Provide written

reports and statements of breaches in security to management and police.

2. Custodian of lost property.

3. Respond to fire alerts with master keys to assist fire officers in search of premises. 4. Issue and record staff identity badges. Monitor all intruder alarm systems and door access

controls. Prevent unauthorised personnel entering the hospital premises (this duty may include enforcing a partial or total lockdown of the hospital). Monitor CCTV and video recording systems and utilise digital technology to capture breaches of security – security use this evidence to share with internal and external authorities.

5. Operate car park control, monitoring system and help desk. Maintain and update, annually, access

to car parks.

6. Take responsibility when rostered to be designated fire lead for the Helipad Response Team, when they will ensure accurate administration and log keeping of helipad landings, maintenance requirements etc on helipad. Liaise with ED co-ordinator and communicate to team any changes in ETA.

7. Provide an immediate response to prepare the helipad on notification of a helicopter arrival.

8. Undertake daily check of helipad, including fire fighting and helipad equipment, PPE, lighting and

access.

9. Clear ice, snow, spillages and any debris from the helipad as required, ensuring helipad is operational and prepared for landing.

10. Transport patients to and from the helipad as required under clinical supervision, using the

equipment provided.

11. On departure ensure helipad is returned to operational readiness with all equipment stowed as appropriate.

12. Ensure competence in the operation of all helicopter and helipad associated equipment.

13. Postholder will be trained and competent to issue first aid.

14. Comply with and contribute to the risk assessments for the tasks and areas associated with the role. Report any health and safety incidents or near misses and ensure that they are recorded appropriately. Attend appropriate training and toolbox talks. Report issues to relevant department, e.g. Estates. Effectively operate all required equipment and PPE and report and record any defects to line management.

15. Attend appropriate annual mandatory training courses for security and helipad.

16. Give assistance to patients, visitors and staff when required - this may involve exposure to violent,

aggressive and physical abuse. Restrain and control physically violent and aggressive patients, visitors and members of the public under nursing guidance. Assist service users in detection of missing patients.

17. Liaise with police on security issues. Attend court as witness to incidents on NHS Lothian property

to provide evidence and written reports.

18. Give assistance and directions to visitors, patients and staff as required.

19. Petty cash escort with departmental staff.

N.B. The above list is indicative of the duties carried out but is not exhaustive.

7a. EQUIPMENT AND MACHINERY

The following are examples of equipment that may be required to be used to undertake the role:

1. PC, printer and scanner

2. ID badge equipment, PC, camera and printer

3. Two way radio, bleep, telephone system

4. CCTV including personal CCTV

5. Alarms including panic, intruder, fire, intruder, equipment, etc

6. Helipad equipment such as adjustable wrench, large rescue ave, bolt cutters, crowbar. grab hook, heavy duty hacksaw, fire resistant blanket and fire extinguishing systems, 3 metre ladder, life line, side cutting pliers, screwdrivers, power / general saw, landing lights, helicopter securing device

7. PPE

8. Breathing apparatus

9. Patient transfer equipment - trolley

10. First aid kit and pocket mask

Note: new equipment may be introduced as technology develops, however training will be provided.

7b. SYSTEMS

The following are examples of systems that may be required to be used to undertake the role:

1. Maintaining manual records of tasks carried out.

2. Administration of database for staff ID, access control, and car parking systems.

3. CCTV monitoring and recording system, including personal CCTV.

4. Health and safety incident reporting and risk assessment systems.

5. Helipad management system, including helicopter landing log.

8. ASSIGNMENT AND REVIEW OF WORK

The post holder will work unsupervised with a degree of autonomy on a daily basis although a Supervisor / Manager will be available for advice and support. The post holder will have the ability to use their own initiative and prioritise work in accordance with NHS Lothian policies and current departmental procedures. Routine and ad hoc security tasks will be allocated by managers although the post holder will receive work through a variety of mediums including email, bleep, two way radios etc. A review of work is carried out on an ongoing basis with a formal review and personal development plan completed annually in line with NHS Lothian policy.

9. DECISIONS AND JUDGEMENTS

Post holder is part of a team providing a 24/7 service. They are expected to have the ability to work unsupervised and have the ability to make informed decisions using his/her initiative whilst adhering to local established policies and procedures. Decisions and judgements may include the following:

1. Fault resolution, including taking action to minimise impact on service users and contacting on call personnel, contractors as appropriate

2. On the spot decision on how to handle delicate incidents 3. Incident reporting and investigation 4. Responding to urgent and emergency requests without referring to a manager 5. Authorising entry to hospital buildings out of hours 6. Assessing appropriate actions to be taken when confronted with violent and aggressive behaviour 7. Assess if police involvement is required at incidents 8. Assessing whether the helipad is safe to be operational in line with procedures

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

There are a number of challenges within this role, including but not limited to the following:

1. Dealing with difficult customers including verbal and/or physical aggression from patients, relatives and staff

2. Responding to emergencies such as fire alerts

3. Responding to helicopter arrivals whilst maintaining the provision of security / car parking services

4. Dealing with the expectations of service users

11. COMMUNICATIONS AND RELATIONSHIPS

The postholder will be required to communicate with all levels of NHS staff, volunteers, patients,

relatives, partnership representatives, visitors, suppliers, contractors and police in relation to security and

helipad services.

Communication ranges from face to face discussions, including attending court as a witness, liaising with

police, fire services, use of tact and persuasion skills to de-escalate potential volatile situations;

telephone conversations and written communication relating to security breaches to management and

the police, completing datix and general correspondence, such as replying to emails.

1. 12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB

PHYSICAL DEMANDS & SKILLS

Manual dexterity for manipulating trolleys, operating equipment for the safe arrival and departure of a

helicopter. Immediate response to emergency requests and helicopter arrivals. Occasional physical

restraining of persons, possible risk of personal injury.

MENTAL DEMANDS Concentration required when recording information for daily helipad duties; documenting security

incidents; monitoring CCTV cameras; during arrivals and departures from the helipad. The post holder

may be interrupted at any time to deal with immediate / emergency responses.

EMOTIONAL DEMANDS Daily exposure to challenging and unpredictable behaviour from patients and / or visitors, including verbal and physical aggression during the course of security and car parking duties. Working in areas where patients are ill and potentially traumatic situations. ENVIRONMENTAL DEMANDS Daily exposure to dirt, dust, smells. Exposure to all weather conditions whilst undertaking outside duties, car parking, helicopter arrivals/ departures and security. Working at height on helipad.

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

Minimum requirement:

1. Previous experience in security or similar role. 2. Good communication skills, both verbal and written 3. Good customer care and interpersonal skills

The postholder will be expected to gain an understanding of a range of work procedures gained through induction, on the job and formal training, over a twelve week period, including but not limited to the following:

1. Knowledge of NHS Lothian work procedures, policies and practices for provision of a security service.

1. Successful completion of Rescue and Fire Fighting Service (RFFS) training – delivered by accredited body e.g. Civil Aviation Authority (CAA), with annual refresher (essential for the role)

2. Violence and Aggression training to level 3 – control and restraint (essential for the role) 3. First Aid at Work (essential for the role) 4. Basic knowledge of Scottish law relating to the role. 5. Basic knowledge of data protection act. 6. Completed induction training including fire training, moving and handling. 7. Ability to work under pressure, whilst remaining calm.

8. Knowledge of computerised systems used by NHS Lothian, training available.

14. 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:

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: www.careers.nhslothian.scot.nhs.uk

Section 5: General Information for Candidates

Data Protection Act During the course of our activities we will collect, store and process personal information about our prospective, current and former staff. The law determines how organisations can use personal information. For further information on the type of data that is handled, what the purpose is of processing the data and where and why we share data, please see the NHS Lothian Staff Privacy Notice, found at https://www.nhslothian.scot.nhs.uk/YourRights/DataProtection/Pages/StaffPrivacyNotice.aspx. For the purposes of this privacy notice, 'staff' includes applicants, employees, workers (including agency, casual and contracted staff), volunteers, trainees and those carrying out work experience. 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: www.audit-scotland.gov.uk/ 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. Changes to Disclosure and Rehabilitation Regime In September 2015 the Scottish Government made changes about what conviction information needs to be disclosed. The rules are complicated, so it is important you read the guidance below as part of making your application.

NHS Scotland is exempt from the 1974 Rehabilitation of Offenders Act (Exclusions & Exceptions) (Scotland) Order 2003. As part of any offer of employment candidates will be subject to one of the following:

For posts in regulated work – Protection of Vulnerable Groups Scheme membership

For all other posts which are subject to a criminal conviction record check – A Police Act check

For posts not subject to a criminal conviction record check – A self-declaration

For further information please visit our careers site: http://careers.nhslothian.scot.nhs.uk/HelpAndAdvice/Recruitmentofpeoplewithconvictions/FAQsdisclosurescotlandandselfassessmentform/Pages/default.aspx

Disclosure Scotland Where a Police Act 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 on our careers webpage: http://careers.nhslothian.scot.nhs.uk/HelpAndAdvice/Recruitmentofpeoplewithconvictions/Pages/default.aspx

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: www.gov.uk/government/organisations/uk-visas-and-immigration or visit our Careers website: www.careers.nhslothian.scot.nhs.uk/pathwaysintoemployment/OverseasWorkers/Pages/default.aspx 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: www.msg.scot.nhs.uk/pay/agenda-for-change

Travel Expenses 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: www.careers.nhslothian.scot.nhs.uk/HelpAndAdvice/ApplyingForPosts/Pages/default.aspx

NHS Staff Benefits As a staff member in NHS Lothian, you will have access to a wide variety of offers and discounts from local and national businesses. For more information and to view these discounts, visit www.nhsstaffbenefits.co.uk - new offers are added on a weekly basis.

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 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: www.careers.nhslothian.scot.nhs.uk/AboutNHSLothian/Location/RelocatingToLothian/Pages/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

Section 6: Working in Edinburgh and the Lothians

and used to help us to understand the make-up of our workforce which will enable us to make comparisons locally, regionally and nationally.

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: www.careers.nhslothian.scot.nhs.uk/AboutNHSLothian/EqualOpportunities/Pages/default.aspx

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: www.gov.scot/resource/doc/288853/0088360.pdf

Section 8: Equal Opportunities Policy Statement

Section 9: Code of Conduct for Healthcare Support Workers