1.  JOB IDENTIFICATION

Job Title: TEC Programme & eHealth Project Officer
Reports to: Head of IT
Department: eHealth & IT
Band:
No of Job Holders: 1
Hours: 37.5

2. JOB PURPOSE

The TEC Programme & eHealth Project Officer will provide project management support for a range of projects identified as part of the overall eHealth plan and TEC programme.
As part of the project team, to be involved in the design and development of project outputs - including the development of new services and new ways of working, which will impact across NHS Western Isles and within Partner organisations within the Western Isles, to support
eHealth developments within NHS Western Isles, and in collaboration with other organisations locally and nationally.
3. DIMENSIONS
To work with the project manager to design, develop, pilot and support the implementation of project outputs identified by the eHealth Programmes Board and related bodies.
To be responsible for the development and monitoring of project plans for own areas of responsibility.
To monitor tasks and report against project deliverables for own areas of responsibility and to support the project manager to monitor and report progress of all project activity.
The project officer will work with staff from across NHS Western Isles and from organisations outwith the NHS both locally , e.g Lews Castle College, UHI, CnES, and national groups, to support and enable the development and delivery of project outputs.
Will be responsible for providing training on own projects and project outputs to service users and staff across the organisation.
There is no budgetary responsibility within the post, however the post holder will be expected to support monitoring of the project budget and ensure efficient working, within project budget.

4. ORGANISATIONAL POSITION

5. ROLE OF DEPARTMENT

The eHealth & IT Department supports and manages all eHealth infrastructure and activity for NHS Western Isles.
The eHealth team is responsible for implementing the eHealth agenda as set by the Scottish Government eHealth Directorate and locally. This includes implementation of IT systems and procedures to support these aims.
The broad eHealth objectives are to achieve the following through enhanced provision and use of technology:
1.  to maximize efficient working practices, minimize wasteful variation, bring about measurable savings and ensure value for money;
2.  to support people to communicate with NHS Scotland, manage their own health and wellbeing, and to become more active participants in the care and services they receive;
3.  to contribute to care integration and to support people with long term conditions;
4.  to enhance the availability of appropriate information for healthcare workers and the tools to use and communicate that information effectively to improve quality;
5.  to improve the safety of people taking medicines and their effective use;
6.  to provide clinical and other managers across the health and social care spectrum with the timely management information that they need to inform their decisions on service quality, performance and delivery;
7.  eHealth will promote and support innovation through the Health Innovation Partnerships and with its key suppliers, industry and the research community, including enabling opportunities for the small and medium enterprise (SME) sector.

6. MAIN TASKS, DUTIES AND RESPONSIBILITIES

The TEC Programme & eHealth Project Officer ’s main responsibility is to work with the Head of IT and other stakeholders to capture project outputs within defined quality, time and cost constraints. This will contribute to facilitating full realisation of the objectives described in the eHealth Strategy and Plan. This will include the production of plans, documents and reports throughout the life of the project. It will be necessary to ensure that all organisational procedures are adhered to.
The Project Officer will work with stakeholders from the eHPB and the wider NHS Western Isles organisation as well as organisations outwith the NHS, for example, Comhairle nan Eilean Siar (CnES), Lews Castle College, University of the Highland’s and Islands (UHI), and national bodies eg NHS24, NSS.
·  Work with NHS Western Isles staff and staff outwith the organisation, to support the design development and implementation of project outputs as identified in the overall eHealth plan and the TEC programme.
·  Will be expected to propose project changes to support the effective achievement of overall project aims and objectives.
·  Responsible for the development, implementation and monitoring of project plans for own areas of responsibility
·  To support project owners to monitor and report progress of all project activity.
·  To assist in the implementation of plans and identified tasks in relation to the overall eHealth plan and the TEC programme.
·  To support the implementation of products and services within the lifetime of the project.
·  Working with the Head of IT, eHealth project manager, EHPB, and other stakeholders to support a range of projects commissioned by eHPB.
·  To work collaboratively with the TEC programme, eHealth project owners, NHS Western Isles staff and other stakeholders to provide innovative approaches to technology developments
·  Identify and liaise with staff and organisations outwith NHS Western Isles to assist project owners in identifying potential solutions to business needs and problems.
·  Be an active part of the eHealth team, prepare papers, present at meetings and contribute as requested.
·  Responsible for maintaining and developing the project register in order to develop and implement procedures to ensure efficiency of eHealth programme administration.
·  The post holder will manage a ‘bring forward’ system ensuring the retrieval of information and/or feedback within pre-arranged deadlines.
·  The post holder will create reports for use by management and / or other appropriate stakeholders.
·  Support the development and implementation of effective communications methods to promote awareness and foster collaboration with the eHealth programme.
·  To develop and support effective communication with and involvement of key stakeholders at all levels of the NHS WI and individuals from other bodies.
·  To identify and manage risks within delegated projects.
·  To resolve issues as they arise and take corrective action, reporting back to the relevant project owner on action taken.
·  To work with project owners to keep projects on track and within agreed timescales
·  To undertake practical tasks and co-ordinate others as directed by the Head of IT.
·  To manage own workload, as well as assisting project owners in prioritising their work as appropriate to meet the needs of the project.
·  Post holder may at times require to travel, to support project team members at meetings and events.
·  While the foregoing list of duties forms the main responsibilities of the post, the post holder may also be required to undertake other duties from time to time as assigned by the Head of IT

7a. EQUIPMENT AND MACHINERY

PC
Printer
Telephone
Tablet
Smartphone
Photocopier
Video equipment
Shredder
Digital Projector
7b. SYSTEMS
Excel
The post holder will develop, maintain and input data into excel spreadsheets to monitor project and where appropriate, programme budgets. The post holder will provide reports to the line manager on the expenditure and ensure timely processing of all relevant invoices.
Access
Develop and maintain a ‘Bring forward’ system ensuring the retrieval of information and/or feedback within pre-arranged deadlines.
The post holder will use appropriate processing and purchasing systems as determined by organisation..
Project management systems
The post holder will be able to understand and use MS Project to support project planning and to produce reports as required.
MS Outlook,MS Word, MS Powerpoint
The post holder must be able to utilise MS Outlook for correspondence and diary management, MS Word for letters, mail merges and other correspondence..The creation of presentations using MS PowerPoint is required, with the post holder using the internet for research and be familiar with web-based applications.
The post holder will be able to organise conference calls, Video conference and webex when required.

8. ASSIGNMENT AND REVIEW OF WORK and DECISIONS AND JUDGEMENTS

Workload is generated mainly by the output from the eHealth Programmes Board and the eHealth Plan.
Overall areas of responsibility are assigned by Head of IT.
The post holder will be responsible for the development and monitoring of project plans, and the production of reports, for own areas of responsibility.
The post holder will have to work on their own initiative managing and prioritising workload.
The post holder will be expected to carry out work using his/her own discretion and initiative particularly in dealing with enquiries.
The post-holder identifies the main areas requiring attention on a day-to-day basis and prioritises work accordingly, using their initiative.
The post-holder continuously reviews his/her own work to ensure satisfactory standards are maintained. Work is appraised and reviewed by the Project Manager on an on-going basis.
The jobholder is expected to anticipate, and take the decision to resolve failures to meet project timescales etc, escalating problems as appropriate. Advice and guidance is available as required. The line manager (by nature of his/her role) is often out of the office and therefore the post holder is expected to work unsupervised.
The post holder is required to prioritise their own workload in order to meet project deadlines for delegated areas of responsibility.
9. COMMUNICATIONS AND RELATIONSHIPS
·  Internal
IT & Ehealth Department
eHealth Programme Board
Project owners and teams as identified by eHPB
·  External
TEC Programme
NHS24
Scottish Government eHealth Directorate
CNES
Atos Origin
Contact is made on a daily basis with all levels of user and departments within the organisation from chief executive downwards.
Horizontal communication with other members of the eHealth & IT department, particularly with regard to project work.
Frequent contact is made with third-parties (e.g. commercial suppliers) on implementation and installation of IT systems and any issues arising from this.
Complex eHealth issues must be communicated to non-technical managers such that they can understand the concepts, actions and outcomes.
Communication can be verbal, via email, face to face meetings either in person or using videoconferencing, by fax and by post.
Tact, diplomacy and sensitivity are required when communicating with all levels of user and departments.
Because of the systems administration rights we are required to have to enable us to carry out our work effectively we are frequently party to confidential (both clinical and non-clinical) information. We are required to keep any such information confidential and not to divulge it to third-parties.
Occasional contact with patients & public i.e. asking if they need help and giving directions if needed.
10. MOST CHALLENGING PARTS OF THE JOB
Managing the varied and diverse workload and ensuring the provision of a high quality, confidential support service.
Being able to prioritise workload to meet deadlines in a changing environment without the requirement for direct supervision.
Communications and building mutually beneficial relationships with a variety of people at different levels.
11. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
PHYSICAL EFFORT
Daily requirement for sitting/inputting/working at workstation for substantial periods of time 3-4 hrs with appropriate VDU breaks.
MENTAL EFFORT
The ability to think on one’s feet and offer support, either by email, face to face or telephone to a range of stakeholders on a host of project and programme queries and issues. There is a need for periods of concentration for meeting and workshop transcriptions. This is sometimes very difficult due to frequent and unpredictable interruptions such as handling stakeholder calls and general team support requests. The location of some meetings may require travel and time spent away from home.
The generation and inputting of data into the various databases and information management systems requires absolute accuracy and attention to detail.
Unpredictable activities e.g. handling ad-hoc support requests from a wide range of people involved in the projects and programmes requires the ability to multi-task and give quick response to a wide range of contact groups.
EMOTIONAL EFFORT
Exposure to distressing or emotional circumstances is rare. However due to the nature and demands of the project, the jobholder may find that at certain times demands placed on them within tight timescales could cause a degree of pressure.
Keyboard skills, speed and accuracy are essential
Good communication and interpersonal skills
Ability to manage and prioritise workloads
12. JOB DESCRIPTION AGREEMENT
I agree that the above Job Description is an accurate reflection of my duties and responsibilities at the date of signing.
Job Holder’s Signature:
Manager’s Signature: / Date:
Date:

Person Specification

Job Title: TEC Programme and eHealth Project Support Officer

Department: Human Resources

PERSON SPECIFICATION

Factor / Essential / Desirable
Qualification & Training / ·  Educated to HND or equivalent portfolio of knowledge and skills / ·  Project management qualification
Experience / ·  Experience within a Project Office environment
·  Experience of facilitating groups
·  Experience of developing new ways of working, including the development of products and services to support organisational change.
·  Understanding of a complex Healthcare environment. / ·  Previous NHS experience
·  Knowledge of NHS Western Isles.
Knowledge / ·  Knowledge of Microsoft office
·  Knowledge of Project Management methodology / ·  Knowledge of MS Project
Skills / ·  Excellent communication skills – written and oral
·  Able to influence and negotiate with people at all levels
·  Creative and innovative.
·  Solutions focused approach to work.
·  Accuracy and attention to detail
·  Ability to prioritise a varied workload and manage frequent interruptions
·  Ability to work under pressure to tight deadlines
·  Ability to work on own initiative
·  Organised and methodical
·  Ability to work effectively as part of a team
·  Customer service skills
·  Attention to detail / ·  Presentation skills