LiveF029

COMMUNICATIONS MANAGER

GLASGOW/EDINBURGH/LARKHALL

BAND 7: £31,072 - £40,964

Permanent

Glasgow/Edinburgh/Larkhall

We are seeking a Communications Manager to join our Corporate and Clinical Affairs Communications Team. This is an excellent opportunity to join a new and developing communication function within NHS National Services Scotland.

The successful candidate will have a varied and challenging role on a day to day basis. Working closely with the Corporate and Clinical Affairs Team, you will shape and communicate messages about the work of NSS both within the NHS and to wider audiences in Scotland and across a range of media. You will be expected to deliver to tight deadlines and have the ability to work well under pressure.

You should be a talented individual with experience, credibility and people skills to work at a senior level across all stakeholder groups.

We are looking for a proven relationship builder to champion communications across the organisation and who is reliable and enthusiastic.

Our benefits package includes final salary pension scheme, comprehensive range of work life balance policies, occupational health services, learning resource centres and discounted leisure, financial and shopping benefits.

The successful candidate(s) must comply with the Mandatory Induction Standards and with the Code of Conduct for Healthcare Support Workers.
For an application pack please complete the online application form on the SHOW website Ref G27932
Further information on NSS is available from:
Closing date for completed applications 27th January 2015.

National Services Scotland

JOB DESCRIPTION

1. JOB DETAILS
Job Title: / Communications Manager
Immediate Senior Officer/Line Manager: / Head of NSS Communications
Department(s):
SBU: / Corporate and Clinical Affairs
Job Reference:
2. JOB PURPOSE
Working as part of a team, the postholder will provide highly developed specialist communications knowledge and support to the SBU working primarily in direct support of the SBU Director and Senior Management Team. They will work to build awareness and influence amongst key stakeholders (including the media, NHSScotland, public sector specialists and the public ensuring that communication outputs are effective, accessible, accurate and timely. It is imperative that the postholder ensures that the communication needs of all audiences are met by providing consistent information and messages that are tailored and targeted appropriately.
The postholder will also manage the development of communication projects and will thereafter evaluate the communication deliverables.
3. DIMENSIONS
The post holder is responsible for the provision of a comprehensive range of internal and external communications utilising a range of communication methods and channels
The post holder will be directly involved with all staff members within the SBU and indirectly with the public, in particular through the media.
The postholder will commission goods and services and manage a range of professionals, including copywriters, designers, publicity and design and print agencies, media, photographers and event management consultants.
The post holder will have responsibility for the effective management of project work and financial budgets of these agencies or individuals across a wide range of disciplines to ensure compliance with audit procedures and the achievement of corporate objectives, ensuring that best value and best use of resources is secured.
The post has a significant impact across the SBU and, as such, the post holder must have the capacity to influence and persuade the management and staff within the SBU.
Customers include: NSS SBUs, NSS Business Support Functions, Scottish Government Health Directorates, NHS Boards (and other NHS Organisations), Local Authorities, Public Sector Organisations; other partner organisations, the public, Universities, commercial organisations, research bodies and counterparts in other UK countries.
For new projects, a level of workforce flexibility will be required and it is expected that staff from within thecommunication function work jointly in short life teams, as necessary. The post-holder must manage the conflicting demands that this entails, negotiating and influencing and persuading customers in terms of timescales and deadlines for new projects, e.g. ASSP.
The Head of Communications has a delegated responsibility for a total budget of £1m with the SBU Communication partners contributing to this spend.
4. ORGANISATION CHART
Head of Communications

Communications Business Partner

5. ROLE OF THE DEPARTMENT
NSS provides a diverse range of health, care and support functions for the NHS in Scotland.
Corporate/Clinical Affairs in National Services Scotland is part of NHS Scotland. CCA aims to lead and drive improved Health and Financial Impact across NSS through the provision of strategic leadership, professional advice, governance engagement and involvement. CCA under the direction for the Executive Medical Director and the Executive Director of Nursing, Strategy and Planning covers the following:
Professional and Clinical Leadership for medical, dental, pharmacy and healthcare scientists, Quality Improvement, Governance, Risk management, Professional development, service improvement, research development and innovation, and strategic and change management. Risk and regulatory compliance, Corporate affairs and identity, public participation and identity, corporate communications, Planning, performance and service delivery, customer engagement and marketing.
The role of the Communications function is to manage and provide professional communications, advice and expertise and continually develop and implement and review communications strategies for all external and internal communications.
The role of the SBU Communications Business Partner is to be responsible for the development, management and delivery of the SBU communication strategies and provide expert advice to SBU management teams.
The SBUs work in partnership with a wide range of organisations – NHSScotland Health Boards, Community Health Partnerships, Local Authorities, Scottish Government and Social Care Directorates, other UK Health and Government agencies, and major product and service providers operating in the Scottish public sector.
6. KEY RESULT AREAS
  • As the professional communication specialist, the post holder is responsible for the development of not only structured communication plans and strategies in relation to specific issues/programmes, but to identify the need to develop and implement communication strategies and introduce procedures and practices that will ensure a common approach and standard across the SBU and the wider NSS.
  • Work with Head of Communications to lead the development of the communication function within NSS, promoting high professional standards, sharing good practice, maximising efficiencies and creating a cohesive corporate communications team that supports the strategic plans of NSS.
  • Contribute to SBU management, via Senior Management Team Meetings, to monitor current work within the SBU and reassess priorities as required. Develop mechanisms to measure the effectiveness of communication activities and in analysing these, identify service improvements
  • Deliver the communication service catalogue in line with the Communication Service Level Agreements and overall service delivery plan for the assigned customer.
  • Develop and maintain a positive proactive relationship with key external stakeholders, including key health journalists within television, radio and national press; and with government departments, by contributing to the building of the organisation’s reputation for openness and responsiveness. As such, the postholder must be able to understand key or sensitive issues; provide and receive contentious/high profile, highly complex information where there are often barriers to understanding and translate this into layman’s terms for the media, patients and the public.
  • Produce Issue Management Statements from design, layout to printing, ensuring efficient distribution in order that the appropriate individuals/bodies have up-to-date information. This involves working very closely with the Scottish Government Health Department to ensure consistency of key messages and ‘lines to take’.
  • Monitor daily news coverage in newspapers and on relevant websites to ensure that Directors within SBUs are aware of issues that may ultimately require media intervention on the day of publication
  • Develop a strong and effective relationship with the Scottish Government Health and Social Care Directorates, including Service Sponsors and ensure that responses to Parliamentary Questions, Ministerial correspondence, Ministerial briefings are met within the SGHSC target timescales, e.g. two hours in certain circumstances (Ministerial briefings); as well as providing advice on various issues as requested.
  • Initiate, draft and disseminate high quality written and verbal communications appropriate to a wide range of audiences and markets (such as press releases, MPS briefings and stakeholder updates) in order to build customer relationships and maximise opportunities to promote the SBU and its services.
  • Negotiate and agree work schedules with realistic objectives, timescales and resource estimates in order to deliver requirements, manage expectations and reconcile conflicting priorities. Manage communication resources identifying, negotiating, securing and reviewing resource requirements necessary to deliver the plan.
  • Sign off the responses to Freedom of Information requests within the SBU ensuring the process meets the FoI Scotland Act criteria.
  • Deliver and present at SBU workshops, local seminars and training sessions to a diverse range of stakeholders to promote the role of the SBU and deliver key messages.
  • Contribute and shape SBU website content, ensuring that it meets business requirements and is compliant with the corporate identity and style guidelines.
  • Contribute to the production of numerous publications distributed across Scotland for a diverse range of customers. Commission and manage services, including copywriters, printers, graphic designers, etc. ensuring products are delivered to agreed deadlines.
  • Support staff engagement by ensuring appropriate communication mechanisms are in place and ready to be utilised. By understanding the best ways of communicating with staff at an SBU level, staff will be kept informed and fully engaged, thus meeting the Staff Governance Standard of being ‘well informed’.
  • Develop, motivate and manage staff within the communications function to ensure that individual and collective objectives are achieved and that an acceptable workplace climate is sustained. Manage the performance review cycle.

7. ASSIGNMENT AND REVIEW OF WORK and DECISIONS AND JUDGEMENTS
Objectives are largely derived from the NSS Strategy and Corporate Communication Strategy and are agreed on an annual basis with the Head of Communications. The postholder is required to be proactive at all times and work on their own initiative to achieve their delivery and an appropriate level of service.
Work is generated from the SBU’s communication plan which is developed by the Business Partner and SBU Management Team and delivered by the communication function.
The Head of Communications delegates responsibilities to the Communications Business Partner based on annual objectives set out in the NSS Communications Strategy and Corporate Communication Plan and SBU Business Plan and appropriate timescales are agreed. The Senior Department Manager then sets and monitors targets for staff in the Department in order to achieve them. Objectives are reviewed on a regular basis.
The post holder is responsible for setting key objectives, work standards and priorities for staff and for undertaking staff appraisals where appropriate, in accordance with the performance review cycle.
Professional development will be the responsibility of the postholder and will be required to keep abreast of communication developments and new technologies.
8. COMMUNICATIONS AND RELATIONSHIPS

Internal

The postholder is required to work closely with:
  • SBU Director and Senior Management Team to provide expert advice and support on all communication matters, particularly in relation to the development and delivery of the SBU Communication Strategies and delivery of Operational Plans.
  • Direct contact with Heads of Functions and other business managers within the SBU to understand and discuss current issues and ongoing initiatives
  • As a member of the Communications Senior Management Team, ensure consistency, quality and resource management across the communication function

External

The postholder is required to work closely with a diverse range of stakeholders, including
  • NHS Boards , Scottish Government Health and Social Care Directorate officials and other Public Sector bodies as required on programmes of work
  • Key stakeholders appropriate to individual SBUs
  • Direct management of external consultants and 3rd party service providers
  • Liaison with peers in the public and private sectors to maintain depth of knowledge in the specialised field
  • Media and public

9. MOST CHALLENGING PARTS OF THE JOB
  • In collaboration with the SBU, present clear, succinct communication advice in response to situations, frequently under demanding time pressures, media scrutiny and conflicting public opinion/advice. May also be required to balance political sensitivities, equality and diversity and data protection issues. Using best practice to take advantage of any potential opportunity to promote the work of the SBU.
  • Influencing communication practice and approach within SBU management teams for whom the postholder has no line management responsibility through influencing and persuading.
  • Balancing priorities and activities within the SBU to ensure timely delivery of major programmes of work while providing support of existing programmes of work.
  • Bringing a corporate communication approach where previously there has been divisional autonomy.

10. SYSTEMS
Word – for the provision of written communications across all stands of work
Excel – for the creation, storage and production of data to enable the generation of reports and record keeping
PowerPoint – for the production of presentations
Outlook/NHSMail – for effective and efficient internal and external communication and diary management
Photoshop – editing photographic images
Crown Flexi – time management system
Website - presenting information about the organisation to external stakeholders and customers
Intranet/Corporate Portal – management of information to staff across the SBU
SSTS: ePeople; eManager; ePayroll
Time Management System
11. PHYSICAL, MENTAL, EMOTIONAL EFFORT
Physical Effort
Frequent and prolonged use of keyboard and VDU
Fast and accurate word processing to produce documentation to tight deadlines
Working outwith normal working hours and travelling throughout Scotland
Transporting laptops, projectors, to NSS offices across Scotland
Attending and Chairing meetings which can range from one to three per week which can last up to four hours
Mental
The ability to meet tight deadlines whilst dealing with persistent interruptions on urgent issues, resulting in the constant reprioritisation of workload.
Maintain a high level of concentration whilst attending meetings, drafting communications and researching responses to Scottish Government Health and Social Care and media enquiries
Quickly research, assimilate and translate complex, and often technical or clinical, information into easily assimilated, accurate and consistent messages for a range of audiences, including urgent media requests for information where tight deadlines need to be met.
Maintaining a current awareness of the broad range of potential issues across the SBU that could result in media interest and necessitate clear and consistent communication of the position to the public and staff
Multitasking and effective time management
Preparing and proof reading documents for publication
Emotional
In cases of significant outbreaks, major incidents and significant media issues where media/public interest is heightened (especially if public health is threatened) press callers can be very demanding – the post-holder needs to be able to remain calm, listen, swiftly assess the situation and prioritise the call. The SBU spokesperson will rely on the post-holder to arrive at an appropriate response in what can be a highly pressured and fast-moving situation and give them advice on managing the situation. May participate in situations discussing and responding to distressing health conditions and deaths. Required to support senior staff in designing and delivering internal communications, which may include unwelcome or stressful news for staff and colleagues.
12. ENVIRONMENTAL/WORKING CONDITIONS & MACHINERY AND EQUIPMENT
Mainly office based. Required to work ou twith normal working hours and to travel throughout Scotland
Personal computer, teleconference and videoconference facilities
Office equipment including: photocopier, fax, networked printers, scanners, cd writers
Microphone systems
Laptop and data projector
Audio loop system
Exhibition and banner stands and literature display stands
Driving will be required throughout Scotland, which can be for extended periods of time in adverse traffic conditions
13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
Educated to Degree standards in a relevant subject, e.g. Communications, Public Relations, Marketing, with demonstrable extensive experience in the field of media communications including experience of dealing with significant media issues.
Significant experience in a senior communications role.
Proven record of achievement over a substantial number of years within the NHS or a similar complex organisation.
Knowledge gained through extensive experience in a related specialism. A working knowledge of the NHS infrastructure.
Highly developed influencing and negotiation skills with the ability to manage the public profile of the SBU and advise persuasively on the handling of issues and incidents that affect the reputation of the SBU.
The personal credibility and interpersonal skills to form effective relationships with local/national media and Scottish Government Health and Social Care Directorate colleagues and act as a spokes person on behalf of the SBU as appropriate.
The ability to summarise and interpret complex information into concise and easily understood formats and present it to a range of external audiences and interest groups.
Excellent planning, copywriting, sub-editing and proof-reading skills.
Ability to work to tight deadlines
Current driving licence
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: / Date:
Head of Department Signature: / Date:
HR Department will check job description format and content and then send the job description to the AfC Team
HR Representative’s Signature: / Date:

JOB DESCRIPTIONADDENDUM

ADDITIONAL ITEMS (to add specific technical, managerial requirements for the actual role)