Emergency Planning Officer

Job responsibilities

Key Relationships:

The Postholder will be expected to deputise for the EPRR Manager in their absence.

The post holder will be expected to represent the Trust at Regional and local health resilience meetings with NHS England and the ICB

The postholder will be expected to represent the Trust on a variety of groups as part of the Trusts commitment to multi-agency resilience through the Warwickshire Local Resilience Forum

Due to the nature of the role, the postholder will be expected to be confident of directing, engaging and communicating with and providing accurate and timely information to the following as required:

• Executive Team at SWFT
• Associate Chief Operating Officers and their teams
• Nursing leads, Clinicians/practitioners and a wide range of staff at different levels across the organisation
• EPRR teams based at: Trusts forming part of the Foundation Group, University Hospitals Coventry & Warwickshire, Coventry & Warwickshire Partnership Trust, Coventry and Warwickshire ICB, West Midlands Ambulance Service, UK Health Security Agency and NHS England
• Multi agency partners such as Warwickshire Police, Fire and Rescue Service and local authorities

Key Result Areas:

Knowledge, Training and Experience

To have extensive experience of working in an EPRR or emergency planning environment preferably within the NHS

To be able the demonstrate an expert level knowledge and understanding of current best practice within Emergency Preparedness, Resilience and Response (EPRR) for NHS organisations

Demonstrate extensive knowledge and experience of EPRR, Major Incident and Business Continuity processes and specifically to understand and act upon current, relevant legislation, policies, procedures and guidance in relation to emergency planning specifically:

• The Civil Contingencies Act 2004
• NHS EPRR Framework 2022
• NHS England Incident Response Plan and current EPRR guidance

To be able to demonstrate a detailed understanding of SWFTs role as part of NHS and multi-agency resilience at local, Regional and National level.

Demonstrate a detailed understanding of the NHS England business continuity management toolkit and the principles included in ISO 22301

The postholder should be able to demonstrate a detailed understanding of the National Core Standards for EPRR and their importance to the Trust EPRR function to include:

• Details of individual standards, specifically those relating to Business Continuity Management
• Validation and approval of evidence
• Support to the EPRR Manager at all stages of the Core Standards process

Communications and Working Relationships

To be able to establish effective working relationships at Executive and senior management level across all Divisions of the Trust and with key stakeholders

To be confident in negotiating and delivering on specific deadlines for projects with Divisional senior management across the Trust.

To have a detailed understanding of the divisional structure of the Trust and its composite parts

To communicate effectively and consistently both with colleagues and callers to the service whilst retaining the ability to remain calm in difficult situations

Communicate a range of complex or sensitive information effectively with staff and stakeholders both in planning and training as well as when liaising with others in the event of an incident.

Provide Tactical EPRR advice and guidance to a diverse group of staff including Executives, Divisional leads and senior managers at the Trust as well as other Emergency Planning staff across all Health providers in Coventry and Warwickshire.

Be confident in dealing with Commissioners and Regional colleagues on EPRR issues particularly Business Continuity Management and especially in liaison with Coventry and Warwickshire Integrated Commissioning Board and Regional and National NHS organisations.

To represent the Trust on NHS and multi-agency meetings and develop positive working relationships with multi agency work colleagues.

To be able to utilise negotiation skills to ensure assurance returns are completed to timescale and, where necessary, that responsibility ius allocated when a composite return requires the input of multiple Divisional groups

To lead and manager multi-disciplinary task and finish groups on EPRR related issues across the Trust

Analytical and Judgement skills

Awareness of the complex legislative and statutory obligations for the Trust in relation to Emergency Preparedness, Resilience & Response (EPRR)

Ability to analyse, evaluate and interpret relevant National and Regional guidance and policy to support the production of operational procedures.

Lead on work to risk assess, evaluate, and audit levels of EPRR with reference to statutory requirements, guidance, best practice, and lessons identified from incident response and exercise scenarios.

To be responsible for analysing complex data and information in relation to EPRR which will require the post holder to report to the EPRR Manager and relevant Trust working groups and committees.

To be able to direct, challenge, review and interpret returns from Trust colleagues in relation to required assurance returns for the ICB and NHS England.

Analyse, interpret and produce reports on training and exercises to assess learning, satisfaction, and impact.

Have a high level of situational awareness to understand the pressures and demands on other Divisions and service areas.

To understand and demonstrate the need for confidentiality in specific areas of EPRR work

Lead on risk assessment, risk analysis and risk management in relation to Business Continuity Management and other EPRR activities

Lead on specific information/project analysis as directed by the EPRR Manager

Planning and Organisational skills

To lead on the review of relevant Trust polices specifically those related to Business Continuity Management

To provide strategic guidance and lead on the design, production, review and validation of Business Continuity Management plans for the Trust

Provide management and direction to Divisional colleagues on the production and review of Trust and service level contingency plans to ensure they are regularly reviewed and updated in a timely manner. To include:

• Review of any relevant legislation or guidance and ensure plans meet current best practice
• Analysis of current plans for fitness for purpose o Provide subject matter expert input to the planning process
• Ensure plans are compatible with current local and Regional EPRR initiatives

• Ensure plans are completed and reviewed within agreed timeframes

To lead on EPRR training, exercising and awareness raising sessions across the Trust.

Be confident of dealing appropriately with enquiries from other services, including Coventry and Warwickshire ICB and Regional and National NHS organisations.

To understand the legal requirements for the storage and accessibility of EPRR related information such as for formal incident debriefs, situation reports and incident reports.

Freedom to act

To direct and lead teams of senior managers and clinicians on specific EPRR related projects and service development including agreeing project outline, timescales, Divisional input and expected outputs

Demonstrable experience of working autonomously and managing conflicting demands in a multi disciplinary setting

Must be experienced in working in non-routine/unpredictable, high-pressured environments to support divisional and Trust needs

A proven track record of delivering objectives effectively on time and to specifications

Able to work independently and as part of a team with a clear understanding of when to escalate issues to senior management.

Manage and prioritise own workload.

Management Responsibility

To deputise for the Manager of the EPRR Team in their absence

To represent the Trust at NHS and multi-agency partnership meetings as required

To manage the design, implementation and validation of the Trust Business Continuity Management system

To chair the Trust Business Continuity Management Working Group

To implement and manage a system of audit for BCM for the Trust to include project management, tender, and options appraisal.

As Chair of the IT and Communications sub group provide the key liaison role with Innovate for the EPRR Team

To chair the Trust EPRR Working Group IT and Communications Subgroup

To ensure EPRR training and development opportunities are targeted and shared with relevant colleagues at all levels across the Trust including senior management

To provide advice and support to colleagues across the Trust in completion and review of incident response plans and procedures

Responsibility for Patient care

Provide Tactical level management and support to the development of systems to ensure continuity of clinical care during times of a Business Continuity, Critical or Major incident.

Incidental patient contact as part of daily duties where they might occasionally be required to assist and provide non-clinical advice / information to service users, eg, in a business continuity type incident.

Qualifications

Essential

• Degree level qualification in Emergency Planning/Disaster Management or equivalent extensive experience of working in an emergency planning role
• To have extensive experience of Emergency Preparedness, Resilience and Response (EPRR) or emergency planning within the NHS or a partner organisation
• To have passed the Diploma in Health Emergency Planning or be prepared to work towards achieving one
• Project Management qualification / demonstrative experience of supporting /leading the delivery of project management.
• Qualification in Training/Education or equivalent
• Evidence of continued professional development

Experience

Essential

• Demonstrate extensive experience of the implementation of the legislative requirements for EPRR in the NHS and specifically the Civil Contingencies Act 2004
• Extensive experience of leading on the implementation of current NHS EPRR Guidance
• Extensive experience of leading on the management and implementation of Business Continuity management systems and implementation
• Experience of developing, monitoring, delivering and validating major incident and business continuity plans in line with National and Regional legislation and guidance
• Extensive experience of working collaboratively at a Tactical Level with partner organisations, developing effective working relationships at all levels of the organisation.
• Experience in leading incident/exercise debriefing
• Experience of producing and delivering training on EPRR to colleagues at all levels within an organisation
• Experience of producing and implementing new policies following agreed Trust procedures
• Extensive experience of leading and managing the delivery of projects across an organisation
• Experience of identifying and managing risks and reporting
• Experience of writing reports and reporting to Committee level meetings on EPRR issues
• Experience of carrying out Business Impact Analysis in line with current business continuity best practice guidelines
• Experience of designing, delivering, and evaluating tests or exercises of emergency and business continuity plans

Desirable

• Experience of responding to declared incidents/actual emergencies

Skills

Essential

• Able to demonstrate a detailed understanding of current, legislation, policies, procedures and guidelines in relation to emergency planning - specifically the Civil Contingencies Act 2004 and current EPRR guidance
• Able to demonstrate detailed understanding and knowledge of current best practice in relation to Major Incident and Business Continuity Management planning.
• Detailed understanding of the National Core Standards for EPRR and their importance to the Trust EPRR function
• Detailed understanding of the role of the Trust and other NHS organisations in emergency preparedness.
• Extensive experience of working collaboratively with partner organisations, developing effective working relationships at all levels of the organisation
• Be confident to lead training of staff members in related EPRR initiatives
• Be willing to undergo additional train the trainer training in specific areas of EPRR such as CBRN
• Experience of interpreting and explaining complex information and guidance to a range of different audiences

Desirable

• Demonstrate understanding of patient and information confidentiality

Personal

Essential

• Articulate - excellent communications skills both written and verbal
• Confident of communicating with colleagues across the Trust at all levels of the organisation
• Able to respond effectively to working alone or in a team
• Understand confidentiality and apply the principles in every day working practice
• Conscientious and hard working
• Ability to use initiative
• Ability to apply attention to detail when reviewing and producing EPRR documentation
• Must be able to demonstrate a positive approach to change
• Ability to deal professionally with enquiries from staff, service users and stakeholders
• Ability to work autonomously, deal with queries independently and escalate where appropriate
• Excellent time management skills ability to prioritise conflicting demands in order to meet deadlines
• Self-motivated, enthusiastic, approachable and accessible
• Confident in dealing with people at all levels using empathy, discretion and diplomacy skills
• Must be prepared to deal with difficult/sensitive issues
• Must be experienced in working in non routine/unpredictable, high pressured environments to support divisional and Trust needs
• A proven track record of delivering objectives effectively on time and to specifications

Other

Essential

• May be required to work unsocial hours
• May be required to work as above at short notice
• Must be able to demonstrate an understanding of equality and diversity
• Must be able to demonstrate understanding and implementation of core Trust values
• Be prepared to identify and undertake relevant opportunities for self-development including professional knowledge and competence
• Must be prepared to be able to travel between different Trust sites or other locations as required by the nature of the role

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).