Job vacancy: Emergency Planning Officer, South Warwickshire University NHS Foundation Trust, Warwick

Job summary

Main area: Emergency Planning
Grade: Band 6
Contract: Permanent
Hours: Part time - 30 hours per week
Job ref: 203-C503

Employer: South Warwickshire University NHS Foundation Trust
Employer type: NHS
Site: Warwick Hospital
Town: Warwick
Salary: £37,338 - £44,962 Pro rata
Salary period: Yearly
Closing: 04/06/2025 23:59
Interview date: 26/06/2025

Emergency Planning Officer

Band 6

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.

The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.

Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Probationary Period

All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

Agile and Flexible Working

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.

The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.

Staff Benefits

The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

Car Parking

The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

Detailed job description and main 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 SWFT’s 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.

Person specification

Qualifications

Essential criteria

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 criteria

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 criteria

Experience of responding to declared incidents/actual emergencies

Skills

Essential criteria

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 criteria

Demonstrate understanding of patient and information confidentiality

Personal

Essential criteria

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 criteria

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

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.