The Provost requires that Business Continuity Plans and supporting procedures:
- Establish a common, university wide process for the identification of critical activities.
- Are embedded within everyday management of the College.
- Are owned by line management, throughout the College.
- Are adequately documented.
- Are tested as appropriate.
- Adopt a common terminology with regards to business continuity planning.
Head of Business Continuity
The Head of Business Continuity has overall responsibility for Business Continuity Management processes. This involves the following:
- Maintain the College’s Business Continuity processes.
- Maintain Incident Management Group control rooms and battle boxes.
- Develop and implement a training plan to maintain an appropriate level of expertise.
- On medical campuses ensure the College Business Continuity Plans are compatible with NHS Trust Plans.
Heads of Academic and Support Departments/Divisions/SIDs/ICU
Heads of academic and support service Departments are responsible for implementing and maintaining Business Continuity Planning across their respective Departments/Divisions/SIDs and for ensuring that these are reviewed biennially. To execute this responsibility they should:
- Undertake an Impact Analysis of their department’s activities (See Impact Analysis).
- Implement the resilience measures identified by the Impact Analysis and if necessary, engage the assistance of the appropriate Support Service Division to assist in implementing appropriate measures.
- Monitor the implementation of the identified resilience measures.
- Inform members of their department who may be required to assist during an incident of this requirement and require them to provide their 24x7 contact details to their Building Manager.
- Undertake a biennial review of their critical activities, call out lists and measures to mitigate the impact of an incident.
On medical campuses, for incidents that involve the emergency services and/or the media and/or access to the site, it is probable the site NHS Trust will manage the overall incident and be the primary point of contact for the emergency services and media. It is important the College is represented by a person of authority that understands the overall College position on that particular campus. In this case the Campus Director will be required to act as the College senior point of contact with the Trust. They will be advised by the College Incident Management Group (IMG) and will be responsible for informing the strategic direction and priorities of IMG whilst representing the strategic interests of the College to the NHS Trust.
In support of business continuity, Building Managers are responsible for the maintenance of the agreed call out list for their buildings.
All staff must take normal management action to assess and mitigate risks at all times and build an appropriate level of resilience, to allow expeditious recovery from an incident, into their activities. The existence of a Business Continuity Plan does not exempt them from this responsibility.