Senior Systems Specialist

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Detailed job description and main responsibilities

• Provide second-line support to all system level problems, issues, and faults. Responsible for undertaking full analysis and applying own judgement in relation to each issue that arises; accurately identifying the impact and severity before ensuring the implementation of appropriate timely resolutions.
• Work with users and other stakeholders across the Trust in developing the use of the system to ensure that it is utilised effectively to support the operational efficiency of the department.
• Develop appropriate policies and procedures in relation to the operation and administration of designated systems.
• Administer systems daily ensuring correct and efficient operation in-line with agreed policies and procedures.
• Responsible for ensuring all aspects of system housekeeping, data integrity and security are managed.
• Manage the creation and removal of user accounts as required and the population of system management tables working with suppliers and others as necessary.
• Manage and review system utilisation and error reports assessing risks and benefits associated with the system.
• Manage system upgrades including assessment of functionality change, testing, communications, supplier liaison, implementation co-ordination and training. Deal with complex queries escalated from multiple sources.
• Work with other system stakeholders and the Integration team to ensure that data is transferred automatically and accurately between various systems taking the lead to resolve problems or issues when they arise taking into consideration any impact on other systems.
• Work with the supplier's staff and other third parties helping to build a positive partnership approach to managing the system and issue resolution.
• Work with divisions to ensure interfaces between the clinical systems and any relevant medical devices are fully tested and operating correctly following upgrades, new installations, and routine servicing.
• Conduct system demonstrations and actively promote and champion the use of systems at every opportunity.
• Ensure that invoices relating to systems are checked for accuracy and passed for payment where required.
• Represent the Trust and its interests at external system user group meetings.
• Utilise the team to ensure skills and knowledge sharing to facilitate cross cover, providing additional support during periods of increased workload as a result of specific system upgrades, implementations, issue resolution, etc., as well as for holiday and other absences.

Data Quality

• Work to ensure that accurate and timely data is recorded within the system.
• Work towards the development and implementation of a comprehensive set of robust data checks, audits, and procedures in accordance with the Data Quality Policy.
• Ensure practical steps are taken to resolve system functionality and data collection issues highlighted by Data Quality processes.

Reporting

• Produce appropriate and timely reports from the system which will assist in the management of departmental services and meet the Trust's obligations for external information provision.
• Participate with the Digital Product Engineering team ensuring that data is collected, reported and exported as required.
• Work to ensure that relevant data items that form part of the national mandatory data sets and national audits are captured within the systems as part of the care process.

Training

• Deliver one to one and group training sessions to all levels of clinical and administrative staff adopting a flexible and relaxed approach.
• Provide detailed instruction and respond to individual staff questions on the practical use of systems, seeking advice where necessary.
• Ensure that each course attendee is assessed for required competencies and that accurate records of outcomes are maintained before authorising certification and system access.
• Co-ordinate training programmes for clinical and non-clinical staff in relation to the use of the system, including the on-going training for new personnel and following any system upgrade.
• Provide training for staff from own or other disciplines on own subject area, when required.

Human Resources

• Responsible for the day-to-day management of own team (if applicable) in line with appropriate policies, procedures, working practices and guidelines, ensuring all resources are deployed to maximise an efficient and effective delivery of support services to patients and users.
• Provide regular performance reports on progress, status, and achievements for own area to be used by management and users.
• Undertake and support the development of staff in line with personal development reviews and other associated guidance if applicable.
• On occasion the post holder may be required to work unsociable hours to support and/or enable the delivery of key programmes or projects.
• Participate in an on-call or out-of-hours service, when required.

Financial/Physical Resources

• Participate in the management of financial resources allocated to own areas and make proposals to maximise those resources through recharges, and cost saving opportunities.
• Be responsible for the safe use of ICT hardware and software.
• Monitor the maintenance and support contracts allocated to own area, ensuring continuity of service and budget management. Liaise with third party suppliers to identify and evaluate potential value for money contracts.
• Liaise with external agencies, suppliers and contractors ensuring delivery of service is in line with agreed contracts.
• Participate in business appraisals and business case production when required in partnership with Trust stake holders. Undertake solution searches and appraisals of supplier proposals.
• Ensure Trust procurement processes and procedures are followed in a timely and efficient manner and participate in the procurement process where relevant, providing assistance for the development and assessment of procurement documentation as required.
• Ensure the post holder adheres to Trust Standing Financial Instructions (SFIs) and procurement guidelines.

Project Management

• Advise and participate in the development and implementation of projects, where required, ensuring Informatics provision of integrated solutions and user objectives are achieved.
• Ensure project tasks, where required, are successfully delivered in line with agreed timescales.
• Support the activities of project boards and project teams, when required, and making presentations, where required, to all levels of staff.
• Ensure any project management documentation or reports are delivered in line with agreed standards and timescales.

Policy/Service Development/Governance

• Act as an ambassador for Digital Services by developing and maintaining excellent working relationships with users across the organisation to deliver a high quality, standard IT culture to achieve local requirements and national targets.
• Lead in the development and maintenance of a culture of service provision and continuous improvement for own areas.
• Be responsible for development of/and implementing policies for own work area and for proposing changes to policies, in line with legislation, Trust and NHS policies and guidelines across the Trust, where appropriate.
• Pro-actively participate in ensuring that Digital services delivered within the Trust reflect best practice with respect to organisational, NHS and legislative requirements and guidelines including IT Infrastructure Library (ITIL), Data Protection Act (1998), Information Standards, Information Security and compliance with NHS Information Governance.
• Participate in Information Governance and security as required and ensure appropriate governance and security in own area.
• Participate in quality management system, undertaking audits designed to improve IT systems and services.
• Ensure change management is applied in own areas and follows implemented policies and procedures.
• Ensure all documentation relating to own area is complete and fit for purpose and all releases relating to hardware, software and documentation is controlled.
• Ensure there is a proactive and comprehensive approach to risk management and be responsible for service continuity for own area and participate in the Informatics service continuity planning.
• Provide Root Cause Analysis (RCA) for allocated incidents and problems as directed; instigating emergency action, when required, liaising with other Trust Managers, as appropriate.
• Support users to be familiar and comply with the requirements of Caldicott, the Freedom of Information Act and the Data Protection Act and to implement any required changes in accordance to these or any other statutory requirements.
• The post holder will act as the Information Asset Administrator (IAA) for their identified system.
• Responsible as IAA, for completion of the relevant sections of the annual Information Governance return pertaining to the identified system.
• Production of all policies and procedures relating to user account creation, password management, etc. as required under Information Governance.
• Maintain documentation on how the system is utilised.

Business Continuity Management

• Participate in the development, exercising, maintaining and reviewing of business continuity plans.
• Participate in the business impact analysis exercises highlighting critical business processes within own area.
• Be familiar with the Trust Business Continuity Plan and personal responsibilities within where applicable.

Person specification

Qualifications

Essential criteria

• University Degree in a related subject or demonstrable equivalent experience

Desirable criteria

• PRINCE 2
• ITIL

Experience

Essential criteria

• Extensive experience with Windows and Microsoft packages Microsoft Word, Excel, and Outlook
• Experience of successfully managing several equally important tasks successfully
• Extensive NHS experience working with administration, clinical and management staff within a hospital environment. With significant experience in a system management role
• Experience of the management of change and successfully implementing new systems and/or time limited projects
• Previous experience of system user support and training
• Development of policies, procedures, and system documentation
• Flexibility to work on various tasks at the same time. Experience of working on Projects and application issues at the same time.

Desirable criteria

• Supervisory experience
• Experience with Microsoft Project and Visio
• Experience of leading small teams through implementations
• Experience of identifying training needs, designing training to meet those needs and undertaking post course evaluation
• Previous experience of process mapping

Skills

Essential criteria

• Excellent communication skills - verbal, written, presentational and interpersonal skills. Advanced keyboard and telephone skills
• IT literacy in basic network principles, client/server models and databases
• Analytical skills in data extraction, data analysis and report writing
• Able to interpret the working practices of others and manage the introduction of new ways of working to improve service delivery creating documentation and policies
• Ability to communicate complex system and technical issues to a variety of staff at different levels within the organisation
• Ability to use own initiative, coach individuals and lead a team promoting enthusiasm and commitment
• Able to work to deadlines, prioritise and manage workload in a busy and changing environment
• Well presented, flexible, positive, resilient, methodical, team player. Ability to organise self and others
• Excellent problem-solving skills

Desirable criteria

• Application of essential skills within NHS environment
• Influencing and negotiating skills
• Team management experience - recruitment, appraisal, and work monitoring
• Ability to think creatively
• IT literate, including keyboard skills, in the use of Microsoft Windows, Microsoft Office products, MS SQL, and Crystal Reports

Knowledge

Essential criteria

• Knowledge of hospital services and how services interlink Specialist knowledge of how
• ICT systems can support clinicians in the treatment of patients within a hospital
• Specialist knowledge of how ICT systems can support the administration processes and management of a hospital
• Knowledge of the working practices used within the Trust, e.g., Inpatients, Outpatients, Medical Records and Medical Secretaries
• Specialist knowledge and experience of clinical system(s)
• Knowledge of Cancer Services

Desirable criteria

• Understanding of how services are commissioned within the NHS.
• An understanding of the Digital Strategy of the NHS and its implications
• An understanding of an NHS Trust's information requirements
• An understanding of an NHS Trust's obligations in relation to the submission of information to external parties
• Knowledge of the principles of computer networking

Values

Essential criteria

• Ability to demonstrate the organisational values and behaviours

Other

Essential criteria

• Evidence of continuing professional and personal development
• Office based role with the need for travel to Christie managed sites as necessary
• Ability to participate in out-of-hours on-call Rota
• Requirement for occasional travel to external user group meetings
• Flexible working hours ensuring core clinical system coverage from 8:00am to 6:00pm weekdays
• Ability to undertake working out-of-hours, weekend and Public Holidays as required

Desirable criteria

• Driving Licence / Car Owner

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Employer certification / accreditation badges

Documents to download

• Job Description and Person Specification (PDF, 210.1KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Travel to The Christie (PDF, 3.8MB)