IT Data and Administration Systems Officer

The Dow Surgery; Redditch; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare provider in Redditch is looking for an IT Data & Administration Systems Officer. The successful candidate will manage IT systems, support multidisciplinary teams, and provide training on software used in practice. This role involves data administration and the troubleshooting of IT issues, ensuring compliance with GDPR and internal policies. Ideal for someone with advanced IT skills and a commitment to quality patient-centered care. Competitive salary and 12-month fixed-term contract offered.

Benefits

Competitive salary

NHS Pension

Development and training opportunities

Qualifications

• Eligibility to work in the UK.
• Educated to GCSE level grade C or equivalent in literacy and numeracy.
• Understanding and knowledge of Social Media development.
• Commitment to professional development.

Responsibilities

• Ensure the practice website is current and reflects objectives.
• Provide training to staff on clinical systems.
• Manage practice IT systems and troubleshoot issues.
• Support the team in effective data collection and analysis.

Skills

Advanced IT skills

Excellent communication skills

Problem solving & analytical skills

Organizational skills

Education

Working towards a Diploma or NVQ level 3 in administration

GCSE level grade C or equivalent in literacy and numeracy

qualification in medical terminology

Tools

Microsoft Office

EMIS Clinical System

Job description

IT Data & Administration Systems Officer

This is a newly created and developing role at The Dow Surgery, offered on a 12-month fixed-term basis in the first instance. Subject to performance, business impact, and ongoing organisational need, the role may be extended or made permanent for the successful candidate.

Main duties of the job

Main duties will include but not limited to:

• being responsible for the day-to-day functionality of thepractice IT systems
• support of the multidisciplinary team ad hoc and on a rota basis
• administration of databases
• user accounts
• housekeeping, upgrades
• general inhouse IT queries ensuring all issues are resolved or escalated in atimely manner.

About us

Would you like to join a friendly, supportive and close-knit team toprovide high quality care to the local Redditch community? If so, come and joinus!

We have a new and exciting role that will support our thriving,democratic and enthusiastic team at our surgery located in Redditch Town Centre.

Redditch is located 15 miles south of Birmingham withineasy reach of Stratford, Worcester and surrounding countryside with goodtransport links and an increasing and diverse population.

Aboutus/Our Team

Our team consists of 4 GP partners, 6 Salaried GPs, a Pharmacist andPharmacy Technician, 4 Nurses and 2 HCAs supported by fantasticadministrative and care navigation teams. We are passionate about teachingundergraduate students from Birmingham Medical School, FY2 Doctors and GPTrainees.

Why workwith us?

We have excellent team morale. We offer a competitive salary with NHS Pension. We encourage development and training.

If you are happy, the patients will be happy. We aim to get the rightwork-life balance whilst providing high quality patient centred care.

A bit moreabout us.

• Single site with Staff parking
• List size of circa 12,000 patients
• Training practice
• Rated Good in all areas by CQC
• We use EMIS Web and Docman

Job responsibilities

Key Responsibilities

The followingare the core responsibilities of the role. There may be on occasion, arequirement to carry out other tasks; this will be dependent upon factors suchas workload and staffing levels:

The provision of a local support service to allstaff, resolving issues with IT systems and equipment

To perform regular system checks to maximiseperformance

Provide training to all staff as required,ensuring the effective use of all systems

To ensure staff adhere to practice policiesregarding IT security and ensuring conformance to Information Governance

To deliver the IT related elements of the staffinduction programme

Build, generate and carry out searches asrequired by the practice team to enable reports to be produced and action plansdevised

Support the team in the effective use ofsearches, audits and recalls

Support the team in the use of the clinicalsystem

Act as a liaison between the practice andexternal agencies, for the timely management of all faults

To ensure the practice website is current andreflects the objectives of the practice alongside the PCN IT Co-ordinator

Configure searches and interpret data for auditpurposes

To send out mail merges for campaigns i.e. flu

To ensure all staff have the appropriate smartcard access to the clinical system

Ensure the Operations Manager is updatedregarding the release of Patches and upgrades

The configuration (activation and de-activation)of all staff email accounts

Supporting the Operations Manager in the writingof all IT related policies and protocols and user guides

To be an administrative lead in support ofpractice clinical systems.

To be responsible for the provision ofcomprehensive data administration for the Practice.

Retaining responsibility for undertaking and oroverseeing of data collection and the more complex tasks of data validation andmonthly and quarterly reports.

Deliver high quality data to support the overalldevelopment of improved performance and service delivery for the practice.

To collect and provide systems to ensure theaccurate recording of all patient data, utilising both computer and paper basedsystems.

To provide data to the Management and Clinicalteams to facilitate analyses and formatting of data required to present serviceoutcomes, identify trends etc.

To be responsible for a portfolio of datacollection to meet local, regional and national priorities, ensuring the agreedtargets are achieved and an excellent quality of data collection.

Ensure the workload is carried out efficientlywithin the required timescales, dependent on the ever changing needs of theservice.

Administration

Maintain and produce practice protocols,procedures and guidelines. Review andupdate as required, including national guideline changes.

Review GDPR; IG and other job specific policies,risk assessments and procedures, ensure that all are adhered to and followedstringently under the guidance of the Management Support Officer (Admin Lead).

To support the OM/MSO in the management of thesupplier contracts that are relevant to IT, ensuring that the practice isgetting a quality service, value for money and monitoring costs associated withthese contracts.

Manage the procurement of new equipment,consumables, supplies, services and maintenance, and obtain quotes as required.

Communication Effectively communicate with andpromote communication between staff at all levels, communicate with relevantoutside agencies, act upon and cascade as appropriate, circulate both emailsand all other correspondence in a timely manner.

Change Embrace change and positively act uponrecommended changes, research and develop new ideas, identify opportunities andresearch possible threats before implementation.

Management of the practice website and AgilioTeamnet site.

Management of the practice telephone system andall other systems relevant to this position alongside the Reception Manager.

Administration of the in-house clinical trainingsessions.

Train staff in the use of the clinical systemsand other systems where appropriate.

Have working knowledge of Administration systemsand provide cover on a rota basis.

I.T. Support

Administrator for clinical systems.

Responsibility for IT services within thePractice. Troubleshoot IT problems and identify solutions liaising withlocality IT teams as required.

Resolve simple printer and PC problems,troubleshooting IT problems and identify solutions. Where appropriate report ITfaults to appropriate suppliers helpdesk and follow through.

Set up and maintain new users according topractice protocol, ensuring they have the access across all required softwareand systems

Manage and maintain all practice 3rd partysoftware, i.e Lexacom, HealthTech1, Docman etc.

Oversee and update patient TV, practice website,intranet and newsletter.

To provide point of contact with NHSE and CCG inrelation to IT matters.

Adhere to the Practices protocols on datasecurity.

To provide support and training for current andnew staff in the use of the clinical system, software, templates and searchesas required.

Data / Information Analysis

Reading and communicating service specificationcriteria to the practice clinical team.

Create / amend templates, concepts and protocolson practice clinical system.

Creating searches and have knowledge of how toaction QOF/Health Related recalls.

Regular monitoring of achievement throughclinical audit/searches

Feedback to relevant staff members to correcterrors and optimise achievement.

Assist in data collection audits for thepractice as instructed by the Operations Manager.

Running system reports and extractingstatistical data.

Record keeping, monitoring and liaising withcompanies with regards to private medical services.

Work autonomously with demands of workload, withan ability to prioritise regular critical deadlines with requests for data.

Inform line manager when agreed targets are notbeing achieved.

Participate / assist in the data management upgrades.

Data Protection

CQC support the OM in preparation ofinformation ready for CQC inspections and maintaining between inspections allnecessary protocols, policies and information in relation to position.

CQC - assisting the OM to ensure compliance.

To support the OM in the management of the IG& Data Toolkit.

Ensure security of data in accordance with theGDPR / Data Protection Act / Information Governance.

Performance and Quality

To oversee the administration of the clinicalsystem, ensuring staff complete housekeeping.

To ensure the clinical integrity of the system,working with the ICB to implement their guidance.

To provide advice and guidance to the practicein the change to becoming paper light.

To maintain an Asset Register, ensuring that ICBand practice owned equipment is readily identifiable.

To provide support and training for current andnew staff in resolving simple problems with PCs and printers.

To be aware of national, local and practicequality standards for chronic disease management.

To provide support to clinical sub groups incorrectly identifying and targeting patients for assessment and treatment.

To ensure staff are aware of the importance ofmaintaining disease registers and assist in the validation process.

To assist in the production of information forclinical audit.

To work with the ICB to validate patientinformation, performing regular checks and quality audits.

To undertake work related to the performance ofthe practice.

Health & Safety

The post-holderwill be responsible for the management of their own and others health, safetyand security as defined in the practice Health & Safety policy, thepractice Infection Control Policy and published procedures.

Person Specification

Qualifications

• Eligible to work in the UK.
• Educated to GCSE level grade C or equivalent in literacy and numeracy
• Advanced IT skills with good understanding and working knowledge of Microsoft Office software and knowledge of Social Media development that can be used in the workplace.
• A demonstrable commitment to professional development.
• Working towards a Diploma or NVQ level 3 in administration or equivalent experience.
• A qualification in medical terminology or equivalent experience

Personal Qualities

• Honest and reliable.
• An understanding, acceptance and adherence to the need for strict confidentiality.
• Ability to work with initiative, flexibility and common sense.
• Ability to work without direct supervision and determine own workload priorities and meet deadlines.
• Ability to work as part of an integrated multi-skilled team.
• Ability to gain respect by example and leadership.
• Able to work under pressure.
• Able to work in a changing environment.
• Adaptable, innovative, forward thinking and resilient.
• A commitment to Primary Health Care and the NHS.
• Ability to understand and grasp new software and administrative /operational procedures.
• Ability to manage change.
• Accuracy of inputting data, with attention to detail, ability to work under pressure, priorities workload and meet deadlines
• Proven organisational skills and experience with an orderly and methodical approach and attention to detail
• Excellent communication and interpersonal skills for dealing with people internal and external to the organisation
• Ability to liaise with other organisations, practices, external stakeholders
• Experience of working effectively within a large team environment and the ability to work on own initiative and flexibly within the team
• Effective time management (Planning and Organising)
• Problem solving & analytical skills
• Experience in using EMIS Clinical System
• MS Server and Desktop Operating systems
• Experience of establishing effective office administrative systems

Experience

• Experience of dealing directly with patients / customers