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University Hospitals Birmingham NHS Foundation Trust

Band 5 Document Control and Audit/Quality Officer

Information:

This job is now closed

Job summary

This is an exciting opportunity to be a core part of one of the most digitally advanced organisations within the NHS that is committed to developing and adopting new and emerging technologies in order to continue to deliver clinical safety, quality and excellent patient care and experience.

The Document Control and Audit/Quality Officer will be a key member of the team managing the document aspirations of the department. You will join the team at an exciting point where we adopt new ways to manage information across the Trust. You will be involved in the governance of directorate's policies processes against our ISO 9001 and ISO 27001 certificate. You will also join the audit team and become an internal auditor.

If this sounds like something you would like to be a part of please get in touch as we'd love to hear from you.

We are looking for individuals who have the ability to thrive in environments where personal development and personal performance go hand in hand with a strong customer service culture in an expanding compliance team.

Main duties of the job

*Mainly based at home with some onsite working across the Birmingham and Solihull areas you will lead Trust personnel through the document control process. You will assist colleagues in creating and managing their documents, ensuring they are always up to date, approved and current.

*Undertake audits (both internal and external) as part of the departments audit team against the ISO 9001:2015 for Quality and ISO/IEC 27001:2013 for Information Security standards.

*Lead the compliance teams document control process and assist in other areas such as complaints, risks, non-conformance and opportunities to improve.

*Produce management information around document management for the departments management review, identifying trends, good and poor practices.

Working throughout the Trust and with colleagues from many different roles, you'll be expected to use your great communication skills to capture insights and turn them into improvements.

You'll use your strong analytical and problem-solving skills to turn opportunities into deliverables.

The department is aligned to ITIL, Agile and PRINCE 2 methodologies.

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Details

Date posted

14 December 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-1078210DO

Job locations

Yardley Court

11-13 Frederick Road, Edgbaston

Birmingham

West Midlands

B15 1JD


Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

Essential

  • *IT/ Computer Science Degree or equivalent knowledge and experience gained through any combination of alternative study or employment.
  • *Evidence of continual professional development

Desirable

  • *A Level (or equivalent) in English Language

Experience

Essential

  • *Experience of using a document management system.
  • *Experience of working in a ISO9001 or ISO27001 certified organisation.
  • *Experience of using the Microsoft Office 365 including SharePoint.
  • *Experience of supporting subject matter experts to create controlled documents.

Desirable

  • *Experience of internal audit
  • *Experience of authoring controlled documents
  • *Experience of authoring corporate communications
  • *Experience of managing SharePoint document stores
  • *Experience of ISO30300
  • *Experience of implementing document management systems within an organisation.

Additional Criteria

Essential

  • *Proof reading
  • *Advanced document formatting
  • *Creation and maintenance of document repositories
  • *Excellent communication skills, both verbal and written.
  • *Strong organisational skills.
  • *Attention to detail.
  • *Ability to work independently and as part of a team.
  • *Ability to meet deadlines.

Desirable

  • *Technical document authoring
  • *Ability to extract and analyse data from documents.
Person Specification

Qualifications

Essential

  • *IT/ Computer Science Degree or equivalent knowledge and experience gained through any combination of alternative study or employment.
  • *Evidence of continual professional development

Desirable

  • *A Level (or equivalent) in English Language

Experience

Essential

  • *Experience of using a document management system.
  • *Experience of working in a ISO9001 or ISO27001 certified organisation.
  • *Experience of using the Microsoft Office 365 including SharePoint.
  • *Experience of supporting subject matter experts to create controlled documents.

Desirable

  • *Experience of internal audit
  • *Experience of authoring controlled documents
  • *Experience of authoring corporate communications
  • *Experience of managing SharePoint document stores
  • *Experience of ISO30300
  • *Experience of implementing document management systems within an organisation.

Additional Criteria

Essential

  • *Proof reading
  • *Advanced document formatting
  • *Creation and maintenance of document repositories
  • *Excellent communication skills, both verbal and written.
  • *Strong organisational skills.
  • *Attention to detail.
  • *Ability to work independently and as part of a team.
  • *Ability to meet deadlines.

Desirable

  • *Technical document authoring
  • *Ability to extract and analyse data from documents.

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).

Additional information

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).

Employer details

Employer name

University Hospitals Birmingham NHS Foundation Trust

Address

Yardley Court

11-13 Frederick Road, Edgbaston

Birmingham

West Midlands

B15 1JD


Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)

Employer details

Employer name

University Hospitals Birmingham NHS Foundation Trust

Address

Yardley Court

11-13 Frederick Road, Edgbaston

Birmingham

West Midlands

B15 1JD


Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Hiring Manager

Richard Geddes

richard.geddes@uhb.nhs.uk

01213712000

Details

Date posted

14 December 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-1078210DO

Job locations

Yardley Court

11-13 Frederick Road, Edgbaston

Birmingham

West Midlands

B15 1JD


Supporting documents

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