Applications Manager

Job responsibilities

DUTIES AND RESPONSIBILITIES

• Manage and co-ordinate the Senior System Specialists and all procedures associated with the successful running of the service, ensuring the teams are adequately trained and prepared to offer a high-quality service.
• Work closely with the Digital Service Delivery Manager ensuring all system administration tasks suitable for first line support are clearly documented, scripted and delegated to service desk teams.
• Work closely with the Data Engineering team ensuring all systems are configured to capture quality data suitable for use within the Data Warehouse and reporting suite.
• Work closely with Trust Divisions and Data Engineering teams ensuring data quality issues are addressed at source of entry.
• Ensure that the systems are used effectively, efficiently and safely, working with service managers and third-party suppliers in relation to new developments and the management of issues.
• Assist the Digital Applications Lead in providing leadership in the management and development of clinical systems that support the delivery of patient care, advising the Trust on their future development.
• Assist the Digital Applications Lead in providing evaluation of clinical services and their development in collaboration with service managers, other heads of Digital Services functions and corporate managers.
• Work closely with the Programme Management Office during the implementation of new systems / modules or new versions of software as required. Prior to any implementation, plan, in line with Trust standards for the project, to identify training requirements, ensure courses are prepared and if necessary, prepare and deliver training sessions.
• Lead, manage and action the resolution of incidents, problems and requests in own area in an efficient and professional manner, whilst conforming to Trust and departmental standards, service agreements, policies, procedures and working practices, seeking further advice and information within Digital Services, when necessary.
• Be responsible for escalated calls in own area.
• Liaise closely with users to manage incidents, problems and service requests in own area to a satisfactory conclusion, providing full information and advice and investigating complaints in line with departmental policy.
• Support the provision of specialist training for staff from own or other disciplines on own subject area, when required.
• Ensure the appropriate level of cover is provided, arranging on-call and 24 hour working where appropriate.
• Ensure the Digital Services documentation and knowledge sources (intranet, etc.) content is accurate and relevant for responsible area.
• Review and update job descriptions annually ensuring new requirements and technologies are accommodated.
• Ensure risks and issues are updated and administrated routinely using the Trusts risk management tool and in line with Trust risk management policy.
• Assist with Freedom of Information requests

Human Resources

• Line manage own team 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, support and document the development of staff in line with personal development reviews and other associated guidance.
• On occasion the post holder may be required to work unsociable hours to support and/or enable the delivery of key programs or projects.
• Participate in an on-call or out-of-hours service.
• Visit other sites as required.

Financial/Physical Resources

• Assist with the management of financial resources allocated to own areas and make proposals to maximise those resources through budget setting, recharges, long term financial planning and cost saving opportunities.
• Be responsible for the safe use of ICT hardware and software, including installation, repair and maintenance
• 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 Trust Standing Financial Instructions (SFIs) and procurement guidelines are followed and adhered to

Project Management

• Advise and participate in the development and implementation of projects, ensuring Digital Services provision of integrated solutions and user objectives are achieved.
• Ensure project tasks are successfully delivered in line with agreed timescales and budgets.
• Support the activities of project boards, including leading on work packages
• 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 developing and/or 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.
• Lead in Information Governance and security as required and ensure appropriate governance and security in own area.
• Implementing 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 Digital Services continuity planning.
• Provide Root Cause Analysis (RCA) for allocated incidents and problems; instigating emergency action, when required, liaising with other Trust Managers, as appropriate.

Business Continuity Management

• Contribute to 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.

Qualifications

Essential

• University degree in a related subject or demonstrable equivalent experience
• Relevant professional or technical qualification

Desirable

• PRINCE Foundation
• ITIL

Experience

Essential

• Experience involving close working relationships with senior managers, users and stakeholders. (Preferably within a healthcare environment)
• Experience working with ICT professionals and senior managers on the strategy, development and use of ICT
• Experience of liaising with and managing 3rd party suppliers / contracts
• Experience of delivering complex ICT projects, (Preferably within a healthcare environment)
• Creating new policies, procedures and system documentation relating to ICT management
• Experience of producing documentation and reports to a Board level standard
• Management experience including, staff development.
• Successful track record of achieving service improvements through initiating the use of new technologies and supporting the management of change
• Extensive experience with Microsoft Word, Excel, PowerPoint, Project, Visio and Outlook
• IT literacy in network principles, server hosting, system interfacing, web applications, system automation, client/server models and databases.
• Experience of successfully managing a number of equally important tasks successfully
• Substantial experience in use of a variety of administrative and clinical systems within healthcare
• Proven track record of successfully delivering system implementations and upgrades on time and to specification
• Track record of managing teams to implement solutions and deliver agreed benefits
• Creating new policies, procedures and system documentation

Desirable

• Demonstrable experience in similar role
• Management of the financial resources associated with the services undertaken

Skills

Essential

• Excellent communication skills - verbal, written, presentational and interpersonal
• Ability to directly supervise a large team including recruitment, appraisal and work monitoring
• Strong problem solving approach to issue resolution and ability to work under pressure
• Ability to liaise across Digital Services disciplines ensuring common objectives are delivered
• Ability to work with senior management peers to maintain operational services with minimum supervision
• Good organisational skills including time management, record keeping and attention to detail
• Advanced keyboard and telephone skills
• Ability to interpret the working practices of others and manage the introduction of new ways of working to improve service delivery creating documentation and policies as required
• 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 engendering 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 work under pressure
• Influencing and negotiating skills

Desirable

• Analytical skills in data extraction, data analysis and report writing
• SQL knowledge
• Knowledge of NHS coding standards - OPCS, ICDx, SNOMED
• Knowledge of system integration processes and practices (e.g. HL7, FHIR, etc.)
• Knowledge of IT solution architecture.

Knowledge

Essential

• Extensive 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
• Knowledge of NHS England, Health & Social Care Information Centre (HSCIC) and Department of Health strategies, policies and guidance
• An understanding of the Digital Services Strategy of the NHS and its implications

Desirable

• Knowledge of Cancer Services
• Knowledge of radiology services and systems
• Knowledge of laboratory services and systems
• Understanding of how services are commissioned within the NHS.
• An understanding of an NHS Trust's obligations in relation to the submission of information to external parties

Other

Essential

• Evidence of continuing professional and personal development
• Ability to participate in out-of-hours on-call Rota as required
• Requirement for occasional travel to other sites.
• Working hours ensuring core clinical system coverage from 8:00am to 6:00pm weekdays
• Ability to undertake out-of-hours, weekend and Public Holidays as required.

Desirable

• Driving Licence / Car Owner

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).