Systems Specialist

Job responsibilities

DUTIES AND RESPONSIBILITIES

For Infoflex provide first-line support to all system level problems, issues and faults and for other applications provide second line support. Responsible for undertaking full analysis and applying own judgement in relation to each issue that arises; accurately identifying the impact and severity before contacting suppliers and ensuring the implementation of appropriate timely resolutions.

• Developing clearly written procedures for first line support within Trusts in Greater Manchester
• Adhere to the Service Level Agreements.
• Work with users and other stakeholders across Greater Manchester in developing the use of the system to ensure that it is utilised effectively to support the operational efficiency of PSFU, and any other applications held on Infoflex.
• Develop appropriate policies and procedures in relation to the operation and administration of designated systems.
• Administer the system(s) 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 in all designated systems. Including designing and updating letters and treatment summaries and any other relevant documents.
• Design new and update current patient portals (e.g., health and wellbeing pages)
• Manage the creation and removal of user accounts as required and the population of system management tables including data dictionaries, 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 system managers.
• Work with other system stakeholders and 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 suppliers staff and other third parties helping to build a positive partnership approach to managing the system and issue resolution.
• Work with trusts and 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.
• Facilitate protocol creation, updates and maintenance, working to a program of delivery reporting to stakeholders.
• Work with clinical and administrative staff across GM to ensure user experience of protocols and the patient portal is optimised to assist ease of use, intuitive understanding with incorporation of appropriate constraints to prevent invalid data entry where possible and feasible.
• Pro-actively seek assurances that Infoflex use is as expected by working with the Business Intelligence and Analytics teams to define and develop metrics for monitoring user behaviours and data outputs. Advise on a program of monitoring and reporting with key stakeholders for the visibility of data collection metrics within their area of responsibility.
• 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 Greater Manchester Trusts 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 data quality is audited and raised with the GM operational group so that one trusts data quality issues are not detrimental to the whole regional record
• 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 Greater Manchester Care Alliance to meet their obligations for internal and external information provision.
• Participate in the Christie Business Intelligence team ensuring that data is collected, reported and exported to Trusts 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

• Develop training materials for both on-line and face to face training ensuring that these are updated in line with system changes.
• Deliver one to one and group training sessions to all levels of clinical and administrative staff adopting a flexible and relaxed approach in both operational use of the system and full end to end user acceptance testing of protocols
• 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 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

Qualifications

Essential

• University degree in a related subject or demonstrable equivalent experience

Desirable

• PRINCE Foundation
• ITIL

Experience

Essential

• Extensive experience with Windows and Microsoft packages Microsoft Word, Excel and Outlook
• Substantial experience of designing and supporting technical applications with particular emphasis on user experience
• Experience of successfully managing a number of 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
• Experience of managing testing in highly complex technology-based projects
• Experience of writing test strategies and plans for complex environments
• Development of policies, procedures and system documentation

Desirable

• Experience with Microsoft Project and Visio
• Experience of leading small teams through implementations
• Previous experience of process mapping

Skills

Essential

• Excellent communication skills - verbal, written, presentational and interpersonal skills. Advanced keyboard and telephone skills
• Ability to communicate complex system and technical issues to a variety of staff at different levels across Greater Manchester
• Able to be proactive in problem identification and pursuit of resolution
• IT literacy in basic network principles, client/server models and databases
• Analytical skills in data extraction, data analysis and report writing
• Able to learn new technologies and IT systems quickly through both self-study and professional courses
• 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 use own initiative and coach individuals
• Able to work to deadlines, prioritise and manage workload in a busy and changing environment
• Able to work to deadlines, prioritise and manage workload in a busy and changing environment
• Excellent problem-solving skills

Desirable

• Application of essential skills within NHS environment
• Influencing and negotiating skills
• Ability to think creatively

Knowledge

Essential

• Knowledge of hospital services and how services interlink
• Specialist knowledge of how ICT systems can support clinicians in the treatment of patients across Greater Manchester.
• Specialist knowledge of how ICT systems can support the administration processes and management of a hospital
• Advanced knowledge of the different perspectives on system development from the points of view of clinical record-keeping, outcomes data capture, mandatory reporting and business monitoring
• Specialist knowledge and experience of clinical system(s)
• Knowledge of Cancer Services

Desirable

• Understanding of how services are commissioned within the NHS.
• An understanding of the NHS Long plan relating to cancer and personalised care
• An understanding of Patient Stratified Follow up for cancer
• An understanding of the Informatics Strategy of the NHS and its implications
• An understanding of the implications of a GM wide system
• An understanding of obligations in relation to the submission of information to external parties
• Knowledge of the principles of computer networking

Values

Essential

• Ability to demonstrate the organisational values and behaviours

Other

Essential

• Evidence of continuing professional and personal development
• Hybrid role with home and office working and there is the need for travel across Greater Manchester sites as necessary and for external user group meetings
• Ability to participate in out of hours on-call Rota

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).