Job summary
A key post within the Digital Services Directorate, the post holder will drive the adoption of Office 365 applications, features, and functionality, with a focus on ensuring SBU staff can use Office 365 to the fullest capability on their devices/ platform. Fully aware of the functionality and capabilities of Office 365, a key element of the role will be to provide specialist advice to digital services and the wider health board.
Main duties of the job
- Design and carry out end user adoption activities to meet strategic plans and roadmaps.
- Have ownership and management of end user adoption of Office 365 across mobile, web and desktop platforms.
- Monitor the MS365 roadmap to pro-actively manage the impact of changes to the Office 365 product suite on local adoption.
- Proactively develop and sustain the established Office 365 Digital Champion network within SBU and actively contribute to the national Digital Champion network.
- Assess and manage the impact of proposed changes to the all-Wales tenancy in respect of local adoption.
- Work in collaboration with staff across the health board to understand changing organisational requirements.
- Deliver expert training and business change support to teams, services, and departments throughout the health board.
- Work in collaboration with staff and key stakeholders to continuously improve the utilisation of the Microsoft 365 platform to maximise benefit and value for money.
- Build collaborative partnership with other Health Boards across Wales and the Centre of Excellence around the delivery, adoption, operation, and optimisation of the use of the Office 365 platform.
- Work closely with the development team to engineer and support solutions using all aspects of Microsoft 365 platform.
- Work in collaboration with the health board's Cyber security and Information Governance leads to ensure adoption by staff of the security and compliance features of Office 365.
About us
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Job description
Job responsibilities
Management of services, resources and policy
- Assist in the development of policies and procedures to support the effective adoption of Office 365. Take responsibility for their implementation, monitoring and maintenance.
- Responsible for ensuring adoption of Microsoft 365 across the Health Board.
- Assist in the development of departmental KPIs and utilise them to report and manage team performance.
- Assist in the collation and production of status reports for submission to Project Boards, Operational Boards and Health Board as required.
- Ensure that scheduled work has correctly allocated resources and is completed on time and complies with the agreed quality standards.
- Escalate quality and performance issues to the Head of Digital Operations Service Modernisation and Transformation.
- Ensure any risks are accurately described and submitted to the directorate risk register, including any actions to mitigate the risk.
- Ensure user adoption activities are developed in line with team, department and directorate policies and procedures, and that they follow documented best practice.
- Ensure that documentation meets the required standard and is maintained appropriately.
- Use your specialist knowledge to select the optimal approach for training and business change support to teams, services, and departments throughout the health board
- Responsible for purchasing the correct licences needed by the Mobilisation team, including checking available budget.
- Responsible for ordering any required equipment for the Mobilisation team.
- Ensure that questions from the Digital Champions team are followed up on in a timely manner
- Monitor the quality of the responses given to Digital Champions and ensure any quality issues are addressed directly.
Planning
- Contribute to the technical aspects of the Digital Strategy in conjunction with the Head of Digital Operations Service Modernisation and Transformation.
- Estimate project delivery dates and adapt to changes whilst meeting the expectation of the customer(s).
- Ensure that there is sufficient cover available to support staff in the use of Office 365 and associated solutions.
- In conjunction with other senior members of the Digital Operations department, and in line with national guidance, implement a set of standards and ensure they are adhered to by team members.
- Specify/QA the requirements for new user adoption activities and the enhancement of existing approaches, providing advice and guidance ensuring approaches meet the requirements of the service.
- Ensure communication of changes and developments that impact users is planned effectively.
- Plan and perform training sessions, demonstrations and business change activities, providing guidance and training materials as appropriate.
Analytical and Judgmental Skills
- Analyse, investigate and resolve highly complex platform problems where there may be no precedent set. Ability to put forward ideas to other team members whilst listening and analysing other opinions, assessing all the facts and be able to make a valid judgement to resolve the issue. QA the design and development of solutions and user adoption activities to ensure user and service requirements are satisfied.
- Oversee and perform solution reviews, using advanced knowledge of digital solutions design, construction and operation to ensure finished systems meet the departments quality standards.
- Requirement to concentrate for long periods when analysing data, troubleshooting, developing solutions, problem solving and fine-tuning performance.
- Compose complex queries/updates in order to satisfy requests / issues. Also, quality assure queries/updates composed by others.
- Provide comprehensive technical and non-technical documentation as required.
Research & Development / Service & Quality Improvements
- Regularly required to undertake research as necessary to understand and implement new technical concepts.
- Coordinate solution design ensuring input from appropriate stakeholders.
- As Office 365 is an evergreen solution with new features being released, regularly undertake testing and adapting approaches/ user adoption activities to benefit the health board.
- Ensure appropriate procedures are in place for testing new solutions and ensure these comply with relevant NHS IT standards.
Responsibility for Human Resources
- Responsible for the day-to-day management of team members.
- Ensure team members are approaching tasks in an optimal, efficient way.
- Deliver training on specialist subjects to other Health Board staff as required.
- Manage and develop staff / ensure they have necessary skills to undertake their duties and exercise their responsibilities effectively.
- Monitor sickness and absence of team members in line with Health Board policy.
- Manage and develop staff ensuring all staff receive Personal Development Reviews (PADRs) in line with Health Board policy.
- Responsible for setting personal objectives for team members.
Risk Management & Health & Safety
- Be responsible for the health and safety of staff and identify and report on hazards / incidents within the workplace
Communication
- Provide expert Microsoft 365 platform advice, where no precedent exists, which involves the analysis, interpretation and resolution of highly complex concepts and problems, that requires the evaluation of a range of options/factors.
- Take a leading role on behalf of the health board in sharing updates on developments and progress within national forums such as the Centre of Excellence. Understand what other health boards are doing in the 365 space and apply any emerging best practice within the team.
- Take a leading role in delivering cross-organisation sessions for digital solutions and Microsoft 365 features. This will include presenting complex, sensitive or contentious information to large groups of staff with varying technical ability in a clear and concise way.
- Communicate ideas and highly complex concepts across a range of issues clearly, via presentations and during meetings, to all levels of staff, where there are barriers to understanding, to achieve positive outcomes.
- Train, present and offer advice and guidance on complex technologies to team members.
- Liaise with Directorates and health partners in order to inform the development plans.
- Take responsibility for ensuring effective communication is maintained within the Digital Operations department. and within project & support teams.
- Assist in ensuring effective communication is maintained across the Digital Services Directorate.
- Liaise with suppliers, maintenance contractors and distributors where appropriate to maintain Health Board information systems.
- Contribute and participate in Directorate forums in order to update Directorate staff on any Development issues.
- Ensure Directorate administrative processes are adhered to.
- Identify and report potential risks for inclusion onto the Directorates Risk register.
- Ensure applications are accurately represented within the IT Asset Register.
Continuing Professional Development
- Develop a personal development plan annually as part of the Personal Development Review process.
- Keep skills up to date and relevant in order to carry out responsibilities.
- Use available resources (Intranet, internet, reading materials, conferences) to keep abreast of IT developments and look for opportunities to use these developments
- Participate in Directorates workshops and training programmes.
- Ensure continuation of personal development through appropriate formal training as and when necessary.
- Keep up to date with legislation in relation to data protection, Caldicott principles, confidentiality, Human Rights Act, Freedom of Information Act etc and the latest E-policie
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Job description
Job responsibilities
Management of services, resources and policy
- Assist in the development of policies and procedures to support the effective adoption of Office 365. Take responsibility for their implementation, monitoring and maintenance.
- Responsible for ensuring adoption of Microsoft 365 across the Health Board.
- Assist in the development of departmental KPIs and utilise them to report and manage team performance.
- Assist in the collation and production of status reports for submission to Project Boards, Operational Boards and Health Board as required.
- Ensure that scheduled work has correctly allocated resources and is completed on time and complies with the agreed quality standards.
- Escalate quality and performance issues to the Head of Digital Operations Service Modernisation and Transformation.
- Ensure any risks are accurately described and submitted to the directorate risk register, including any actions to mitigate the risk.
- Ensure user adoption activities are developed in line with team, department and directorate policies and procedures, and that they follow documented best practice.
- Ensure that documentation meets the required standard and is maintained appropriately.
- Use your specialist knowledge to select the optimal approach for training and business change support to teams, services, and departments throughout the health board
- Responsible for purchasing the correct licences needed by the Mobilisation team, including checking available budget.
- Responsible for ordering any required equipment for the Mobilisation team.
- Ensure that questions from the Digital Champions team are followed up on in a timely manner
- Monitor the quality of the responses given to Digital Champions and ensure any quality issues are addressed directly.
Planning
- Contribute to the technical aspects of the Digital Strategy in conjunction with the Head of Digital Operations Service Modernisation and Transformation.
- Estimate project delivery dates and adapt to changes whilst meeting the expectation of the customer(s).
- Ensure that there is sufficient cover available to support staff in the use of Office 365 and associated solutions.
- In conjunction with other senior members of the Digital Operations department, and in line with national guidance, implement a set of standards and ensure they are adhered to by team members.
- Specify/QA the requirements for new user adoption activities and the enhancement of existing approaches, providing advice and guidance ensuring approaches meet the requirements of the service.
- Ensure communication of changes and developments that impact users is planned effectively.
- Plan and perform training sessions, demonstrations and business change activities, providing guidance and training materials as appropriate.
Analytical and Judgmental Skills
- Analyse, investigate and resolve highly complex platform problems where there may be no precedent set. Ability to put forward ideas to other team members whilst listening and analysing other opinions, assessing all the facts and be able to make a valid judgement to resolve the issue. QA the design and development of solutions and user adoption activities to ensure user and service requirements are satisfied.
- Oversee and perform solution reviews, using advanced knowledge of digital solutions design, construction and operation to ensure finished systems meet the departments quality standards.
- Requirement to concentrate for long periods when analysing data, troubleshooting, developing solutions, problem solving and fine-tuning performance.
- Compose complex queries/updates in order to satisfy requests / issues. Also, quality assure queries/updates composed by others.
- Provide comprehensive technical and non-technical documentation as required.
Research & Development / Service & Quality Improvements
- Regularly required to undertake research as necessary to understand and implement new technical concepts.
- Coordinate solution design ensuring input from appropriate stakeholders.
- As Office 365 is an evergreen solution with new features being released, regularly undertake testing and adapting approaches/ user adoption activities to benefit the health board.
- Ensure appropriate procedures are in place for testing new solutions and ensure these comply with relevant NHS IT standards.
Responsibility for Human Resources
- Responsible for the day-to-day management of team members.
- Ensure team members are approaching tasks in an optimal, efficient way.
- Deliver training on specialist subjects to other Health Board staff as required.
- Manage and develop staff / ensure they have necessary skills to undertake their duties and exercise their responsibilities effectively.
- Monitor sickness and absence of team members in line with Health Board policy.
- Manage and develop staff ensuring all staff receive Personal Development Reviews (PADRs) in line with Health Board policy.
- Responsible for setting personal objectives for team members.
Risk Management & Health & Safety
- Be responsible for the health and safety of staff and identify and report on hazards / incidents within the workplace
Communication
- Provide expert Microsoft 365 platform advice, where no precedent exists, which involves the analysis, interpretation and resolution of highly complex concepts and problems, that requires the evaluation of a range of options/factors.
- Take a leading role on behalf of the health board in sharing updates on developments and progress within national forums such as the Centre of Excellence. Understand what other health boards are doing in the 365 space and apply any emerging best practice within the team.
- Take a leading role in delivering cross-organisation sessions for digital solutions and Microsoft 365 features. This will include presenting complex, sensitive or contentious information to large groups of staff with varying technical ability in a clear and concise way.
- Communicate ideas and highly complex concepts across a range of issues clearly, via presentations and during meetings, to all levels of staff, where there are barriers to understanding, to achieve positive outcomes.
- Train, present and offer advice and guidance on complex technologies to team members.
- Liaise with Directorates and health partners in order to inform the development plans.
- Take responsibility for ensuring effective communication is maintained within the Digital Operations department. and within project & support teams.
- Assist in ensuring effective communication is maintained across the Digital Services Directorate.
- Liaise with suppliers, maintenance contractors and distributors where appropriate to maintain Health Board information systems.
- Contribute and participate in Directorate forums in order to update Directorate staff on any Development issues.
- Ensure Directorate administrative processes are adhered to.
- Identify and report potential risks for inclusion onto the Directorates Risk register.
- Ensure applications are accurately represented within the IT Asset Register.
Continuing Professional Development
- Develop a personal development plan annually as part of the Personal Development Review process.
- Keep skills up to date and relevant in order to carry out responsibilities.
- Use available resources (Intranet, internet, reading materials, conferences) to keep abreast of IT developments and look for opportunities to use these developments
- Participate in Directorates workshops and training programmes.
- Ensure continuation of personal development through appropriate formal training as and when necessary.
- Keep up to date with legislation in relation to data protection, Caldicott principles, confidentiality, Human Rights Act, Freedom of Information Act etc and the latest E-policie
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Person Specification
Knowledge
Essential
- Educated to degree level in a Computing related subject or equivalent experience
- Specialist knowledge and experience across the range of Office 365 products and solutions
- Evidence of further development and or education and training on Microsoft 365 or Azure
Desirable
- Project management qualification or equivalent experience
- Minimum 2 years' experience as a Team Leader within an IT environment
Experience
Essential
- Experience of delivering business change, user adoption activities and training with the 365 platform
- Experience of supporting and liaising with users and managing their requirements and expectations
- Experience in dealing with highly complex IT issues in a large organisation
- Can demonstrate implementation of innovative ideas
Desirable
- Experience of IT within a healthcare environment
Person Specification
Knowledge
Essential
- Educated to degree level in a Computing related subject or equivalent experience
- Specialist knowledge and experience across the range of Office 365 products and solutions
- Evidence of further development and or education and training on Microsoft 365 or Azure
Desirable
- Project management qualification or equivalent experience
- Minimum 2 years' experience as a Team Leader within an IT environment
Experience
Essential
- Experience of delivering business change, user adoption activities and training with the 365 platform
- Experience of supporting and liaising with users and managing their requirements and expectations
- Experience in dealing with highly complex IT issues in a large organisation
- Can demonstrate implementation of innovative ideas
Desirable
- Experience of IT within a healthcare environment
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.
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.
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).
