Primary Healthcare Darlington is looking for an experienced IT/data administrator to assist with the day-to-day issues around our IT and data system. This includes knowledge and experience of our clinical system, SystmOne, in addition to daily IT tasks. We can provide a friendly and supportive environment in which to work, part or full-time. Primary Healthcare Darlington (PHD) is the GP federation working in Darlington on behalf of all 11 GP practices, providing evening and weekend GP and nurse appointments, along with a contraceptive clinic and other services. We operate from 8 am to 9 am Monday to Thursday and are open weekends. This role would be primarily Monday to Friday office hours.
Main duties of the job
PHD require a new data/IT administrator to help with the day to day issues of PC and printer problems. In addition, we operate the SystmOne clinical system, and it would be a requirement of the role to act as an RA agent, adding new users, amending users, acting as a smartcard manager, maintaining clinical templates, downloading data to satisfy our contractual obligations, maintain and assist with the completion of our Data Security Toolkit submissions, data entry and other tasks associated with the role.
About us
Primary Healthcare Darlington Ltd has been in place for 10 years and is now a well-established primary care provider. We are a private company working on behalf of the 11 GP surgeries in Darlington to assist with the provision of evening and weekend GP and nurse appointments along with many other services such as Contraceptive and Sexual Health Clinics, spirometry clinics, acute respiratory infection clinics during the winter months and many others. We are based in the centre of Darlington, which has clinical and administrative rooms. We can provide a friendly and supportive working environment to work in, along with NHS benefits such as NHS pensions and uniforms.
Job Description
Job Responsibilities
The post-holder will maintain existing systems and develop the use of information technology to enable the organisation to maximise IT use for business needs and improve patient care.
Job Responsibilities
At the request of the Operations Managers and Directors, to provide expertise in any of the following areas:
- Data Protection Officer / DPIAs / Sharing Agreements
- Reporting
- Data Sets (Enhanced Access, CASH & NHS Health Checks and any future contract requirements)
- Formulary Amendments
- Audit data requirements
- Workload analysis
- Appointment analysis
- IT Trouble-shooter
- Performance Submissions
- Data Entry
- Smartcard Portal Management (Assign new roles, renew smartcard certificates, order new smartcards and replacements, change passcodes when required)
- Password Management (Network login, SystmOne login, NHSmail login)
- Website/Facebook Management
- Liaise with NECS IT on procurement and maintenance of equipment.
- Update/maintenance of the IT Assets Register
- Data Security and Protection Toolkit
Any other duties relevant to the role
SystmOne
- Ensure clinical templates are up to date and accurately reflect contract specifications.
- Create, maintain and establish data entry templates.
- Create, maintain and establish Appointment Templates
- Provide SystmOne expertise and assistance to all staff members.
- Run regular reports for performance targets/KPIs.
- Add new staff users & remove leavers.
IT Troubleshooting
- Troubleshoot IT problems and identify solutions. Where appropriate, report IT faults to the appropriate supplier's helpdesk.
Data entry
- Enter any other necessary information relevant into patient records ensuring accuracy and compliance with current Snomed code policy.
- Advise the Management Team of any problems arising from data entry which are otherwise unresolvable.
- Act as data input clerk as required, with responsibility for the supervision and input of data according to an established routine.
Audit
- Run contract searches and reports on a regular basis in line with Business Policy and service Specification requirements.
- To assist and advise in setting up templates, using Snomed codes for the purpose of extracting data from the system for the use of audits and reports.
Other
- In conjunction with the management team, establish a set of protocols for the business to ensure the accurate input of data and enable access to information as necessary.
- Request Windows accounts, shared file access, and NHS Mail accounts for new starters.
- Assist with training of all present and new staff in computer techniques and implementing all necessary software updates and renewals.
- Ensure proper records are maintained concerning System Suppliers and support, particularly with respect to third-party software.
- To be aware of the Data Protection Act and of its importance and relevance to General Practice and to advise on upgrading or renewing as appropriate.
- Website/Social Media Management Update and maintain the company website/social media pages with the most up-to-date and relevant information.
- Any other duties relating to IT / Data as requested by the Management Team
Confidentiality
- In the course of seeking treatment, patients entrust us with or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Business staff and other healthcare workers. They may also have access to information relating to the business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
The post-holder will implement and lead on the full range of promotion and management of their own and others' health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
- Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
- Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business.
- Using personal security systems within the workplace according to Practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
- Making effective use of training to update knowledge and skills, as well as initiate and manage the training of others.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial/corrective action where needed
- Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility for the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
- Undertaking periodic infection control training (minimum annually)
- Routine management of own team/team areas and maintenance of workspace standards
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner that is welcoming to and of the individual, non-judgmental, and respects their circumstances, feelings, priorities, and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for one's own development, learning, and performance, as well as demonstrating skills and activities to others who are undertaking similar work.
Quality
The post-holder will strive to maintain quality within the Practice and will:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
- Work effectively with individuals in other agencies to meet patient's needs.
- Effectively manage own time, workload and resources.
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Recognize people's need for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
The post-holder will:
- Apply Practice policies, standards and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect your own work.
- Participate in audits where appropriate.
Person Specification
Qualifications
Essential
- Educated to GCSE Level (5 GCSEs at grade C or equivalent, inc. English Language and Maths)
Desirable
- Additional IT qualification
- Demonstrable commitment to professional and personal development
Experience
Essential
- Proficient knowledge of MS Office, Word, Excel, Outlook and Teams
- Evidence of working with numerical and other data
- Understanding of Confidentiality and Data Protection Act
- Demonstrable commitment to promoting equal opportunities
Desirable
- Previous experience within General Practice/Primary Care
- Previous experience using clinical systems such as SystmOne
- Previous experience working in an IT support role
Employer details
Employer name
Primary Healthcare Darlington
Address
Forsyth House
20 Woodland Road
Darlington
County Durham
DL3 7PL
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