Role Profile
Job
Title: IT & Facilities Lead
Department:
Resource Optimisation
Reports
to: Resource Optimisation Manager
Responsible
for: IT & Facilities Coordinators
Location:
Various
sites (based at Bitterne Park Surgery)
Salary:
£15.00
- £16.53 PH / £29,330 - £32,320 PA
FTE: 1.0 FTE / 37.5 hours over 5 days
Overall
Aim
This role is responsible for providing high
quality, responsive, compliant and cost-effective IT, Systems and Facilities functions.
The optimisation of processes, resources and technology and the achievement of
Key Performance Indicators is essential to supporting clinical delivery and business
continuity.
Key
Responsibilities
1. Systems & IT
Development
·
Lead
on and implement IT projects to optimise the use of systems to deliver IT
services.
·
Identify,
develop and own the delivery of innovative new IT solutions to support high
quality patient care, communication and clinical efficiency.
·
Develop
a detailed understanding of the use and functionality of all LWP IT systems.
·
Develop
a robust understanding of the Partnership’s systems map to support high quality
data analysis in order to measure key outcomes and optimise processes.
·
Become
a super-user of key clinical systems including EMIS, AccuBook, MJOG, INR Star and
Docman10 and the telephony system.
·
Keep
abreast of IT developments within General Practice and the NHS.
·
Be
responsible for identifying and implementing changes, updates and upgrades to
systems to meet all regulatory requirements, data protection regulations and
best practice. Ensure changes are appropriately communicated and staff
informed.
·
Take
ownership of the maintenance and development of the telephony system, ensuring its
configuration meets business needs and performance is optimised.
·
Work
closely and effectively with external IT and telephony support services
including Healthcare Computing and IP Office to plan and coordinate network and
infrastructure upgrades and telephony support.
2. Systems & IT
Support
·
Own
the delivery of a high quality and responsive IT support function for all staff.
·
Define
and oversee the delivery of regular and robust IT system checks and audits,
maintenance and housekeeping undertaken by the IT Coordinator to ensure safe,
effective and well managed systems. Identify, escalate and proactively address
any red flags.
·
Contribute
to external inspections, audits and reporting requirements.
·
Create
and maintain a suite of IT policies, procedures and user guides, regularly
monitoring their use and effectiveness.
·
Create,
document and apply IT security, confidentiality and IT systems protocols.
·
Operate
in accordance with current GDPR and Data Protection regulations and ensure
compliance with all regulatory requirements.
·
Develop
and implement an IT Service Level Agreement. Oversee the resolution of issues
in full and in accordance with its terms, ensuring root causes are identified
and successfully addressed to prevent reoccurrence.
·
Be
responsible for the inventory and maintenance of all hardware (excluding
medical equipment).
·
Oversee
the delivery of IT training to staff at all levels, working towards a more
effective use of IT systems and independent troubleshooting, ensuring training
is clear and effective and meets the required outcomes.
·
Establish
positive and effective working relationships with software suppliers to
facilitate the development and implementation of change projects.
·
Work
with primary users of systems including line managers, senior managers and
partners to understand and deliver user requirements.
·
Contribute
to the investigation and resolution of complaints and significant events.
·
Attend
and contribute to team meetings and working groups.
3. Facilities
·
Define
and oversee the delivery of monthly health and safety and infection control
audits by the Facilities Coordinator. Ensure evidence is documented and
up-to-date and actions identified and completed.
·
Play
a key role in CQC inspections, helping to maintain our ‘Good and supporting the attainment
of an “Outstanding” rating
·
Undertake
regular site inspections, independently and with key stakeholders e.g.
Infection Control Lead and CCG Quality Team.
·
Act
as the first point of contact for the escalation of facilities-related incidents.
·
Be
responsible for the creation and maintenance of a suite of written protocols
and processes including the Business Continuity Plan.
·
Work
closely with HR to ensure all health and safety inductions, risk assessments
etc are completed in a timely and accurate manner.
·
Ensure
all work by external contractors is delivered to time, budget and specification.
·
Undertake
regular audits of suppliers, utilities providers and third-party contractors to
ensure cost-effective delivery of the facilities function.
4. HR Focus
·
Line
manage our IT & Facilities Coordinators, utilising strong leadership skills
to support, inspire and drive the team.
·
Ensure
effective verbal and written communication to the team using the most
appropriate system or channel.
·
Effectively
implement LWP’s performance management process, including probation reviews,
1-2-1’s, annual appraisals, team meetings and capability / disciplinary
processes where appropriate, in line with agreed protocols. Document, follow up
on and take ownership of agreed actions and next steps.
·
Deliver ongoing training
and development plans and ensure they are maintained for all team members,
utilising TARGET sessions where possible.
·
Help
to develop a culture of accountability, continuous improvement and collaboration,
in order to provide an excellent standard of service to patients.
5. Other Duties
·
Lead
assigned tasks & finish projects as requested.
·
Work
collaboratively with colleagues and the senior and Partner teams.
·
Act
as a role model, demonstrating and promoting the standards expected by the Partnership
and creating energy and enthusiasm for the service.
Key Results
- IT and facilities incidents are resolved
to a high standard and within agreed timescales.
- Reporting of IT & facilities functions
and audits are timely and accurate.
- Evidenced reduction in reoccurring IT &
Facilities incidents.
- Agreed policies and protocols are
effectively implemented and documented.
5.
Use
of IT systems and software is optimised and staff adequately trained.
6.
Positive
and effective working relationships with key stakeholders are established.
The Partnership
reserves the right to amend this role profile as necessary, after consultation
with the post holder, to reflect changes in or to the job.