IT and Digital Specialist

Job description

Job responsibilities

Key Accountabilities, Responsibilities & Tasks

Departmental & Role Specifics

Daily

Monitor the IT Service desk tickets with our external IT provider chase up where necessary.

Monitor new user and internal IT mailboxes and reply and progress queries

Organise moving & storage of IT and Digital items delivered to the main hospice site

Schedule and issue agreed tech communications internally, in spring/summer ensure bird box cam feed is monitored daily

Weekly

Proactive planning with the Media and Communications Team on scheduling IT update information and the promotion of a culture of confidence in the use of tech at work

Check Hospice and Shop monitors are issuing the messaging agreed and are fully operational.

Meeting HR advisors and the Volunteer Development Manager to ensure all new starters are issued with an email address, are registered with Xperience for set up on SharePoint and Papercut (photocopiers) with role based access to software on their PC, have an allocated lap top or desk top computer for their first day on site and dependent upon role mobile telephone and the relevant security fob with role based access

Support the Estates manager with weekly maintenance support & response to IT equipment requests at Spring Garden Lane and all of our retail premises, liaising with shop staff as necessary & ordering & collecting supplies

At the request of the Estates Manager and/or Director of Finance and Performance seek quotes and place orders for IT and digital equipment and other equipment as required

Attend the joint weekly highlight meetings with Xperience and as required undertake tasks allocated to The Hospice of St Francis within agreed timelines

Monthly

Update and maintain the asset register, check and complete scheduled DSP Toolkit and Cyber Essentials tasks, including the policy tracker

Progressing purchase orders ensuring that supporting documentation such as appropriate financial authority, quotes and other important documents are completed accurately and in time, handling queries from the Finance team relating to the payment of invoices.

Maintain the asset register for all computer and digital telecommunications equipment owned by including asset tagging and logging on our vantage system

Operate a joint roster with the Corporate Communications Officer to ensure that IT equipment is always prepared, tested, set up and ready for committee/board/AGM and another Trustee meetings in the calendar

Review team level digital skills training requests from ET, prioritise your time to deliver this training in a timely way and update colleagues accordingly

Quarterly

Check in with Head Gardener on scheduling and broadcast for bird box and wildlife cams footage

Horizon scanning for best practice in tech

Proactively on a planned basis with the education team agree the digital skills training courses to be delivered, create the course content and deliver these courses, acting on the evaluation feedback for future quarterly programmes

Attend Education course programme planning meetings to review scheduled digital skills training including new/replacement courses as out software and hardware continues to evolve

Annually/biannually

Complete for sign off by the Director Finance our DSP toolkit submission

Provide advice and support to the Director of Integrated Governance in assuring IT policy and procedure is reviewed and updated consistent with the timelines on the policy tracker

Assist with the preparation of the annual budget

Assist with energy monitoring and reduction strategies

Qualifications, Skills, Experience, Knowledge & Approach

Recent technical experience over three years or more in an IT support role

Demonstrable technical experience and/or qualification in computing, information technology

Expert competence in the use of Microsoft 365, including, email, SharePoint and all associated applications

Proven knowledge of cyber security risks and undertaking VDU assessments

Expertise in delivering training in digital skills, the use of software, cyber security and/or be willing to develop these skills

Numerate and literate, able to draft correspondence, documents and compile reports

Good current understanding of the DSP compliance standards, cyber security and GDPR

Able to work under own initiative, under pressure within structured timescales.

Previous experience as a single specialty (IT/Digital) practitioner within a team (desirable)

Generates new ideas and working practices without being prompted.

Able to listen and summarise technical IT and digital information in easily understandable terms

Proficient IT and administration skills

Able to deliver on deadlines/ sudden pressures whilst maintaining safety and accuracy

Pro-active approach to problem solving, and the ability to spot and deal with issues as they occur

Knowledge of information governance and experience of completing DSP toolkit desirable

Additional qualifications in programming and report scheduling desirable

Communication

To have a visible and approachable presence within the hospice and other hospice buildings

Customer-facing attitude and excellent team building and people management skills

Excellent communication skills with the mental agility to think on feet and deliver safe solutions

Self-motivated and able to work on own initiative within a team environment

See the potential in others and understands the impact of their actions on colleagues

Can communicate in more than one language relevant to the population served (desirable)

Internal & External Contacts

All Employees, Volunteers, and contractors Trustees and Association Members

External contractors and external regulatory bodies

Members of the general public.

Decision Making

The post holder is expected to take significant responsibility and autonomy for their area of work and work with a range of people at all levels internally and externally

Freedom to act within delegated responsibility and charity policy and procedure

Able to consolidate learning with speed and efficiency and work with pace and accuracy

Mental and Physical Consideration. Working Conditions & Environment

The post holder will come into contact with emotional circumstances, through speaking to staff and volunteers or information received in the course of this role.

Required to change from one activity to another to meet the changing needs of the service.

Required to sit at a computer. There is a requirement to manual handle parcels or boxes and undertake remedial maintenance tasks

The post holder will be required to work in a high volume, fast paced environment. Frequent interruptions should be expected. Competing priorities are common place.

The post holder will be required to visit other hospice building (shops) or event and will need to have the availability to travel there (car/ public transport)

Health & Safety

Equally able to work on own initiative and as part of a collaborative team

Absence cover in the team as required by colleagues and managers

Understand and comply with all Health and Safety, Security Fire and Infection Control regulations

Ensure own safety and that of staff, volunteers, patients and contractors

Complete all mandatory training for health and safety and ensure compliance

Report any accidents or incidents in the department

Available to respond to out of normal hours emergency situations

Safeguarding

Act in a manner at all times to safeguard the interests of individual patients/clients and their families and justify public trust and confidence in the Hospice of St Francis

Person Specification

Qualifications

Essential

• Recent technical experience over three years or more in an IT support role
• Demonstrable technical experience and/or qualification in computing, information technology
• Expert competence in the use of Microsoft 365, including, email, SharePoint and all associated applications
• Proven knowledge of cyber security risks and undertaking VDU assessments
• Expertise in delivering training in digital skills, the use of software, cyber security and/or be willing to develop these skills
• Numerate and literate, able to draft correspondence, documents and compile reports
• Good current understanding of the DSP compliance standards, cyber security and GDPR
• Able to work under own initiative, under pressure within structured timescales.
• Previous experience as a single specialty (IT/Digital) practitioner within a team (desirable)
• Generates new ideas and working practices without being prompted.
• Able to listen and summarise technical IT and digital information in easily understandable terms
• Proficient IT and administration skills
• Able to deliver on deadlines/ sudden pressures whilst maintaining safety and accuracy
• Pro-active approach to problem solving, and the ability to spot and deal with issues as they occur

Desirable

• Knowledge of information governance and experience of completing DSP toolkit desirable
• Additional qualifications in programming and report scheduling desirable

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.

Employer details

Employer name

The Hospice of St Francis

Address

The Hospice Of St. Francis

Spring Garden Lane

Berkhamsted

Hertfordshire

HP4 3GW

Employer's website

https://www.stfrancis.org.uk/ (Opens in a new tab)