Job summary
An exciting opportunity has arisen for a Clinical Systems Officer to join our Clinical Services Team. This role will require the successful candidate to play a key role in the development, implementation, and maintenance of The Childrens Trusts clinical business systems, with a focus on Electronic Records, Integrated Child Record System (ICRS) and Incident Reporting Systems (IRAR).
Staff benefits include, shuttle bus, and more Read more below.
Main duties of the job
Role Requirements
You will perform a variety of day-to-day administrative systems functions, associated with the collection, retrieval, accessibility and training for clinical systems, whilst ensuring data integrity and security.
As part of the ongoing maintenance and continued embedding of the business systems, you will identify areas of opportunity to improve existing processes, functionality, and workflow, whilst maximising technological capabilities to reduce manual processes and improve data management and efficiency.
With experience of working in a complex environment, across a large and diverse workforce, you will be exceptionally organised with a high-level of attention to detail. You will naturally possess excellent inter-personal skills, and an ability to consult and positively engage with key stakeholders across the organisation.
Interview Date: To be confirmed.
About us
About Us
The Childrens Trust is the UKs leading charity for children with acquired brain injury, providing expert rehabilitation, education, therapy, and care at our national specialist centre in Tadworth, and to children and their families across the UK, via our Brain Injury Community Service.
Boasting a beautiful 24-acre site in Surrey, we are located just outside of London, close to the M25 (accessible via Junction 8, A217 to Tadworth) and easily accessible via National Rail, by way of: Clapham Junction, Sutton, and Epsom.
Staff Benefits
The work we do is highly rewarding, and in addition to an attractive salary, we offer a valuable range of benefits, including, adoption pay, time off for fertility treatment, enhanced paternity leave, paid carers leave, time out days for those experiencing menopause symptoms, time off for gender reassignment.
We also offer additional annual leave days for those with long service, with entitlements ranging from 35 to 41 days (including bank holidays) depending on your length of service.
Other benefits include free on-site parking; a staff shuttle service from Epsom and Sutton train stations to Tadworth Court, subsidised cafeteria, on-site staff accommodation (subject to availability), the ability to retain your NHS pension (where applicable) or the opportunity to join an alternative scheme, and the opportunity to develop your career in a supportive and collaborative environment.
Job description
Job responsibilities
Implementation, Maintenance & Optimisation
- Act as a technical
specialist for our clinical business systems, by developing and maintaining
comprehensive understanding of the systems.
This includes ensuring the Clinical Systems Handbook is kept up to date
and reflective of any changes. Maintain
a thorough risk log ensuring all key stakeholders and sponsors are aware of the
risks. Any risk mitigation/workarounds
should be agreed at Governance and recorded and reviewed regularly.
- Develop and maintain an
in-depth and up-to-date knowledge of both regulatory requirements and daily
operational practices, to ensure an effective, efficient, and compliant
business systems.
- Manage and maintain
day-to-day management of the clinical business systems and the data held within them, using audits to show compliance;
identify any emerging risks and gaps in learning/training needs.
- Act as the primary liaison between clinical business system vendors and The Childrens Trust, regularly liaising to ensure
continued development to meet organisational needs and utilise/attend relevant
user groups and forums to remain up to date with system developments.
- Identify, develop and
implement any required staff training through the delivery of induction and
mandatory training sessions and the production of any necessary training
manuals, to increase staffs technical skillset and ensure they are competent
in using the clinical systems.
- Manage all requests for
system improvement and changes from Clinical Teams. Keeping a log and ensuring these are
addressed through the monthly Governance meeting or other appropriate forums.
Feedback to teams about outcomes of their requests and the next steps for
implementation if applicable.
- To manage the
implementation of future roll outs including system improvements/changes. This includes maintaining the project plans
and communicating with clinical teams on timescales and their responsibilities
ensuring key stakeholders and sponsors are engaged.
- Ensure Business continuity plans are in place and review regularly to
ensure robust and fit for purpose.
Data Security and Compliance- Continuous evaluation
of data security measures and controls, including staff have appropriate levels
of access to the systems as per agreed guidelines.
- Complete the regular audits
as per the audit schedule to review the integrity of data.
Data Analytics- Develop and generate ad
hoc reports required with timely and accurate data.
Professionalism- Adhere to the policies and procedures of The
Childrens Trust.
- Maintain professional boundaries
and professionalism at all times.
- Ensure strict confidentiality at all
times, only releasing information to those acting in an official capacity and
with appropriate authority.
Management of self and others- Maintains a positive approach and outlook when dealing with change and
overcoming challenges and problems.
- Recognises own limitations, develops realistic goals, and uses support
network resource when or if necessary.
- Treats challenges and problems as a learning experience.
- Remains organised and focused when under pressure.
- Responds appropriately and effectively to all constructive feedback.
Health and Safety
- Adheres
to all health and safety guidelines, including infection prevention and control.
- Provide evidence of a
valid NHS Covid Pass or acceptable proof of Covid vaccination or medical
exemption and all vaccinations (or medical exemption) required for the post.
- Adhere
to manual handling procedures and complete mandatory manual handling training.
- Promotes
the health and safety of others.
- Uses the incident reporting and risk
assessment system (IRAR), to identify and report risks and incidents/actions if
directed.
- Responsible for identifying and mitigating
risk within the work environment.
Wellbeing and Emotional Resilience- Maintains a positive approach and outlook when
dealing with change and overcoming challenges and problems.
- Recognises own limitations, develops realistic
goals, and uses support network resource when or if necessary.
- Treats challenges and problems as a learning
experience.
- Remains organised and focused when under
pressure.
- Responds appropriately and effectively to all
constructive feedback.
- Motivates self and others.
Job description
Job responsibilities
Implementation, Maintenance & Optimisation
- Act as a technical
specialist for our clinical business systems, by developing and maintaining
comprehensive understanding of the systems.
This includes ensuring the Clinical Systems Handbook is kept up to date
and reflective of any changes. Maintain
a thorough risk log ensuring all key stakeholders and sponsors are aware of the
risks. Any risk mitigation/workarounds
should be agreed at Governance and recorded and reviewed regularly.
- Develop and maintain an
in-depth and up-to-date knowledge of both regulatory requirements and daily
operational practices, to ensure an effective, efficient, and compliant
business systems.
- Manage and maintain
day-to-day management of the clinical business systems and the data held within them, using audits to show compliance;
identify any emerging risks and gaps in learning/training needs.
- Act as the primary liaison between clinical business system vendors and The Childrens Trust, regularly liaising to ensure
continued development to meet organisational needs and utilise/attend relevant
user groups and forums to remain up to date with system developments.
- Identify, develop and
implement any required staff training through the delivery of induction and
mandatory training sessions and the production of any necessary training
manuals, to increase staffs technical skillset and ensure they are competent
in using the clinical systems.
- Manage all requests for
system improvement and changes from Clinical Teams. Keeping a log and ensuring these are
addressed through the monthly Governance meeting or other appropriate forums.
Feedback to teams about outcomes of their requests and the next steps for
implementation if applicable.
- To manage the
implementation of future roll outs including system improvements/changes. This includes maintaining the project plans
and communicating with clinical teams on timescales and their responsibilities
ensuring key stakeholders and sponsors are engaged.
- Ensure Business continuity plans are in place and review regularly to
ensure robust and fit for purpose.
Data Security and Compliance- Continuous evaluation
of data security measures and controls, including staff have appropriate levels
of access to the systems as per agreed guidelines.
- Complete the regular audits
as per the audit schedule to review the integrity of data.
Data Analytics- Develop and generate ad
hoc reports required with timely and accurate data.
Professionalism- Adhere to the policies and procedures of The
Childrens Trust.
- Maintain professional boundaries
and professionalism at all times.
- Ensure strict confidentiality at all
times, only releasing information to those acting in an official capacity and
with appropriate authority.
Management of self and others- Maintains a positive approach and outlook when dealing with change and
overcoming challenges and problems.
- Recognises own limitations, develops realistic goals, and uses support
network resource when or if necessary.
- Treats challenges and problems as a learning experience.
- Remains organised and focused when under pressure.
- Responds appropriately and effectively to all constructive feedback.
Health and Safety
- Adheres
to all health and safety guidelines, including infection prevention and control.
- Provide evidence of a
valid NHS Covid Pass or acceptable proof of Covid vaccination or medical
exemption and all vaccinations (or medical exemption) required for the post.
- Adhere
to manual handling procedures and complete mandatory manual handling training.
- Promotes
the health and safety of others.
- Uses the incident reporting and risk
assessment system (IRAR), to identify and report risks and incidents/actions if
directed.
- Responsible for identifying and mitigating
risk within the work environment.
Wellbeing and Emotional Resilience- Maintains a positive approach and outlook when
dealing with change and overcoming challenges and problems.
- Recognises own limitations, develops realistic
goals, and uses support network resource when or if necessary.
- Treats challenges and problems as a learning
experience.
- Remains organised and focused when under
pressure.
- Responds appropriately and effectively to all
constructive feedback.
- Motivates self and others.
Person Specification
Qualifications
Desirable
- Educated to Degree or masters level in relevant field or equivalent.
- Project management qualification.
Experience
Essential
- Experience of business systems, preferably in a health or care environment.
- Experience in collecting, analyzing, and presenting/reporting complex data to a variety of internal and external audiences.
- Significant, demonstrable experience within care compliance.
- Knowledge and experience of relevant quality standards to support and develop the service.
- Experience of successfully managing quality assurance and/or change projects.
- Experience of supporting and resolving complex technical application problems.
Skills & Abilities
Essential
- Understanding of health care sector
- Proficient and sound knowledge of IT systems (Microsoft Word/excel, databases etc.)
- Methodical and diligent, with excellent attention to detail, planning abilities and perseverance to complete projects.
- Excellent interpersonal and communication skills at all levels, including the ability to produce effective documentation and to engage with technical and non-technical colleagues.
- A strong analytical/problem solving mind set, with the ability and willingness to get into the detail to find solutions.
- Ability to take the initiative, to build knowledge of systems and support business processes with a minimum of supervision.
- Ability to work as part of a team, to share knowledge with colleagues and to follow the direction of team managers.
- Ability to work under pressure, to meet deadlines and prioritise workload effectively.
- A commitment to creating cultures that embody positive change and continuous improvement.
- Demonstrable experience/maturity to handle confidential and sensitive information
Personal Qualities
Essential
- Commitment to the vision and values of The Childrens Trust.
- Commitment to maintaining personal wellbeing and the wellbeing of colleagues.
- Flexible and can do attitude to competing commitments in workload.
- Highly motivated and reliable.
- Ability to cope working in a demanding environment.
Person Specification
Qualifications
Desirable
- Educated to Degree or masters level in relevant field or equivalent.
- Project management qualification.
Experience
Essential
- Experience of business systems, preferably in a health or care environment.
- Experience in collecting, analyzing, and presenting/reporting complex data to a variety of internal and external audiences.
- Significant, demonstrable experience within care compliance.
- Knowledge and experience of relevant quality standards to support and develop the service.
- Experience of successfully managing quality assurance and/or change projects.
- Experience of supporting and resolving complex technical application problems.
Skills & Abilities
Essential
- Understanding of health care sector
- Proficient and sound knowledge of IT systems (Microsoft Word/excel, databases etc.)
- Methodical and diligent, with excellent attention to detail, planning abilities and perseverance to complete projects.
- Excellent interpersonal and communication skills at all levels, including the ability to produce effective documentation and to engage with technical and non-technical colleagues.
- A strong analytical/problem solving mind set, with the ability and willingness to get into the detail to find solutions.
- Ability to take the initiative, to build knowledge of systems and support business processes with a minimum of supervision.
- Ability to work as part of a team, to share knowledge with colleagues and to follow the direction of team managers.
- Ability to work under pressure, to meet deadlines and prioritise workload effectively.
- A commitment to creating cultures that embody positive change and continuous improvement.
- Demonstrable experience/maturity to handle confidential and sensitive information
Personal Qualities
Essential
- Commitment to the vision and values of The Childrens Trust.
- Commitment to maintaining personal wellbeing and the wellbeing of colleagues.
- Flexible and can do attitude to competing commitments in workload.
- Highly motivated and reliable.
- Ability to cope working in a demanding 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.
