Job summary
Are you looking for an interesting and varied job role working as part of a dynamic team delivering a programme that supports improved patient care? Are you looking for an opportunity where your contribution can make a real impact?
An excellent opportunity has arisen for a Digital Records System Administrator to join our Electronic Document Management team on a fixed term for 12 months. The post holder will support with crucial systems and administrative tasks associated with the efficient performance and development of our new electronic document management system.
*Please note this post is open to internal applicants from LYPFT only*
Main duties of the job
The role is 37.5 hours per week (Monday-Friday) and will normally be based on-site at our Roseville Road office located just outside of Leeds City Centre. There may also be a requirement for some occasional travel to local Trust sites to provide support to services using our new Electronic Document Management System.
We are seeking an innovative, enthusiastic and engaging individual with excellent communication skills and the ability to liaise and communicate with a wide range of audiences. The successful candidate will have strong analytical skills and the ability to interrogate data and processes. Additionally, the successful candidate will be a strong team player with a collaborative and flexible working style with the ability to work under pressure to strict deadlines in a challenging environment.
About us
The Leeds and York Partnership NHS Foundation Trust (LYPFT) is the main provider of Mental Health and Learning Disability services in Leeds. We also provide specialist inpatient services in York and some highly specialised services across the country. As a teaching trust with strong links to local universities, we are a centre of excellence for teaching,research and development.
There are many benefits of working for LYPFT including fantastic employee wellbeing support, 27 - 33 days annual leave, flexible working and remote working arrangements, the NHS Pension Scheme (LYPFT pays 20.6% into your scheme each year), coaching, support and opportunities for career development and training and education support alongside a range of exclusive discounts and payment schemes including for cars, extra leave days and more organisations such as Blue Light Card, Health Service Discounts and NHS Discount Offers.
We also have an incredible bank department, offering variety of roles in nursing, allied health professions, healthcare support worker and administration clerical. Permanent employees are automatically added to bank. Bank-only workers can choose the hours they want to work and will have the opportunity to gain additional experience, keep skills up to date, develop new ones and earn extra money without having to commit to a permanent role. For an informal discussion or more information please contact the team bankstaffingdepartment.lypft@nhs.net
Job description
Job responsibilities
To be successful in this role, you will have:
- Working knowledge of Electronic Document Management Systems with experience within a systems administration position.
- Educated to NVQ level 4 or equivalent.
- Experience of managing and supervising small teams including managing rosters
Ideally, youll also have fault finding experience ideally having worked within an IT Service Desk previously.
- Supporting the Digital Records Manager to take ownership of all Mediviewer application duties after completion of the early adopter speciality rollout.
- Deliver a customer-focused second line response to incidents and other requests raised through the IT Service Desk or other means.
- Ensure that end-users are given appropriate levels of access and security to the Electronic Document Management systems.
- Provide on-going support and assistance to staff that use the Mediviewer system via various training delivery methods i.e. Floor Walking, structured training, drop in sessions and one to one coaching.
- As part of the wider Electronic Document Management systems training programme, provide ongoing support. Deliver training modules and materials as directed by the Digital Records Manager, recommending changes as necessary based on user feedback or application changes, ensuring that these materials are optimised for training of large staff groups on rotation such as students and junior doctors.
- Provides 2nd line support and troubleshooting to resolve user issues and data quality matters.
- Escalate problems to 3rd party vendors (scanning services and software provider) and ensure updates are documented and communicated to the Digital Records Manager.
- Undertake and analyse regular Quality Assurance (QA) activities to ensure ongoing quality of scanned content, and where necessary escalate issues to the scanning services provider for correction.
- Ensure that data back-ups are compliant with the system(s) data retention policy.
- Liaise with clinicians, managers, suppliers and other application managers to ensure continuity of service during planned application downtime and ensure emergency protocols and procedures are fit for purpose.
- Support the Digital Records Manager to create specifications for change and assist in the testing of new application deliveries.
- Support the Digital Records Manager to conduct user notification and co-ordination for all software upgrades including planning, multi-user testing and support documentation for all software releases.
- Support the Digital Records Manager to investigate existing and future functionality, providing the Trust with opportunities to expand on functionality, maximising value for money and the benefits realisation of the applications as a major business critical investment.
- Work with key stakeholders across the Trust to communicate best practice in the use of electronic document management systems.
- Escalate any requests for emergency scanning to the Digital Records Manager and necessary suppliers in a timely fashion.
Job description
Job responsibilities
To be successful in this role, you will have:
- Working knowledge of Electronic Document Management Systems with experience within a systems administration position.
- Educated to NVQ level 4 or equivalent.
- Experience of managing and supervising small teams including managing rosters
Ideally, youll also have fault finding experience ideally having worked within an IT Service Desk previously.
- Supporting the Digital Records Manager to take ownership of all Mediviewer application duties after completion of the early adopter speciality rollout.
- Deliver a customer-focused second line response to incidents and other requests raised through the IT Service Desk or other means.
- Ensure that end-users are given appropriate levels of access and security to the Electronic Document Management systems.
- Provide on-going support and assistance to staff that use the Mediviewer system via various training delivery methods i.e. Floor Walking, structured training, drop in sessions and one to one coaching.
- As part of the wider Electronic Document Management systems training programme, provide ongoing support. Deliver training modules and materials as directed by the Digital Records Manager, recommending changes as necessary based on user feedback or application changes, ensuring that these materials are optimised for training of large staff groups on rotation such as students and junior doctors.
- Provides 2nd line support and troubleshooting to resolve user issues and data quality matters.
- Escalate problems to 3rd party vendors (scanning services and software provider) and ensure updates are documented and communicated to the Digital Records Manager.
- Undertake and analyse regular Quality Assurance (QA) activities to ensure ongoing quality of scanned content, and where necessary escalate issues to the scanning services provider for correction.
- Ensure that data back-ups are compliant with the system(s) data retention policy.
- Liaise with clinicians, managers, suppliers and other application managers to ensure continuity of service during planned application downtime and ensure emergency protocols and procedures are fit for purpose.
- Support the Digital Records Manager to create specifications for change and assist in the testing of new application deliveries.
- Support the Digital Records Manager to conduct user notification and co-ordination for all software upgrades including planning, multi-user testing and support documentation for all software releases.
- Support the Digital Records Manager to investigate existing and future functionality, providing the Trust with opportunities to expand on functionality, maximising value for money and the benefits realisation of the applications as a major business critical investment.
- Work with key stakeholders across the Trust to communicate best practice in the use of electronic document management systems.
- Escalate any requests for emergency scanning to the Digital Records Manager and necessary suppliers in a timely fashion.
Person Specification
Qualifications
Essential
- Educated to NVQ level 4 or equivalent.
Experience
Essential
- Experienced Systems Administrator with experience of managing and supervising small teams including managing rosters.
- Experience of working on policy and process documentation - experience of auditing the use of systems.
Person Specification
Qualifications
Essential
- Educated to NVQ level 4 or equivalent.
Experience
Essential
- Experienced Systems Administrator with experience of managing and supervising small teams including managing rosters.
- Experience of working on policy and process documentation - experience of auditing the use of systems.
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.
