Ulysses System Administrator

Lewisham and Greenwich NHS Trust

The closing date is 15 April 2025

Job summary

APPLICANTS WHO HAVE APPLIED IN THE LAST 6 MONTHS MAY NOT APPLY

This is a fantastic opportunity to join the Ulysses System team to provide comprehensive administrative support to the development of our system for Lewisham and Greenwich NHS Trust.

We are looking to recruit an enthusiastic and motivated individual with an interest in a wide range of IT/system and/or governance related processes. It is expected that you will have strong IT skills and be confident in undertaking a range of computer based activities.

This role is an excellent for an experienced administrator with a confident, 'can-do' attitude and friendly, helpful manner.

You will require excellent communication and interpersonal skills as this role entails liaising with a wide range of individuals including admin colleagues, managers and operational staff.

Main duties of the job

To provide administrative assistance with all Ulysses projects and the following modules:

These include but not exclusive to: -

Incident
Customer Services
Litigation
Inquest
Alert
Risk
Audit
RFI

Provide advice for all Trust staff at all levels on all aspects of Ulysses, this includes on-site and online 1-1 training and training workshops when required.

About us

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
Widening access (anchor institution) and employability
Improving the experience of staff with disability
Improving the EDI literacy and confidence of trust staff through training and development
Making equalities mainstream

Date posted

02 April 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year Per annum plus HCA

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

197-AO6484-B

Job locations

University Hospital Lewisham

Lewisham High Street

Lewisham

SE13 6LH

Job description

Job responsibilities

MAIN DUTIES:

Ulysses Risk Management IT System

To assist the Ulysses System Manager in maintaining and developing the Risk Management IT system (Ulysses) to ensure all modules meet the needs of users and in consultation with the external software provider ensure that the system architecture, hardware, and software configuration is established, supported, maintained, and developed in accordance with the wider Trust IT Strategy

In the absence of the Ulysses System Manager, act as the Trust contact with the external software provider ensuring service provision is provided as per agreement and that any maintenance requirements/interventions are actioned promptly.

To work closely with the Ulysses System Manager and various teams across the Trust to integrate data from Ulysses into the Data Warehouse (automatically and/or manually) to enable triangulation of data from other Trust systems to produce intelligent management reporting

Ensure the integrity and security of the system is always maintained including quality assuring data entry, auditing the system, log of users, access permissions, new installations, and updates.

Assist the Ulysses Manager to ensure Ulysses maintains key functions and links with other Trust systems including the Trusts Data Warehouse, incident management, complaints, litigation, compliance with NRLS/LFPSE, HSE, MHRA and other reporting requirements, and can provide the necessary data and outputs to support the Trust in delivery of its day-to-day business and activities

Represent the Trust at external user-group conferences and workshops and host visits from other NHS Trusts to share best practice

Assist with training needs in relation to the system and in liaison with the software provider ensure suitable training and education is provided to meet these needs.

Assist and support administrative duties in relation to Ulysess User Group and also Excellence reporting project.

Analysis & Management Reporting

Act as a digital translator between clinical Teams, the Ulysses Team and the Trust wider information teams

To make available to Trust staff from the system, routine and regular data, information and reports including analysis of trends and themes.

Prepare ad hoc reports from individuals and committees on data across all modules as required

Assist the Ulysses System Manager to work with the external software supplier, Information, and IM&T teams to develop the online functionality of the system to enable greater use and direct interrogation of data by frontline users and the production of locally generated and bespoke reports

Training & Education Co-ordination

Assist the Ulysses System Manager to design and deliver training programmes to meet the needs of clinical and non-clinical staff on the use of the Ulysses system

Job description

Job responsibilities

MAIN DUTIES:

Ulysses Risk Management IT System

Ensure the integrity and security of the system is always maintained including quality assuring data entry, auditing the system, log of users, access permissions, new installations, and updates.

Represent the Trust at external user-group conferences and workshops and host visits from other NHS Trusts to share best practice

Assist with training needs in relation to the system and in liaison with the software provider ensure suitable training and education is provided to meet these needs.

Assist and support administrative duties in relation to Ulysess User Group and also Excellence reporting project.

Analysis & Management Reporting

Act as a digital translator between clinical Teams, the Ulysses Team and the Trust wider information teams

To make available to Trust staff from the system, routine and regular data, information and reports including analysis of trends and themes.

Prepare ad hoc reports from individuals and committees on data across all modules as required

Training & Education Co-ordination

Assist the Ulysses System Manager to design and deliver training programmes to meet the needs of clinical and non-clinical staff on the use of the Ulysses system

Person Specification

Experience

Essential

Experience from direct working with Ulysses Safeguard or equivalent risk management IT system
Experience analysing, developing, and presenting detailed data and reports of a high standard both visual and written reports which will be subject to scrutiny and challenge both internally and externally
Experience working with NRLS/LFPSE coding and configuring an LRMS to report via the NRLS/LFPSE portal
Experience working in a high- pressure environment.
Experience of handling highly sensitive information with discretion

Desirable

Experience of working in the NHS or a public sector environment
Experience of using Ulysses software
Experience of liaising with external software providers
Experience of engaging/liaising with multiple stakeholders of different levels
Experience of delivering training

Qualifications and Training

Essential

Educated to degree level or equivalent in relevant degree subject, such as healthcare or risk.
Evidence of continuing professional development

Desirable

Project management qualification/training
Quality improvement qualification/training
European Computer Driving License or other IT qualification

Knowledge and Skills

Essential

Knowledge of risk systems and database maintenance

Personal Qualities

Essential

Proficient with sound analytical problem- solving skills
High level of skill with Microsoft Word, Excel and PowerPoint.
Full driving license and access to own transport essential.

Person Specification

Experience

Essential

Experience from direct working with Ulysses Safeguard or equivalent risk management IT system
Experience analysing, developing, and presenting detailed data and reports of a high standard both visual and written reports which will be subject to scrutiny and challenge both internally and externally
Experience working with NRLS/LFPSE coding and configuring an LRMS to report via the NRLS/LFPSE portal
Experience working in a high- pressure environment.
Experience of handling highly sensitive information with discretion

Desirable

Experience of working in the NHS or a public sector environment
Experience of using Ulysses software
Experience of liaising with external software providers
Experience of engaging/liaising with multiple stakeholders of different levels
Experience of delivering training

Qualifications and Training

Essential

Educated to degree level or equivalent in relevant degree subject, such as healthcare or risk.
Evidence of continuing professional development

Desirable

Project management qualification/training
Quality improvement qualification/training
European Computer Driving License or other IT qualification

Knowledge and Skills

Essential

Knowledge of risk systems and database maintenance

Personal Qualities

Essential

Proficient with sound analytical problem- solving skills
High level of skill with Microsoft Word, Excel and PowerPoint.
Full driving license and access to own transport essential.

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.