Registration Authority (RA) Administrator

Job responsibilities

Main duties and Responsibilities

To support the RA Officer to facilitate and organise all aspects of RA including smart card production and distribution, ensuring National RA processes for card issue, revocation and profile modification are adhered to. Tasks include, but are not limited to:

• Responding to Service Desk Enquiries re Smartcard Service Provision
• Resolving end user queries and support requests
• Prioritise and Manage requests for replacement cards
• Arranging and Undertaking Face to Face Meetings with Trust staff.
• Checking and recording of formal Identification evidence
• User registration
• Card Production & Distribution
• Initiate and undertake review of Trust New Starters (ESR Starters List) and arrange production and distribution of new Smartcards ahead of Trust induction.
• Initiate and undertake review of Trust leavers (ESR leavers List) and arrange appropriate role revocation and card cancellation as appropriate.
• Maintain Stock of Cards, Stationery & Printing consumables to guarantee Card Production is not interrupted.
• Testing of Software Upgrades ahead of implementation.
• Liaison with National Service Desk re Testing and Incident Management
• Promotion of Self Service to all RA Service Users.

To undertake all Registration Authority (RA) processes in accordance with national and local policies and procedures complying with the Data Protection Act and policies of confidentiality.

Provide Service Desk Manager with additional support for general Network Account maintenance and housekeeping.

Systems and equipment

• To have in depth working knowledge and understanding of RA & ESR systems operational across customer organisations.
• To have sound working knowledge of Clinical Systems operational across Customer Organisations
• To have proficient skills and knowledge of Microsoft Office products including Word, Excel and Outlook.
• To participate in Testing of advances in technology supporting customer organisations.
• Use of VDU and Computer equipment continually for large parts of the day.

Decisions and judgements

• Responsible for prioritising own workload to meet service KPIs and business deadlines, with limited supervision.
• Responsible for managing customer incidents and requests using SSHIS service desk, this requires comparison and analysis of a range of options to provide customer resolution.
• Use of specialised knowledge of systems to test and validate system performance.
• Propose new ways of working where necessary and where performance improvement can be made.

Communication and relationships

• Communicate effectively with Clinical and Non-Clinical staff across multiple NHS organisations both in writing and verbally.
• Deal sensitively and empathically with a range of clinical staff when implementing systems which have an impact on service delivery/business change.
• Evaluate problems and consider a broad range of options and solutions to specific queries and support users in a sensitive and reassuring manner.
• To liaise with clinical and non-clinical staff in explaining potentially confusing and complex IT issues to staff with little or no IT knowledge.
• The post-holder must always maintain a customer service focus .

Physical demands of the job

• Using VDU equipment for most of the working day.
• Work within normal office conditions visiting occasionally Clinical Areas as necessary.
• Lift and manoeuvre light goods and equipment in accordance with the manual handling regulations and good practice.
• Light physical effort such as sitting, walking or standing.
• Demonstrate advanced key board skills, ensuring data entry is both accurate and timely.
• Travel locally to attend meetings, workshops and demonstrations.

Most challenging/difficult parts of the job

• Ability to handle interruptions during times of concentration so as to be able to deal with team/customer queries.
• Maintaining service KPIs whilst balancing customer priorities and delivering business as usual service.
• Dealing sensitively with customers who may be having difficulty accessing registration resources preventing them from carrying out their role. As a result they may be agitated and confrontational.

Qualifications

Essential

• Level 3 NVQ in Business Administration or equivalent
• Good general education e.g. GCSE Maths & English or equivalent
• Proficient use in Microsoft Office including Word, Excel and PowerPoint
• RSA 2/Word Processing or equivalent
• Specialist Service Management qualification or equivalent. (ITIL - Foundation)

Desirable

• Project management qualification / experience. (Prince2)

Skills

Essential

• Understand and promote guidelines, polices governing confidential, sensitive information

Personal Attributes

Essential

• Highly motivated.
• Reliability & Flexibility.
• Ability to travel to meetings and Customer Sites

Experience

Essential

• Experience of working in administration /office environment.
• Experience in NHS clinical systems and or IT administration
• Ability to follow complex office procedures and instructions.
• Ability to work using own initiative.
• Ability to prioritise workload to meet deadlines whilst maintaining a high level of accuracy.
• Experience of organising, co-ordinating and administering meetings, workshops and events

Desirable

• Experience of working in an IM&T environment.
• Experience of working in a Registration Authority capacity
• Working knowledge of NHS

Skills

Essential

• Knowledge of clinical and non-clinical information systems e.g. Third party supplied systems and in-house systems e.g. TPP, RIO, ESR
• Proficient in the use of Microsoft Office applications, Word, Excel, PowerPoint. and Outlook
• Excellent presentation and communication (written and oral) skills
• Ability to plan, innovate, organise and prioritise own work, team work collaboratively across the service.

Personal Attributes

Essential

• Good communication skills (oral & written)

Skills

Essential

• Knowledge/Understanding of RA systems, process and equipment.
• Ability to prioritise workloads to meet tight deadlines including maintenance of electronic filing systems
• Strong partnership, interpersonal and influencing skills, demonstrating diplomacy, integrity, reliability and commitment
• Practical and calm under pressure including a flexible and adaptive approach to work
• Able to develop and maintain good productive relationships
• Excellent time management skills
• Be able to demonstrate he/she maintains a customer service focus whilst carrying out his/her duties

Desirable

• Knowledge of the NHS recruitment process and procedures

Personal Attributes

Essential

• Ability to organise and prioritise own workload and to provide a timely and accurate service, maintaining a high level of attention to detail.
• The ability to communicate with staff at all levels of the organisation.
• Sharing skills and knowledge with other members of the team and service.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).