Clinical systems Technical Architect

Job responsibilities

To line manage the recruitment officers on a day to day basis and provide guidance and support to ensure they provide an efficient and effective service to clients.

Responsible for ensuring that all documentation associated with recruitment and selection is of a high and consistent quality, e.g. job descriptions, person specifications and adverts comply with employment legislation, Trust procedures and contain accurate information.

To communicate complex information where the information may be challenged e.g. negotiating recruitment schedules, disputes regarding the recruitment process.

To be the point of contact for escalated situations e.g. unsuccessful applicants that may be requesting further feedback after interview.

To provide advice and support to Managers and Heads of Department within the Trust on all aspects of the recruitment and selection process (including advertising, conditions of service and employment law)

To ensure that all recruitment activity complies with NHS Employment Check Standards and pre-employment checks are carried out.

To co-ordinate and plan the workload of the recruitment officers and assist with the identification of training needs.

Undertake training of new recruitment officers ensuring that they are fully compliant with the departments standard operating procedures.

To supervise the drafting, implementation and operation of standard operating procedures for the recruitment team, ensuring the team adheres to the processes detailed in the SOPs.

Ensure that the Resourcing team is fully engaged in the implementation of new ways of working.

Assist in the updating and amendment of existing HR policies and procedures, providing feedback and suggestions at team meetings and by email.

Participate in project work and/or working groups, alongside senior HR managers as required, this will include the planning and organisation of specific projects e.g. Recruitment day working groups, HR/Payroll groups, E-recruitment and E-filing.

Liaise with the Payroll Department to ensure that all changes to employees personal or post details which affect pay are implemented correctly and within payroll deadlines. Identify any errors or omissions, and either implement correction or bring to the attention of the Head of HR Services as necessary.

Responsible for the team ensuring all interviews and assessments centres are supported and co-ordinated professionally on behalf of the recruiting manager.

Recruitment Service

Prepare and place adverts internally, externally and on the internet site. Liaise with (advertising) agencies to ensure presentation meets Trust and NHS guidelines and associated costs are within agreed budgets.

Administration of HR systems (including ESR, NHS Jobs). Input all job details accurately including relevant supporting information. Advise managers on appropriate closing dates. Identify and input filtering/short listing criteria.

Forward appropriate applications to managers, inform applicants if unsuccessful or if short-listed and prepare information packs for each position advertised

Deal with all recruitment enquiries from interested candidates. Input candidates details on recruitment database including ethnic monitoring information and update application status on a regular basis

Administer the short listing for managers and be responsible for inviting candidates to interview and reject unsuccessful candidates ensuring that appropriate records are kept.

Prepare interview packs for managers and panel members ensuring all information is accurate, confirm the attendance of short listed candidates and after the interview liaise with the recruiting manager to ensure all paperwork properly completed and submitted by the manager.

Ensure unsuccessful candidates are notified by the recruiting manager or electronically. Request references ensuring they are from appropriate sources and chase as necessary in accordance with NHS guidance and UK legislation.

Write offer letters ensuring that correct terms and conditions information given including starting salary, identifying where appropriate work permits requirements are adhered to and ensuring applications are progressed via Work Permits UK as necessary, following Home Office and Trust guidelines.

Initiate Disclosure and Barring Service applications and other appropriate checks applicable, ensuring forms are accurately completed and required documentation provided for identity checks, complying with Trust Policy.

Ensure all new starter details are inputted and that employee changes and information is up to date

Act as point of contact for all enquiries about working for the Trust, requests for information about specific posts, enquiries from applicants and managers on the progress of applications and technical queries about matters such as work permits ensuring that responses are timely, accurate, professional & courteous.

Monitor response to adverts; cost of adverts and media used and collate the information as required manually or on recruitment database and provide Managers and staff with general recruitment advice as appropriate.

Implement HR policies and proposes changes to working practices or procedures for resourcing and assist with the organisation of specific recruitment events and participate by attending job fairs by representing the Trust etc.

Collect and capture audit data as required and advise on sensitive employee relation situations for example sickness or absence and complex terms and conditions which include pay, contracts and general employment queries, forwarding on queries to HR Officers, Advisers and Business Partners as appropriate

Provide training and support to staff and managers where required and act as an ambassador for the Trust ensuring that all enquirers and applicants receive a good impression of the organisation as a potential employer.

To take full management responsibility of the team, providing leadership, recognising and developing the teams, mentoring, coaching and training them to utilise the strengths to enhance the departments performance and build organisational capability.

Assessing staff performance against agreed performance standards/objectives and/or competencies at least annually and develop meaningful and achievable personal development plans and objectives

To be responsible for the self- development of skills and competencies through participation in learning and development activities, and to maintain up to date technical and professional knowledge relevant to the post

Qualifications

Essential

• Masters Degree level education or equivalent
• Evidence of continual professional development.

Desirable

• ITIL Service Management Qualification
• Evidence of Cerner Design and Build qualifications or substantial equivalent experience of Clinical Systems
• TOGAF certification
• Agile Development or Project Management certification

Experience

Essential

• Strong facing presentation and facilitation skills
• Advance Keyboard skills, to deal with complex data.
• Can communicate complex technical ideas in a straightforward way
• Executes key responsibilities with minimal oversight.
• Able to function autonomously in role.
• Able to remain calm and concentrate under pressure
• Able to quickly assess complex situations and provide practical and effective solutions.
• Able to advise of budget management of both capital and revenue budgets and accounting treatment rules
• Expert knowledge of electronic patient record and accompanying systems.
• Track record of innovation with an ability to inspire and lead the implementation of change.
• A working understanding of PRINCE 2 Project Management Methodology.
• A working understanding of ITIL Service Management and Methodology Processes.
• Excellent problem solving and high-level negotiation skills.
• A willingness to accept responsibility and provide leadership in a high-pressure environment.
• Able to work with all levels of managers and prioritise own workload.
• Exhibits excellent attention to detail
• Strong facing presentation and facilitation skills

Personal Attributes

Essential

• Bridge communications between the IT and business organisations
• Maintaining the principles of professional standards, accountability, openness, equality and diversity and clarity of purpose.
• Make decisions efficiently that add value and are achieved in what can be tight time frames
• Communicate with clarity to internal and external stakeholders and with vendors/suppliers
• Strong ability to communicate with IT users, legal and procurement staff, and business leaders to craft service levels that align complex needs with requirements to achieve business outcomes
• Understands the divergences in attitudes and cultures of a range of stakeholders and finds a balance between building rapport and delivering against goals.
• Analyse and evaluate change to drive continuous improvement in service processes and incorporate service management trends
• Create a customer-focused, service-based approach to working with stakeholders and vendors that emphasises the creation and cultivation of cross-organisational relationships
• Management Skills and leadership skills - Must be able to prioritise own work effectively
• Proactive and positive customer-focused approach to delivering service management to internal and external customers
• Ability to make decisions autonomously, when required, on difficult issues, working to tight and often changing timescales, without the need for constant senior management intervention.
• Strong relationship and interpersonal skills to be applied in working with stakeholders and vendors across the entire service life cycle
• Ability to distinguish what is required versus what is "nice to have," and ability to manage conflicting stakeholder needs and wants
• Adaptability, flexibility and ability to cope with uncertainty
• Demonstrative experience in the delivery, development, approval of business cases, followed by actual successful programme and project management delivery, ideally in healthcare.
• Willing to engage with and learn from peers, other professionals and colleagues in the desire to provide or support the most appropriate interventions
• Professional calm and efficient manner
• Demonstrates a strong desire to improve performance and make a difference by focusing on goals