Dear Applicant
Post Title: ICT Systems Support
Salary Range: £22,036 - £28,747 per annum
Hours: 37.5 hours per week
Closing date: Friday 25th August 2017
Informal Enquiries to: Valerie Richmond, Support Services Director
Thank you for your recent enquiry regarding the above vacancy. I have pleasure enclosing an application pack containing;
· An Application Form. Please note we do not accept CVs.
· An Equal Opportunities Form.
· A Job Description (for reference only).
· A Person Specification (for reference only).
· An Information sheet containing details of the terms and conditions applying to the post (for reference only).
Please note that only candidates who are shortlisted and invited for interview will receive further communication regarding the process of an application. I would therefore like to thank you for the interest you have shown in this vacancy with The Ayrshire Hospice and look forward to receiving your Application for this post.
Yours sincerely
LORNA SAMSON
People Development Officer
INFORMATION
FOR CANDIDATES
POST OF: ICT SYSTEMS SUPPORTBASE: 35-37 RACECOURSE ROAD, AYR, KA7 2TG
REF NO: AH/36/17
Thank you for applying for the above post with the Ayrshire Hospice. This information sheet summarises the terms and conditions related to the post. The Hospice has recently undertaken a Pay and Benefit Review and the following terms and conditions will be effective from 1 April 2016.
ABOUT THE POST:
Employing Organisation: Ayrshire Hospice
Job Description: A job description is attached.
Salary/Grade Scale: £22,036 - £28,747 per annum
Your salary will be paid into your bank account on the last Friday of each month.
Hours of Work: 37.5 hours per week
Annual Leave: Leave year is from April – March
30 days (225 hours) on commencing employment
32 days (240 hours) after 5 years’ service
For part time staff, this will be applied on a pro-rata basis and also allocated in hours.
Public Holidays: Entitlement is 37.5 hours based on the 5 designated Public Holidays per annum, and on a 5 day week working 7.5 hours per day. The 37.5 hours entitlement is due to all whole time staff irrespective of work pattern.
For part time staff, this will be applied on a pro-rata basis and also allocated in hours.
Pensions: The Company will comply with the employer pension duties in accordance with Part 1 of the Pensions Act 2008 by automatically enrolling you where eligibility criteria is met, in the Group Personal Pension Plan.
The Hospice provides a generous employer contribution of 7.5% of your salary per month provided a minimum 2.5% employee contribution is made.
Asylum And The Asylum and Immigration Act 1996 and 2004(Section 8)
Immigration Act 1996 checks to ensure that all employees are legally employed
And 2004 (Section 8): in the United Kingdom. Candidates will be asked to provide relevant original documents prior to an offer of employment being made. Any offer of employment will only be made when the organisation is satisfied that the candidate is the rightful holder of the documents and is legally eligible for employment within the United Kingdom.
Medical Examination: Any offer of employment is conditional upon a satisfactory medical report from the Occupational Health Department. You may be offered employment conditional on confirmation that you are medically fit for employment. A commencement date for employment will only be agreed following this confirmation.
Rehabilitation of This post is not exempt from the provision of
Offenders Act: Section 4(2) of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975.
References: Two satisfactory written references must be obtained prior to any offer of employment being made. These should include current and previous employers as requested in the job application form. This is in line with our Recruitment and Selection Policy.
Informal Enquiries: Informal enquiries are welcomed by Valerie Richmond, Support Services Director, who can be contacted on 01292 269200.
Closing Date: Your completed application form should be submitted to:-
Administration Department
Ayrshire Hospice
35 Racecourse Road
AYR
KA7 2TG
Or emailed to
By: Friday 25th August 2017
JOB DESCRIPTION
1. JOB IDENTIFICATIONJob Title: ICT Systems Support
Responsible to : Support Services Director
Department: Support Services
No of Job Holders: Two
Last Update : June 2017
2. JOB PURPOSE
To manage the day to day operations of the Hospice ICT infrastructure and identify and project manage improvements to hardware/software in line with organisational need, liaising closely with contractors.
To maintain and develop hospice IT systems to ensure systems are adapted for in-house use where possible, performing or directing all technical work such as configuration, installation, technical support, window building and design. This includes:
· Management of IT system implementation
· Technical configuration of systems to meet the needs of the business
· Training and support for all users of Hospice ICT systems
3. DIMENSIONS
To develop and maintain a thorough knowledge of all aspects of Hospice IT system as first point of contact for system technical advice within the organisation. To put in place and deliver training programmes, systems, documentation and courses to ensure all users are competent.
To ensure that appropriate hardware, infrastructure, security, resilience and supporting activities are in place and maintained to a suitable and sustainable standard.
No people management responsibilities – no direct reports.
Authorised signatory for ICT orders and invoices ensuring spend is within agreed budget limits. Promote the efficient use of ICT hardware/systems to ensure economical billing.
4. ORGANISATIONAL POSITION
5. ROLE OF THE ORGANISATION
The Ayrshire Hospice is an experienced source of outstanding quality care and services which helps those with any life limiting illness. Care is provided where there is no cure for the condition, but which improves the quality of each day for people who have a limited time to live.
Our Vision
We will reach and improve the lives of everyone in Ayrshire affected by life limiting illness
Our Purpose
The Ayrshire Hospice, working together with others, will reach and improve the lives of everyone in Ayrshire affected by life limiting illness by delivering exceptional care.
Our commitment
In putting people at the heart of everything we do, we will work together to:
• Support every person as a unique and valued individual
• Respect the dignity of everyone
• Listen to and respect the wishes of people
In striving to be exceptional in every aspect of our services, we will:
• Provide a safe, comfortable, caring environment
• Develop and provide high quality services that are underpinned by audit and research
• Demonstrate clinical, financial and organisational excellence
• Work to achieve financial sustainability
• Deliver effective leadership and management throughout the organisation
• Ensure we have the right number of people with the right skills in the right place at the right time
In building relationships, we will:
• Listen to, respect and value the contribution of everyone
• Work together to improve all of our services
• Extend our collaboration with external partners
6. KEY RESULT AREAS
Information and Communication Technology
· To maintain and develop, in conjunction with external IT and communication contractors, the Hospice IT and telephone infrastructure, ensuring that they are fit for purpose and, where appropriate, deal with troubleshooting and provide support, advice and training.
· To ensure that all faults/issues in relation to ICT equipment or systems are logged and resolved efficiently, and where necessary, liaising with support and maintenance contractors and NHS IT.
· To identify and prepare business cases for ICT projects on an annual basis and to then manage the implementation of systems and equipment.
· To ensure that all Hospice ICT equipment – IT infrastructure (hardware and software), landlines and mobile telephones are fit for purpose by ensuring that effective maintenance and support contracts are in place, and by developing a rolling programme for replacement.
IT Systems Support/Development
· Through training the post holder will be expected to become familiar and competent with the technical aspects of the key hospice systems and act as the technical system lead for the system.
· Liaise with department/individuals providing support for various systems, escalating calls where necessary to the appropriate support companies and recording such activity.
· Work across the Hospice to develop internal existing and new software systems to improve efficiency, communication and/or management information. This will include working with users of existing systems to develop and customise current functionality.
· To develop and implement system software testing, version control and infrastructure.
ICT Training
· Produce and deliver IT training based on a clear understanding of the Hospice training needs. Deliver flexible and inclusive training, ensuring that users receive the necessary training to enable essential system skills to be gained and utilised within the workplace.
· To provide on-going system support for users to promote usage of the systems.
Organisational Policies and Procedures
· To ensure all IT systems comply with the standards and policies of the Hospice, the Data Protection Act, and that the Patient Information System complies with the principles of Caldicott Guardianship and supported by an Information Governance Framework to the standard required by the NHS.
· To ensure the Information Governance Policy is adhered to by implementing and managing appropriate monitoring systems.
Financial Management
· To source and negotiate with suppliers, contractors and service providers in respects of ICT contracts, equipment and systems ensuring best value at all times.
· To ensure budgets and controls for budgets are managed and maintained in all ICT areas in conjunction with the Support Services Director.
Quality Assurance
· To ensure that systems are operated in a secure environment, a sustainable data storage and backup strategy is in place in order to facilitate efficient and effective recovery of data should the need arise.
· To ensure all laptops and other portable devices, used offsite for the Crosscare system, have appropriate data encryption and other security devices applied to meet the NHS standards for porting confidential patient information.
· To ensure the on-going effectiveness of the systems, in partnership with the Clinical, Fundraising and Finance Leads, including reviewing the quality of the information and putting in place any remedial activity.
· To ensure all data collected for Crosscare complies with the national clinical standards identified by ISD, the Palliative Care Minimum Data Set, the Gold Standards Framework, the Data Protection Act and the principles of Caldicott Guardianship. Also that it delivers the clinical and activity data required to evidence compliance with the service level agreement with NHS Ayrshire & Arran, HIS annual returns and SMR requirements.
7a. EQUIPMENT AND MACHINERY
· Frequent and prolonged use of personal computer
· Standard office equipment eg printers, photocopiers, telephones etc
· Multimedia equipment – screen projector/ whiteboard etc
7b. SYSTEMS
· Microsoft Office Applications
· Hospice Patient Information System (Crosscare)
· CRM System (ThankQ)
· Lottery and Finance System
· EPOS System
· SMI Staff.Care
· Sharepoint (Hospice Intranet)
· Hospice Website
· Diary System for managing workload
· Manual and electronic recording systems
· HIS electronic reporting systems
· Risk Register including Accident, Incident and Near Miss Reporting system
8. ASSIGNMENT AND REVIEW OF WORK
Works as ICT Systems Support under the direction of the Support Services Director.
Is responsible to the Support Services Director for guidance, professional management, review of work and formal review of performance and development. Regular informal update discussions with line manager including written reports where appropriate.
Works within clearly defined organisational and occupational policies and procedures; operates on own initiative, taking advice from manager if required. Is familiar with maintenance and support contracts and when to pass queries/faults to contractors/software companies for advice/support and/or action. Anticipates and responds appropriately to problems/needs within sphere of responsibilities.
Plans and organises straightforward activities, some of which are ongoing for example the capital programme projects. Plans and prioritises own workload on a daily basis. Plans effectively and efficiently for the progression of system development/implementation projects. Re-prioritises tasks and activities due to variable workload and or responding to queries and/or faults.
To attend courses, conference and seminars to maintain and update professional knowledge base.
9. DECISIONS AND JUDGEMENTS
Accountable to the Support Services Director although expected to act using own initiative within area of responsibility. Plans and prioritises own workload on a daily basis to meet deadlines.
Make decisions and react effectively when challenges/problems arise prioritising and reprioritising of tasks to ensure timescales are met and solutions are found. Anticipates and responds appropriately to system implementation problem/needs. Makes decisions regarding the co-ordination of projects and pro-actively manages any issues/challenges which may arise.
Analyses situations and information to identify and resolve a range of problems e.g. system errors, user, computer or programme problems, network issues, data errors on data repositories, identify and analyse sources of variations. Interpret service need, test and analyse the effectiveness of system/programme developments ensuring objectives are achieved.
To adhere to Hospice Policies, Procedures and Guidelines and ensure compliance within area of responsibility.
To make decisions and judgements regarding the supply, selection and purchase of IT software/hardware within budgetary constraints.
Manages system failure proactively and takes remedial action as required ensuring staff are kept informed of progress.
Contribute to discussions and decisions which impact on area of responsibility.
Must exercise discretion and tact in handling communication of confidential or sensitive information.
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
· Co-ordinating all aspects of system development and ensuring all stakeholders priorities are met.
· Establishing clear requirements from departments/individuals and translating them into effective system structure.
· Constant monitoring and reprioritising in a dynamic environment.
· Supporting the organisation to embrace new ways of working.
· Setting realistic and flexible plans for stakeholders which are often subject to change due to the needs of the Hospice.