Information Services Project Manager

1.  JOB IDENTIFICATION

Job Title: Security and Systems Administration Manager
Responsible to (insert job title): IT Services Manager / Caldicott Guardian
Department(s): Information Services / Information Technology
Directorate: Corporate Services
Operating Division: NHS Lothian – University Hospitals Division
Job Reference: U-NC-IMT-ALL-SSAM
CO/IS /NHIS/AC8 /001
No of Job Holders: 1
Last Update (insert date): 06/02/05 12:30

2. JOB PURPOSE

To manage all system administration, and IT security and data protection issues for the University Hospitals NHS Lothian.
Represent the Board at national system administration Data Protection and security meetings.
As a senior member of the departmental management team, the post-holder is engaged actively in the conceptualisation, development, implementation and maintenance of multiple projects, processes and applications that are aligned to and support wider organisational strategy.
The holder of this post is additionally responsible for the implementation of all policies and procedures to meet the needs of Lothian University Hospitals for Freedom of Information (Scotland ) Act 2002 and Data Protection Act 1998
3. DIMENSIONS
Finance
Prime £5m Capital; £1.5m Revenue; Equipment £1.1m
Staff – Direct
9 (Grades SM3, A&C 8 to A&C5 - Salary £350K); up to 8 contractors
Staff – Indirect
Facilities management = up to 10; external = up to 3 (contracts up to £500K)
Projects / activities
Multiple concurrent complex projects and tasks across multiple areas.
End-users / clients affected by projects / activities
Organisation wide applications (12,500) for multiple systems. All data protection. FOI and security issues for all IT systems for the University Hospitals NHS Lothian.

4. ORGANISATIONAL POSITION

5. ROLE OF DEPARTMENT

The NHSL-UHD Information Services (IS) Department provides support and management for seven general functions within NHSL-UHD: IT equipment procurement; IT equipment installation; IT equipment maintenance; hardware support; application support; projects; and learning and development. The post-holder manages projects within the department and helping the organisation meet specific corporate objectives as outlined in http://www.show.scot.nhs.uk/luht/corporate_objectives_final.pdf), i.e.
·  To deliver a modern, accessible patient focused, quality service by
­  Developing a system of monitoring the benefits arising from this major service change
­  Improving clinical information and communications by developing the use of information and communications technologies (e.g. HIS, ECCI, PACS)
·  To support and develop staff
­  By implementing the priorities identified in the Division’s Learning Plan
§  Supporting staff development in the use of and access to web based learning resources (e.g. ECDL)
§  By providing access to e-mail, intranet and Internet for all staff by March 2008
·  To share information and involve people
­  Working in partnership with other NHS Lothian stakeholders
­  Ensuring projects are not developed in isolation by working in partnership with other NHS Lothian stakeholders
More generally, IM&T is responsible for the development and implementation of IM&T (Information Management & Technology) strategies in NHS Lothian, University Hospitals Division, to support the Division’s short, medium and long-term objectives. These strategies aim to implement a systems architecture that achieves the following Strategic Information Requirements:
I.  to support healthcare professionals in the delivery of patient care;
II.  to monitor and improve the quality of care based on the results of medical, nursing and other professional indicators including Clinical Audit;
III.  to manage contracts between purchasers and the Division effectively;
IV. to manage and improve service performance in financial and manpower terms;
V.  to identify the costs of care;
VI. to support teaching and research.
The provision of a comprehensive support service to the Division’s IM&T customers; responsible for the Medical Records Department, which provides the following critical services to the Division: Admissions & Registrations; Records Library; Legal; Central Returns and Clinical Coding.
The department manages the Division’s responsibility under the Data Protection Act and freedom of Information (Scotland) Act.

6. KEY RESULT AREAS

1.  Responsible for the project management of one or more complex projects derived from the Division’s IM&T strategies, ensuring the delivery of the identified benefits.
2.  Active participation in the continual development of the Division’s IM&T strategies in order to achieve the Division’s Strategic Information Requirements and support the Division’s short, medium and long-term strategic objectives.
3.  Responsible for liaison with several departments on IM&T issues ensuring complex projects not identified in the IM&T strategy are implemented according to recommended guidelines.
4.  To negotiate, manage and develop contracts with external service providers to ensure the Division receives value for money and that the service levels delivered are of the highest quality.
5.  To influence and support the understanding and decision making process of the Division’s senior management groups through presentations and written reports to ensure that the Division’s short, medium and long-term objectives are met with regard to IM&T provision.
6.  Contribute to the management and development of the Information Services department and staff, by the development of policies, staff appraisals, etc to create an effective and trained IS team.
7.  Represent the Division and NHS Lothian at NHS and other forums ensuring that the decisions adopted are compatible with the Division’s aims and that the appropriate benefits are achieved.
8.  Manage the teams associated with the Administration of 2 PAS systems, Ilab Laboratory system and A&E system at the RIE and the Security Officer for the Division. Includes the collation and transmission of all SMRs relating to patient services to ISD and other elements of SEHD

9.  Responsible for the implementation and management of Lothian University Hospitals IM&T Security Policy and ensuring that all systems are managed in accordance with that policy

10. Responsible, as the Lothian University Hospitals Data Protection Officer, for all Data Protection and advising the Medical Director, as the Caldicott Guardian, on issues relating to patient confidentiality. Representing Lothian University Hospitals at the NHS Data Protection Forum

11. Responsible for all plans and processes relating to the implementation of the Freedom of Information (Scotland) Act 2002 for Lothian University Hospitals Division

12. Advising NHS Lothian Board on all aspects of Information Governance. Representing NHS Lothian on SEHD working group providing policy and Guidance on Information Governance to all of NHS Scotland.
  1. Maintenance of the IM&T risk register of all projects being undertaken by the IM&T Department

7a. EQUIPMENT AND MACHINERY

·  Workload necessitates the use of a variety of IT hardware items and software applications
·  Has overall responsibility for PAS and Laboratory applications
7b. SYSTEMS
·  Workload necessitates the use of a variety of IT hardware items and software applications
·  May have overall responsibility for IT equipment and systems
·  Proposes new systems, as well as the redesign of organisational IM&T systems that affect activity locally and across the Division

8. ASSIGNMENT AND REVIEW OF WORK

·  Assignment and review by Head of IM&T normally on a quarterly basis regarding IS Security
·  Monthly project report to Head of IM&T and project boards
·  The post-holder enjoys a significant degree of autonomy, being able to allocate resources appropriately and manage complex projects under his/her direct responsibility
·  Implements IM&T policies across Lothian University Hospitals Division
·  Proposes changes to and redesigns organisational IM&T policies, procedures and systems that affect activity locally and across the Lothian University Hospitals Division
9. DECISIONS AND JUDGEMENTS
·  Works to achieve agreed strategic and tactical objectives
·  Freedom to pursue objectives in one’s own way working within the broader professional framework
·  Will act without reference to a senior manager

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

·  Stakeholder identification, engagement and management in a manner congruent with the Division’s culture, structure and processes.
·  Setting or framing technology-driven change within a wider organisational change management context in a manner that simplifies for managers and staff often-complex change situations.
·  Managing multi-disciplinary project teams, often made up of internal and external individuals with varying levels of IT and change management skills, experience and competencies.
·  The introduction of new business processes and the improvement of existing ones within the context outlined above (stakeholder management; organisational complexity; multi-disciplinary teams with widely disparate skills and competencies)
·  Helping the Division to develop and progress short to medium-term objectives that may be incongruent or incompatible with wider external forces and strategy.
·  Liaison with Local Authorities, Police and other NHS organisations on Information sharing.
·  Meeting the complex requirements of interaction between Data protection and FOI
11. COMMUNICATIONS AND RELATIONSHIPS
·  Provides and receives complex, sensitive information
·  Communicates complex IM&T and corporate issues to non-IM&T managers
·  Negotiates with external organisations over service issues
Who How Often How
Exec. Directors Ad-Hoc Formal Meetings;
Presentations;
Written Reports
Business Managers; Regular (Weekly) Presentations;
Heads of Service; Written Reports;
Dept. Heads Formal/Informal Meetings
Project Staff Monthly - Formal Prepare Reports;
(Exec. Directors; Daily Workshops;
Heads of Service; Formal/Informal Meetings
Dept. Heads;
Clinical Staff;
Management Staff;
Users)
IS Staff Daily Formal/Informal Meetings
SEHD Ad-Hoc Formal Meetings
Suppliers Monthly - Formal Formal Reviews
Weekly & Daily
12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
·  Ability to work well under stress, and able to prioritise multiple urgent projects, directing resources and attention to the most critical in need tasks at that time

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

·  Graduate with 12+ years experience in IM&T, 8+ years of management experience
·  Excellent communication, presentation and influencing skills.
·  Proven ability to successfully and concurrently implement projects within set timescales and budgets.
·  Experience and expert knowledge of Information Governance including, IT security, data protection and Patient confidentiality.
14. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each jobholder to whom the job description applies.
Job Holder’s Signature:
Head of Department Signature: / Date:
Date: