Elgar House Surgery is looking for a forward thinking and friendly Data and Systems Co-Ordinator to join our fantastic team. We want you to be able to do the best work of your career, be confident in your care and proud of the outcomes you achieve for your patients.
To be responsible for the day-to-day functionality of the practice IT systems, in support of the multidisciplinary team. Duties can include but are not limited to, administration of databases, user accounts, housekeeping, upgrades and general queries. In addition, the post-holder will be required to provide support to the multidisciplinary team, ensuring all issues are resolved or escalated in a timely manner.
The role of the Data & Systems Co-ordinator requires a self-motivated, disciplined individual to take ownership of the efficient day to day running of the service, supporting the Practice manager and working as a key member of the Elgar House team.
Main duties of the job
To support the Practice Manager in the coordination and administration of Data, I.T. and Systems within the practice. The role will also support the practice team when resources are low.
Job responsibilities
Key Responsibilities
The following are the core responsibilities of the role. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
1. The provision of a local support service to all staff, resolving issues with IT systems and equipment.
2. To perform regular system checks to maximise performance.
3. Provide training to all staff as required, ensuring the effective use of all systems.
4. To ensure staff adhere to practice policies regarding IT security and ensuring conformance to Information Governance.
5. To deliver the IT related elements of the staff induction programme.
6. Build, generate and carry out searches as required by the practice team to enable reports to be produced and action plans devised.
7. Support the team in the effective use of searches, audits and recalls.
8. Support the team in the use of the clinical system.
9. Act as a liaison between the practice and external agencies, for the timely management of all faults.
10. To ensure the practice website is current and reflects the objectives of the practice.
11. Configure searches and interpret data for audit purposes.
12. To send out mail merges for a number of campaigns i.e. flu.
13. To ensure all staff have the appropriate smart card access to the clinical system.
14. Ensure the Practice Manager is updated regarding the release of Patches and upgrades.
15. The configuration (activation and de-activation) of all staff email accounts.
16. Supporting the Deputy Practice Manager in the writing of all IT related policies and protocols and user guides.
17. To be an administrative lead in support of practice clinical systems.
18. To be responsible for the provision of comprehensive data administration for the Practice.
19. Retaining responsibility for undertaking and or overseeing of data collection and the more complex tasks of data validation and monthly and quarterly reports.
20. Deliver high quality data to support the overall development of improved performance and service delivery for the practice.
21. To collect and provide systems to ensure the accurate recording of all patient data, utilising both computer and paper-based systems.
22. To provide data to the Management and Clinical teams to facilitate analyses and formatting of data required to present service outcomes, identify trends etc.
23. To be responsible for a portfolio of data collection to meet local, regional and national priorities, ensuring the agreed targets are achieved and an excellent quality of data collection.
24. Ensure the workload is carried out efficiently within the required timescales, dependent on the ever-changing needs of the service.
Person Specification
Experience
* Experience of dealing directly with patients/customers.
* At least 2 years administrative experience.
* Experience in use of I.T. systems in the workplace.
Qualifications
* Eligible to work in the UK.
* Educated to GCSE level grade C or equivalent in literacy and numeracy.
* Advanced IT skills with good understanding and working knowledge of Microsoft Office software and knowledge of Social Media development that can be used in the workplace.
* A demonstrable commitment to professional development.
* Working towards a Diploma or NVQ level 3 in administration or equivalent experience.
* A qualification in medical terminology or equivalent experience.
Personal Qualities
* Honest and reliable.
* An understanding, acceptance and adherence to the need for strict confidentiality.
* Ability to work with initiative, flexibility and common sense.
* Ability to work without direct supervision and determine own workload priorities and meet deadlines.
* Ability to work as part of an integrated multi-skilled team.
* Ability to gain respect by example and leadership.
* Able to work under pressure.
* Able to work in a changing environment.
* Adaptable, innovative, forward thinking and resilient.
* A commitment to Primary Health Care and the NHS.
Knowledge/Skills
* Ability to understand and grasp new software and administrative/operational procedures.
* Ability to manage change.
* Accuracy of inputting data, with attention to detail, ability to work under pressure, priorities workload and meet deadlines.
* Proven organisational skills and experience with an orderly and methodical approach and attention to detail.
* Excellent communication and interpersonal skills for dealing with people internal and external to the organisation.
* Ability to liaise with other organisations, practices, external stakeholders.
* Experience of working effectively within a large team environment and the ability to work on own initiative and flexibly within the team.
* Effective time management (Planning and Organising).
* Problem solving & analytical skills.
* Experience in using EMIS Clinical System.
* MS Server and Desktop Operating systems.
* Experience of establishing effective office administrative systems.
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.
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