Data Officer

Job summary

An exciting secondment opportunity for initially 6 months has arisen for a Records Officer at Nottingham University Hospitals NHS Trust to join our busy Property Team within the Estates & Facilities Division.

The post holder will work as part of a dynamic, multi skilled team in developing, designing, and maintaining new and existing IT tools to support the Directorate and its information governance processes, using various tools including Office, SharePoint and manual systems.

This will be achieved by working closely with all members of the EFM team and wider Trust providing information and data as required across the team, the post holder will provide detailed CAD plans and graphical space utilisation data across the Trust and carry out site surveys to ensure the Property teams data is accurate at all times.

If you enjoy working as part of a multi skilled team and enjoyed a varied workload including learning new skills, you should apply for this exciting role.

Main duties of the job

In addition to the below summary, you need to familiarise yourself with the full Job Description and Person Specifications documents attached to this advert.

You will provide in-house training for our team in regards to, administrative, application, implementation and generation of reports for the Directorates Information/record systems and services.

You will ensure the Estates Department master structural floor plans on the CAD system are up to date. Produce CAD drawings of buildings on site, and others as required from the original plans. Supply copies of CAD drawings for all purposes, as required, and in connection with a wide variety of revenue and capital schemes.

You will be responsible for ensuring the CAD/space management system databases holding information relating to all the rooms within the Trust's buildings, are up to date. Updating them as necessary due to alterations in the building stock, different data requirements etc.

You will supply reports on a regular basis, on demand, to whoever requires them, you will also provide training across the team teaching our colleagues how to run and create reports.

You will act as the first point of contact for enquiries from end users, providing expert advice for all staff and managers on the applications and systems used with EFM.

About us

With over 20,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

Nottingham University Hospitals NHS Trust is a large acute hospital spread across 3 sites in the City delivering excellent care to local residents.

Based on the City Campus but our services based across all our sites, we promote flexible working with a blended working from home arrangement and we always promote teamwork and enjoying the job you do.

Job description

Job responsibilities

Generation of reports for the Directorates Information/record systems and services to include (but non exhaustive), Crown T&A, CAFM, Bravo, DATIX, CASS, and any manual record systems.

Ensure the Estates Department master structural floor plans on the CAD system are up to date. Produce CAD drawings of buildings on site, and others as required from the original plans. Alter drawings to take account of structural alterations or additions pipe work runs, cable runs or the location of fire protection systems etc.

Supply copies of CAD drawings for all purposes, as required, and in connection with a wide variety of revenue and capital schemes.

Be responsible for ensuring the CAD/space management system databases holding information relating to all the rooms within the Trusts buildings, are up to date. Updating them as necessary due to alterations in the building stock, different data requirements etc.

Supply reports on a regular basis, on demand, to whoever requires them

To provide expert advice for all staff and managers on the above applications/systems.

To ensure the Estates database is updated record drawings from revenue and capital schemes.

Act as the first point of contact for enquiries from end users.

To manage with the Information and Property manager requests for changes to the above systems in a timely and efficient manner.

To generate and provide the information required for Annual SIRO Report and other statutory returns.

To ensure the Directorates Information flows and information asset registers are kept up to date and compliant with legislation and Trust Policies.

To ensure the Directorates website is up to date and changes made when required.

Internal systems and software: DATIX/CAFM//Bravo/CASS

Provide a full and comprehensive support which will include administrative, application, training and on-going support on the DATIX, CAFM, Bravo, CASS.

Process system change requests in agreement with the Information & Property Manager from end users, in order to resolve problems and update the systems. This will include moving access, unlocking passwords, data backups, IG Auditing for example.

Produce reports on behalf of the Directorate for Trust Annual Returns, Monthly Monitoring or for External bodies.

Will visit end users regarding technical issues if a problem cant be resolved, liaising with the Information & Property Manager/ICT Services or system provider to resolve.

Ensuring regular archiving and business continuity processes are in place for all systems used.

To ensure all systems records are disposed of in line with legislation and Trust Policies

To ensure all systems have relevant information flows and are included on the Trusts information asset register.

To ensure any Information Governance breach is reported on Datix and investigated accordingly.

Provide training for new users and refresher training to ensure staff are kept up to date with the application and their end use within the Trust

Manual Information / Record Systems

Provide a full and comprehensive support which will include administrative, application, training and on-going support on the Directorates systems.

To ensure Information Governance processes are in place and records retained/disposed of in line with relevant legislation/policy.

To ensure information flows and information asset registers are updated and valid.

To support the IAO (Information Asset Owner) and the IAA (Information Asset Administrator) to ensure Information Governance processes are in place and records retained/disposed of in line with relevant legislation/policy.

Information Governance

Provide advice to EFM Heads of Services and Managers of EFM to ensure records are complaint with the NHS and NUH record management retention periods and IG Policies.

To ensure all system records are disposed of in line with legislation and Trust Policies.

To ensure any Information Governance breach is reported on Datix and investigated accordingly

General

Working with the Directorate to develop new or update existing IT or manual information / record systems, but not limited to

CAFM Web based Property Management Compliance software

DATIX Trust Incident reporting Tool

Bravo Capital projects

Manual records Including files / registers / archive / library

Information asset register / flows

Crown T&A or manual payroll summary reporting

CASS Compliance tool

To undertake, maintain and develop regular ad hoc reports using a broad range of tools and techniques, and to provide detailed advice to the Directorate.

To improve methods of information presentation and the development of existing systems, to provide day to day support and train end users to understand and use information provided.

Attendance at any relevant meeting including directorate meetings, in order to effectively undertake the role.

To undertake the completion and submission of certain statutory activity returns within the timescales outlined , Mandatory Training/Appraisal reports.

Assist the Directorate to identify and resolve a range of problems , software errors, data errors and reports.

Manage and maintain the Directorate website, creating pages, document areas, lists and user restrictions to areas within the site (using SharePoint) that promotes the Directorate in a professional manner.

To undertake the role of Datix Superuser for the Directorate, providing support andrefresher training for all Directorate users when required.

To undertake ad hoc requests for analysis of data using various procedures (Pivot Tables, VBA Macros etc) to provide information for Benchmarking and Key Performance Indicators.

It is the responsibility of the post holder to ensure that all duties are carried out to the highest possible standard and in accordance with current quality initiatives within the area of work.

The post holder is responsible for data quality and complying with the policies, procedures, and accountability arrangements throughout the Trust for maintainingaccuracy and probity in the recording of the Trusts activities. To undertake any other duties that may reasonably be required.

Person Specification

Training & Qualifications

Essential

Educated to diploma level in IT or can demonstrate an equivalent level of experience. Evidence of continuing professional development.

Desirable

Degree level of education.

Experience

Essential

Experience of project management. Experience of interpreting highly complex information to produce and distribute reports, summaries, worksheets and statistics. Experience and knowledge of working in a complex organisation. Advance knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint, Access, Crown T&A, DATIX, CASS, Sharepoint, CAFM and Bravo. Experience of planning and delivery of training.

Desirable

Experience of working in an NHS environment. Experience of change management processes through new ways of working.

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