Job description

Job responsibilities

Proactive System Monitoring & Maintenance

Daily

• Quick checks of key systems (e.g., email, patient access ie EMIS, phone system) for any immediate issues.

• Monitor system logs for any unusual activity or error messages.

• Provide support for any system failure e.g. activating BCP Mode on EMIS if required.

Weekly

• More in-depth review of system performance and resource utilisation.

• Check for and install critical software updates and patches (with ICB approval where needed).

• Run system backups and verify their integrity.

User Support & Troubleshooting

Daily/Ongoing

• Respond to IT-related queries from staff (e.g. password resets, software issues, printer problems).

• Provide basic user training on common applications (e.g., new software features).

• Troubleshoot local IT issues (e.g. network connectivity problems, peripheral device issues such as printers) and liaise with third parties and ICB helpdesk for troubleshooting.

• Act as RA and Admin for smartcards and NHS.net accounts, processing joiners and leavers promptly when notified by HR or management.

Weekly

• Address more complex IT issues requiring deeper investigation.

• Escalate unresolved issues to the ICB support team and see through to completion.

Software & Hardware Inventory

Monthly

• Update and maintain an accurate inventory (asset register) of all IT equipment (computers, peripherals, software licenses).

• Identify any outdated or obsolete hardware/software and work on replacements in the most cost effective way possible.

• Develop and deliver business case for any new IT requirements, and aim to have these fully funded by the ICB.

• Manage the issuing and return of all hardware, including laptops.

Security & Compliance

Monthly

• Review and update security policies and procedures.

• Ensure compliance with relevant data protection regulations (e.g., GDPR, NHS Data Security and Protection Toolkit).

• Improve the IT security posture of the organisation and Conduct security audits (e.g. check for weak passwords, phishing attempts generic login accounts).

• Audit the JML (Joiner, Mover, and Leaver) process to ensure the integrity and security of all IT-related systems. Verify user accounts across all systems against the leavers' logs from HR, including the removal of smart cards, emails and access to any clinical systems such as EMIS, Docman, AccuRx etc.

Project Management (as time allows)

• Assist with minor IT-related projects, such as

• Implementing new software or hardware with ICB approval.

• Streamlining IT processes within the surgery.

• Supporting the roll-out of new ICB initiatives.

• Support with related activities for BH App e.g. ISO27001, CE+, DSPT, DPIA, DSA, cloud infrastructure etc.

Communication & Collaboration

• Maintain regular communication with the ICB IT support team.

• Liaise with other surgeries within the local GP network on IT-related matters.

• Provide regular updates to the surgery management team on IT-related issues and projects.

Important Considerations

• Prioritisation - The IT Manager will need to prioritise tasks based on urgency and impact.

• Remote Work - Remote work can be used to maximize IT Manager time and flexibility.

• Documentation - Maintain clear and up-to-date documentation of all IT systems, processes, and procedures.

• Training - Flag any learning needs that you may have and we can support you with.

Key Relationships:

Internal

• Executive Partners

• Senior Management team

• Colleagues within The Bourne Health Partnership

External

• CSU / GPIT departments

• ICB IT and procurement teams

• Other GP practices and practice groups

• Other external organisations

This list is not exhaustive but a guide. KPIs will be set annually and reviewed regularly with your Line Manager depending on business need and person specific requirements.

The following statement forms part of all job descriptions

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person, those staff will be liable to disciplinary action up to and including dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the organisations FOI procedure if they receive a written request for information.

Information Governance

All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act), following national guidance (such as the NHS Confidentiality Code of Practice) and compliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner

Equal Opportunities

Post holders must at all times fulfil their responsibilities with regard to The Bourne Health Partnership Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that The Bourne Health Partnership health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required to reduce HCAIs. All post holders must comply with the Partnerships Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy and Personal Protective Equipment Policy. Risk Management All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with The Bourne Health Partnership use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Postholders must also attend training identified by their manager or stated to be mandatory.

Flexible Working

As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern and multiple sites so that we can offer services in the evenings or at weekends.

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

Sustainability

It is the responsibility of all staff to minimise the environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimising water usage and reporting faults promptly.

Smoking Policy

The Bourne Partnership is committed to providing a healthy and safe environment for staff, patients and visitors. Staff are therefore not permitted to smoke on organisational property.

Review of this Job Description: This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder

Job responsibilities

Proactive System Monitoring & Maintenance

Daily

• Quick checks of key systems (e.g., email, patient access ie EMIS, phone system) for any immediate issues.

• Monitor system logs for any unusual activity or error messages.

• Provide support for any system failure e.g. activating BCP Mode on EMIS if required.

Weekly

• More in-depth review of system performance and resource utilisation.

• Check for and install critical software updates and patches (with ICB approval where needed).

• Run system backups and verify their integrity.

User Support & Troubleshooting

Daily/Ongoing

• Respond to IT-related queries from staff (e.g. password resets, software issues, printer problems).

• Provide basic user training on common applications (e.g., new software features).

• Troubleshoot local IT issues (e.g. network connectivity problems, peripheral device issues such as printers) and liaise with third parties and ICB helpdesk for troubleshooting.

• Act as RA and Admin for smartcards and NHS.net accounts, processing joiners and leavers promptly when notified by HR or management.

Weekly

• Address more complex IT issues requiring deeper investigation.

• Escalate unresolved issues to the ICB support team and see through to completion.

Software & Hardware Inventory

Monthly

• Update and maintain an accurate inventory (asset register) of all IT equipment (computers, peripherals, software licenses).

• Identify any outdated or obsolete hardware/software and work on replacements in the most cost effective way possible.

• Develop and deliver business case for any new IT requirements, and aim to have these fully funded by the ICB.

• Manage the issuing and return of all hardware, including laptops.

Security & Compliance

Monthly

• Review and update security policies and procedures.

• Ensure compliance with relevant data protection regulations (e.g., GDPR, NHS Data Security and Protection Toolkit).

• Improve the IT security posture of the organisation and Conduct security audits (e.g. check for weak passwords, phishing attempts generic login accounts).

• Audit the JML (Joiner, Mover, and Leaver) process to ensure the integrity and security of all IT-related systems. Verify user accounts across all systems against the leavers' logs from HR, including the removal of smart cards, emails and access to any clinical systems such as EMIS, Docman, AccuRx etc.

Project Management (as time allows)

• Assist with minor IT-related projects, such as

• Implementing new software or hardware with ICB approval.

• Streamlining IT processes within the surgery.

• Supporting the roll-out of new ICB initiatives.

• Support with related activities for BH App e.g. ISO27001, CE+, DSPT, DPIA, DSA, cloud infrastructure etc.

Communication & Collaboration

• Maintain regular communication with the ICB IT support team.

• Liaise with other surgeries within the local GP network on IT-related matters.

• Provide regular updates to the surgery management team on IT-related issues and projects.

Important Considerations

• Prioritisation - The IT Manager will need to prioritise tasks based on urgency and impact.

• Remote Work - Remote work can be used to maximize IT Manager time and flexibility.

• Documentation - Maintain clear and up-to-date documentation of all IT systems, processes, and procedures.

• Training - Flag any learning needs that you may have and we can support you with.

Key Relationships:

Internal

• Executive Partners

• Senior Management team

• Colleagues within The Bourne Health Partnership

External

• CSU / GPIT departments

• ICB IT and procurement teams

• Other GP practices and practice groups

• Other external organisations

This list is not exhaustive but a guide. KPIs will be set annually and reviewed regularly with your Line Manager depending on business need and person specific requirements.

The following statement forms part of all job descriptions

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person, those staff will be liable to disciplinary action up to and including dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the organisations FOI procedure if they receive a written request for information.

Information Governance

All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act), following national guidance (such as the NHS Confidentiality Code of Practice) and compliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner

Equal Opportunities

Post holders must at all times fulfil their responsibilities with regard to The Bourne Health Partnership Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that The Bourne Health Partnership health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required to reduce HCAIs. All post holders must comply with the Partnerships Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy and Personal Protective Equipment Policy. Risk Management All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with The Bourne Health Partnership use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Postholders must also attend training identified by their manager or stated to be mandatory.

Flexible Working

As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern and multiple sites so that we can offer services in the evenings or at weekends.

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

Sustainability

It is the responsibility of all staff to minimise the environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimising water usage and reporting faults promptly.

Smoking Policy

The Bourne Partnership is committed to providing a healthy and safe environment for staff, patients and visitors. Staff are therefore not permitted to smoke on organisational property.

Review of this Job Description: This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder

Person Specification

Experience

Essential

• 1 Year experience in a similar role

Qualifications

Essential

• Excellent literacy and numeracy skills
• IT Qualification

Experience

Essential

• 1 Year experience in a similar role

Qualifications

Essential

• Excellent literacy and numeracy skills
• IT Qualification

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.

Employer details

Employer name

KESTON MEDICAL

Address

Purley Memorial Hospital

856 Brighton Road

Purley

Surrey

CR8 2YL

Employer's website

https://www.kestonmedicalpractice.co.uk/ (Opens in a new tab)