Information Officer in Portsmouth

• Weekly Hours / Programmed Activities: 37.5
• Salary Band: Band 5
• Staff Group: Administrative and Clerical
• Contract Type: Permanent
• Job Area: Admin and Corporate
• Company Description

Working as a partnership, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this.

The single corporate service is delivered across both organisations.

You may be based at either IWT or PHU and individuals may be required to undertake business travel between sites.

For leaders managing staff across multi-site locations, you will need to be visible and provide in person leadership.

The arrangements and frequency will be agreed locally.

Job Description

NHS Band 5

Hours Per Week

full time 37.5

Contract Type

Permanent

The purpose of this position is to provide a comprehensive information management, reporting and analysis service across Estates, Facilities and PFI services.

The role will support internal governance and performance reporting, projects, national returns, benchmarking and the identification of opportunities for continuous service and business improvement.

The role will be responsible for the effective management, maintenance and development of Estates and Facilities information, records and associated document libraries, including the estates drawing library.

• The postholder will support the development, implementation and ongoing management of Estates and Facilities information management systems and digital solutions introduced by the Trust, ensuring that these align with operational requirements, strategic objectives and the Estates Strategy.
• The role requires a high level of digital literacy and advanced proficiency in the practical use of Microsoft Office applications, particularly Excel, Word and Power Point.

The postholder will be expected to confidently manipulate, analyse, format and present complex information, develop effective reports and templates, and make best use of available digital tools.

The role is focused on the effective use and administration of systems and software rather than technical IT support, hardware maintenance or specialist infrastructure management.

• The role will also manage and maintain the formal PFI communications programme and associated trackers, ensuring that formal notices, correspondence, actions and other contractual communications are accurately recorded, appropriately monitored and retained until they have been formally resolved and closed.
• The postholder will provide oversight of open, overdue and long-standing communications, maintain a clear and auditable record of their status, and ensure that matters are brought to the attention of the appropriate operational, technical, contractual or legal lead where action or escalation is required.

Accountability for resolving the underlying matter will remain with the relevant responsible lead.

• Data analysis qualification or proficient in analysing data on job experience
• Good standard of higher education (NVQ 4 or higher)
• Excellent knowledge of information systems and analysis techniques

Experience

• Experience in collecting, analysing and managing data
• Experience of implementing process improvements relating to data quality and maintenance
• Experience of sourcing appropriate data and preparing formal reports
• Experience of implementing data manipulation and reporting solutions
• Experience of governance procedures, submissions, and data confidentiality
• Proficient in Microsoft Applications
• Track record of delivering to tight deadlines
• Working in a property and/or an Estates and Facilities Management function
• Working in an NHS or similar environment
• Experience of preparing government return submissions e. g., Premises Assurance Model
• Practical understanding of information management systems and digital tools used to support a diverse Estates and Facilities function.
• Experience of using and administering a range of Estates and Facilities systems, databases and reporting tools.
• Experience of improving user engagement and effective system use to support service delivery, data quality and reporting.
• Understanding of construction and facilities management contract administration and control procedures.
• Experience in the use of Auto CAD and working knowledge of databases.

Skills & Knowledge

• Advanced Microsoft Office skills, particularly Excel, Word and Power Point, with the ability to analyse, manipulate and present information clearly.
• Strong analytical, data-quality and information-management skills, including document control and maintaining clear audit trails.
• Effective organisational and communication skills, with the ability to manage competing deadlines and coordinate input from multiple stakeholders.
• Experience of Estates and Facilities systems, databases, Auto CAD or document-management tools.
• Knowledge of NHS Estates and Facilities reporting and assurance requirements, such as ERIC, PAM or benchmarking.
• Understanding of PFI, FM contract administration or property information management.
• Additional Information

The health and wellbeing of our staff is at the forefront of everything we do.

• We are proud to be able to offer our staff some fantastic benefits
• our on-site Nursery
• access to our free Beach Hut for those long summer days
• our on-site Wellness Centre including a gym and a swimming pool
• access to our fantastic staff networks including LGBTQ, Race Equality and Dis Ability
• awards ceremonies to recognise your achievements

We believe we can offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs.

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