Systems Admin / Registration Authority Team Manager in St Helens

The role is Band 6 subject to AfC review. To deliver a high quality and effective system administration and RA service to the Trust and partners that contributes to the success of the organisation and empowers staff to provide timely, effective 5 star patient care.

The Systems Admin / Registration Authority Team Manager is responsible for managing the delivery of the Systems Admin and RA service and providing line management support for the System Admin team and RA administrators. This role requires expert RA knowledge to support complex solutions and ensure high standards of service.

• Responsible for ensuring that the Registration Authority Service (RA) meets national registration policy and guidelines for NHS Care Records System, ensuring a high quality service is provided to all stakeholders.
• To ensure that there are effective and efficient processes in place in the support and development of both the RA function and account management, both RA & account management reporting and appropriate governance measures in place in line with National and Trust policies.

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.

• Acute Care: Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
• Primary Care: Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
• Community Services: Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire.
• Specialist Regional Services: We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.

• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme.

• To line manage the Systems Admin/RA Staff, including dealing with standard line management issues such as performance management, managing annual leave, appraisal reporting and disciplinary issues where appropriate.
• Oversee work allocation and manage both reactive and proactive incident and request resolution.
• Ensure that all staff are developed and can carry out the duties of their role.
• Have overall ownership of the resolver group in the incident management software – ensuring work allocation is based on availability and skill set.
• Ensure incidents and service requests are addressed within agreed service level targets.
• Implement and maintain compliance with national and local policies, as well as relevant legislation.
• Stay informed about emerging technologies and advancements in service provision.
• Collaborate with other Informatics teams to implement changes to appropriate technologies and solutions.
• Provide specialist and technical expertise and advice to members of the team and wider Trust staff where required.
• Produce management reports as required e.g., Performance reports and statistics.
• Ensure support staff perform accurate, concise recording of Incident actions within the Service Management software, selecting the relevant resolution categories.
• Analyse, report and act on information to proactively manage agreed targets, standards, reports and action plans; in a timely fashion.
• Manage the process of local RA policy development in accordance with National and Trust Policies.
• Create and update local team procedures, technical documentation and procedures.
• Identify areas for service improvement and contribute to the development and implementation of Key Performance Indicators and Critical Success Factors.
• Ensure all paperwork is correct and assist in completion as necessary.
• Ensure that paperwork adheres to relevant National and Trust Policies.
• Ensure that there are effective and efficient processes in place in the support and development of both RA function and account management.
• Ensure that there is a complete, documented and robust audit trail for all Systems Admin and RA processes, which complies with national and Trust guidance.
• Implement and ensure adherence to a Trust wide RA Audit policy and programme of audits.
• Assign, sponsor, and register RA agents (where permitted under governance arrangements), ensuring there are sufficient resources to operate the registration processes in a timely and efficient manner.
• Ensure that the Trust policies and processes are aligned with the National policy and processes.
• Represent the Trust at RA forums as necessary.
• Have specialist knowledge of operational processes throughout the health economy.
• Oversee any new systems administration which the team may become responsible for and create effective and robust solutions and processes.
• Work towards agreed objectives as determined by the IT Service Operations Manager, but given freedom to carry out these activities using personal discretion.
• Lead the team on a daily basis ensuring urgent issues are escalated as required.
• Undertake additional ad-hoc duties and oversee new work allocated to the team as appropriate.
• The location/base of this role may change, and the post-holder will have to manage services across numerous sites.
• Liaise with NHSE Digital regarding future developments when necessary.
• The post requires communication & relationship skills - ability to communicate complex issues negotiate with internal and external organisations over service issues.
• Knowledge & Experience across this specialised area, acquired through degree level or equivalent qualification/experience plus additional managerial knowledge.
• Analytical & Judgemental Skills - Analyses complex problems relating service issues; makes judgements regarding allocation of resource.
• Planning and Organisation - Tasks and activities which may require adjustment due to variable workload; Initiate plans and modify work programmes e.g. for training packages, new reporting processes.
• Implement policies and procedures for own area, proposes changes to user working practices and procedures e.g. when planning for new projects, changes in legislation, new reporting processes impacting the organisation.

• Relevant degree in IM&T field or equivalent experience / specialist knowledge and expertise
• Recognised management qualification or equivalent experience

• Strong customer care experience including dealing with key stakeholders and resolving difficult issues
• Specialist knowledge and experience in administering Clinical Systems and data and dealing with associated issues
• Significant experience of providing Registration Authority support.
• Proven track record of managing teams of staff in an IT department or similar.
• Proficiency in Microsoft Office
• Experience in analysing, investigating and resolving complex service issues, where there are a number of options; analyse user requirements and make judgements regarding allocation of resource.
• Ability to plan and organise activities; plan and organise complex activities or programmes, requiring formulation and adjustment Manage tasks and activities which may require adjustment due to variable workload; Initiates plans and modifies IM&T work programmes e.g. for training packages, new reporting processes, new computer systems.
• Experience of working within ITIL framework procedures
• Trained and have experience of Secure ID Checking
• Experience of working with SLA’s and working to defined KPI’s
• Experience working in an NHS IT department and understanding of NHS working practices

• Effective communications – able to communicate complicated, difficult to explain issues to non IM&T staff/suppliers; communicate very detailed IM&T information within peer groups.
• Completer/finisher with a customer focused attitude to service delivery.
• Troubleshooting and analytical skills.
• Ability to work under pressure and produce high quality work to tight deadlines
• Ability to identify customer requirements
• Ability to work on own initiative to manage staff and situations appropriately
• Ability to communicate complex issues, negotiate with internal and external organisations over service issues.
• Ability to produce clear and comprehensive reports with excellent presentational skills
• Planning & Organisational Skills – experience in adjustment due to variable workload ensuring that initiatives are well planned and successfully achieved.
• Ability to modernise processes and drive continuous improvements.

• Ability to travel to all MWL Supported locations

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.

Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under-represented groups.

As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [emailprotected]

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.

The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unable to provide sponsorship.

For successful candidates on selected work and study visa routes, who have completed and paid for their applications will no longer receive a visa vignette in passport as evidence of their permission to enter the UK. Instead, you will be issued with an eVisa only, which is accessed by creating a UKVI account. Before travelling to the UK, we advise applicants to understand how to generate an eVisa share code.

If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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. Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.

We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that all employees have the right to request flexible working from day one of employment. There is no limit on the number of requests they can make. Employees have the right to make requests, have them considered, regardless of the reason. At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website.

You will be expected to undertake the Trust's commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own. The Trust will not accept applications which are found to be AI generated and will check all applications against AI detection software.

Additional Information: Before applying, we encourage you to review the Trust's Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here. An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents. Good luck with your application. We hope to welcome you to Team MWL very soon.