Job responsibilities JOB DESCRIPTION POST: Information Support and Administration Officer GRADE: Band 4 HOURS: Full time ACCOUNTABLE TO: Information Team Lead DIRECTORATE: Digital Division JOB SUMMARY To produce and interpret the information the Trust needs both internally and externally to support and develop its business aims, and to meet the Trusts statutory information requirements. The key elements to the role are: Process manual data collection to support internal and external reporting. Support the production, approval and submission of statutory and other routine reports. Provide administrative support to members of the Information Department. KEY DUTIES AND RESPONSIBILITIES To support the Trusts Reporting Process, alongside other members of the Information Team. Duties to include: Operate standard processes to produce / prepare regular reports (Daily / Weekly / Monthly) & Review reports produced to check accuracy against expected results. Monitoring and investigating data quality problems, liaising with directorates and IM&T staff. This will include some detailed analysis of complex records which requires prolonged investigation and concentration. The post-holder will be required to suggest changes to policies and practices within the Information department and to practice in the wider Trust. Monitoring data submissions and liaising with appropriate staff when submissions fail. Investigating patient records to determine the responsible commissioner, this will involve reference to National guidelines as well as local policies. In order to do this the post-holder must be able to analyse individual records against complex criteria and either act on the conclusion or communicate the issues and interpretation to others. Analysis of key data fields to ensure completeness, quality and consistency whilst complying with the NHS National Data Dictionary. The post-holder will gain detailed and in-depth knowledge of national data standards and procedures. Use of advanced keyboard skills. To provide cover for other Information Support Officers within the Information Team as required. The duties above will need to be carried out independently without day to day supervision or strictly defined operating procedures. The post holder will need to be able to work from Trust & Department policies to determine the correct course of action. To provide administrative support Provide administrative support to the Information Department in calendar management, booking meetings and general administration. Take minutes, provide supporting papers and take follow up actions or chase action owners. Support administration of interviews, booking and setting up rooms and equipment. Keep team laptops up to date and keep track of laptop bookings. Assist in the provision and maintenance of accurate and comprehensive documentation to support routine reporting. To process data collections & returns. Responsibilities include: Collation of data via spreadsheets, and processing according to standard procedures. This data supports a number of processes including commissioning and internal and external dashboard reporting. Ensure the data are received in a timely manner and liaising with Directorate staff to ensure data quality standards are improved/maintained and tight deadlines are met. To support the Internal/Statutory reporting process Upload prepared Statutory reports to the Department of Health Websites within stated deadlines Distribute prepared internal reporting via email or intranet within deadlines. To keep up-to-date on relevant National/local policies Advise and amend local policies/work practices to ensure conformity with national policies related to commissioner rules. To manage User access to the ORBIT intranet reporting website Collate and process User Access request forms. Communicate with users by phone and email in relation to these requests. To be responsible for planning and covering the delivery of training to colleagues to ensure responsibilities are fulfilled. To carry out other tasks as requested by the Information Management Team in order to fulfil the Directorates objectives. This job description should be regarded only as a guideline to the duties required and is not definitive or restrictive in any way. The nature of the post is such that duties may change and they may be reviewed in light of changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment.