Job overview
Are you eager to deepen your understanding of data quality, data management, reporting, and system administration within our West Sussex Sexual Health Service? We are offering you the opportunity to join the Data team as a Band 5 Data Quality & System Support Officer.
This offer is for a 22.5 hr (0.6 FTE) role over a fixed term period of 6 months, with the option to complete this as a secondment. This means that if you currently work in a role for 37.5 hours per week, 22.5 hours would be within the seconded role, and the remaining 15 hours could remain within your current. There is the opportunity for flexible working, and it is important to note that suitability for the role is not dependent on your base being Worthing.
Main duties of the job
What does a typical day look like for a Data Quality & System Support Officer? You will engage in a variety of tasks, including:
1. Data Quality Assurance: Reviewing and validating data to ensure accuracy and consistency, identifying discrepancies, and implementing solutions to enhance data integrity.
2. System Support: Assisting users with system related queries, troubleshooting issues, and providing training to ensure smooth operation of our data management systems.
3. Reporting and Analysis: Generating reports to provide insights into data quality and system performance.
4. Collaboration: Working closely with team members and external stakeholders supporting ongoing projects to improve data processes.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Detailed job description and main responsibilities
Job Description
Job Title Data Quality and Systems Support Officer/Team
Manager
Band Band 5
Hours 22.5
Department Sexual Health
Division Women and Children
Location / Hospital Site 45 Rowlands Road, Worthing
Responsible to Clinical Information Manager Sexual Health
Accountable to
DBS Level standard
DBS Barring Adults and Children
DBS Workforce Adults and Children
Role Summary
The post holder works with the Clinical Information and Systems Manager to
maintain and oversee data entry processes in the Sexual Health Service ensuring
that all data entry is completed to a high level of accuracy and in a timely fashion.
Routine checks will be completed to identify errors and inconsistencies so providing
reports on problem area and identifying trends.
The post holder will contribute to the identification of data quality improvements and
a good information culture providing staff support where required and acting as
ambassador for excellent Data Quality standards within the Integrated Sexual Health
Service.
As part of the wider ISHS team the post holder works towards ensuring service
provision meets the Key Performance Targets and professionally recognised
standards and services in line with National and local strategy, the Department of
Health ’15 Steps’ quality criteria and supports Patient First, a trust-wide approach to
improving the quality of care offered to patients. The post holder follows national and
local policy.
1. Responsible for the maintenance and contract of texting software, ensuring fit for
purpose, updates are tested and regular validation reports and analysis of data are
carried out with findings communicated to management team for dissemination as
appropriate and to support contracting process
2. Takes a lead in the maintenance of IT user accounts and system rights and
access
3. Manages the Admin and clerical team in the Worthing Hub taking responsibility for
HR issues such as recruitment, sickness and capability management, appraisal and
training
4. Ensures the Sexual Health Electronic Patient Record System captures high quality
and appropriate patient data, accurately reflects the work undertaken and enables
accurate reporting of statutory and tariff data.
Key Working Relationships
All staff within Integrated Sexual Health Service
Trust IT Team
Trust Information Team
System suppliers (external)
Main Duties and Responsibilities
Communication
Provide and receive complex or sensitive information about service users,
from staff and outside agencies.
Provides and receives information of a commercially sensitive nature
Collates and produces reports which may result in providing advice to staff
using tact, diplomacy and persuasion skills to enable a change in practice.
Provides advice, instruction or training to individuals or small groups.
Provides and receives information on IM&T matters which may be
complicated.
Service Delivery and Improvement
Produces a range of routine Data Quality reports requiring analysis,
identifying errors or inconsistencies whilst applying judgement on source of
these and resolving problems resulting from incorrect data.
Works closely with the IT Systems Administrator to ensure statistical reports
accurately reflect service activity, analysing trends that may impact on service
provision and identifying potential solutions when required.
Analyses situations / information to identify and resolve a range of problems
e.g. computer system errors, user error, computer or programme problems,
network issues, data errors on data repositories, identifying and analysing
source of variations, errors in information reports.
Monitors generic e mail accounts responding to enquiries in a timely manner
and identifying appropriate staff to deal with clinical enquiries
Plans tasks and activities which may require adjustment due to variable
workload, deadlines and interruptions
Proposes the use of different reporting methods, training practices and
policies that will impact across the service leading to change. Maintains an
inventory of all equipment across the service, ensuring equipment is in
working order and situated in appropriate location.
Assumes responsibility for the proper and safe use of expensive IT
equipment and software by users
Responsible for texting software contract ensuring finances are in place for
meeting demand and predicting any additional costs resulting from further
development or changes in the software
Support the Clinical Systems Information Manager with the timely submission
of activity data to the Pathways Analytics Grouper within the timescales set by
the Trust Finance Department. Submit tariff activity in agreed format to enable
the invoicing of activity undertaken by the service
Is first port of call for maintenance issues such as password resets and
access issues.
Creates new user accounts, assessing access levels and user rights,
changing these when role responsibilities change.
Carries out testing of new and/or upgraded functionality, reporting where
systems fail to meet specification or expectation
Regular requirement to develop or create reports,
Responsible for maintaining in service texting software system, creating
reports to provide data for analysis.
Carries out testing of new and/or upgraded functionality, recording and
reporting where the system fails to meet its specification or expectations
Maintain awareness of new system releases or updates which could impact
on Data Quality or require additional guidance for users.
People Management and Development
Day to day responsibility for staff including allocating shifts, recruitment and
selection, sickness and capability management, appraisals, development and
training.
Trains new staff, both clinical and administrative in the use of software
systems employed within the service, ensuring high data quality standards are
met and staff are able to use systems with confidence.
Patient Care Delivery
Provides information and advice to patients concerning appointments through
the generic e mail account
Learning and Development
Attend mandatory training updates as required.
Undertake training as necessary in line with the development of the post and as
agreed with the line manager as part of the personal development process.
Achieve and demonstrate agreed standards of personal and professional
development within agreed timescales.
Identify own learning needs and jointly plan training requirements with your line
manager
Participate in the Trust’s appraisal process to discuss how your role will help deliver
the best possible care to our patients and help to deliver any changes in service.
This job description is an outline of the role and responsibilities. From time to time due
to the needs of the service, we may ask you to flexibly undertake other duties that are
consistent with your role and banding, including project work, internal job rotation and
absence cover.
The job description and may be reviewed on an ongoing basis in
accordance with the changing needs of the department and the organisation.
Person specification
Application form
Essential criteria
5. Experience with Data Management
Desirable criteria
6. Leadership/management experience
Equality, Diversity and Inclusion
Essential criteria
7. Evidence of having undertaken own development to improve understanding of equalities issues
8. Evidence of having championed diversity in previous roles (as appropriate to role).
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications