Location: Russell House Hours: Full Time, 37.5 Hours per week, Monday to Friday but would consider part time for the right candidate Salary: £28,000 Benefits: Entry into Peoples Pension, death in service benefit (3 x salary), out of pocket expenses, free access to confidential and extensive wellbeing support, generous holiday entitlement (26 days plus bank holidays rising to 31 days after 5 years for a full time employee, pro rata for part time), an extra days holiday for your birthday!, free tea / coffee, sight tests and flu jabs and excellent learning and development opportunities. Overview of role At Forget Me Not, we provide care that is tailored to meet the individual needs of each child and each family, when they need it the most. But to do that effectively, we need systems that run smoothly. And that’s where you come in! As our highly-organised, and detail-focused Care & SystmOne Administrator, you’ll help keep our records up to date, make sure everything is compliant, and support our care teams in using SystmOne. You'll be responsible for managing and maintaining records in SystmOne, ensuring all data is accurate and secure as well as providing comprehensive admin support to the care team, helping with scheduling, reports and documents. You'll also assist with data reporting and analysis to help improve our services. An experienced administrator who’s worked in a healthcare setting and is proficient in using SystmOne, you’ll have excellent communication skills and a proactive, problem-solving approach. Experience of the digitalisation of administrative duties would also be helpful. If you want to be part of a passionate and supportive team and be able to put your expert administrative skills to good use making a real difference to local children and their families, then we want to hear from you! To find out more about working for Forget Me Not Children's Hospice please see our recruitment pack For an informal chat about the role, please contact Laura Blackford on 07442 360870. Shortlisting is expected to take place on 20th June with interviews on or around 30th June. JOB DESCRIPTION Responsible to: Service Funding and Data Manager Responsible for: N/A Role Summary Our vision is to deliver pioneering care through pregnancy, childhood and loss, wherever families need us, whatever the future holds. The primary purpose of this role is to ensure the efficient and secure operation of the SystmOne patient data system. As SystemOne Administrator, you will also be responsible for training new users and liaising with various stakeholders to ensure a smooth operating system. The SystmOne Administrator will also support the care and management team with specific administrative duties in relation to supporting service delivery. Main Duties and Key Responsibilities SystmOne Activity User Management: add new starters to SystmOne, assigning appropriate rights based on their roles. Archive inactive users after three months of non-activity, maintaining a clean and secure user database. Audits and Compliance: work with the Quality and Safety Officer to conduct audits, including medication and prescription checks. Ensure full compliance with GDPR and other data protection regulations, safeguarding patient data. Reporting and Data Management: set up and manage batch reports, supporting end-of-month reporting processes. Assist with data migration and integration with other systems, ensuring seamless data flow. System Support and Training: train new users on SystmOne and provide ongoing support to existing users. Serve as the primary point of contact for SystmOne-related inquiries and technical issues. Technical Support and Development: support the development and amendment of clinical templates within SystmOne. Manage smartcard self-service setup and troubleshoot related issues. Maximise productivity and efficiency using SystmOne. Investigate and expand SystmOne functionality for value and effectiveness. Coordination and Communication: liaise with system vendors, IT departments, and other stakeholders to ensure smooth system operation. Actively participate in the SystmOne user group, staying updated on best practices and system enhancements. Governance & GDPR: support information governance lead with policies and procedures for electronic records. Ensure compliance with information governance standards and GDPR. Actively participate in the data management taskforce group Care Team Administration Undertake administrative duties to support clinic activities and clinical forums, including management of the referral panel. Support the care team with ad-hoc administrative tasks. Ensure compliance with regulations and standards, including maintaining records for audits and inspections. Support care team payroll processing, specifically around on call, enhanced and bank payments. For all of our roles we expect employees to abide by the expectations set out within the Together for Families Framework (attached). Complying with Together for Families means that we will all act with integrity to ensure we are trusted the people we care for, the people we work with and everyone who supports Forget Me Not. All employees are also expected to undertake any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading, as requested by your line manager or his/her higher level of authority. Person specification Essential skills and experience: Strong working knowledge of SystmOne Experience with clinical templates and reporting Understanding of data flow and system integration Experience with auditing and compliance checks Solid understanding of GDPR and NHS data protection policies Ability to train new users and provide ongoing support Strong communication skills and ability to work with all members of the multidisciplinary team in challenging circumstances A problem-solving approach that results in sustainable service improvements Ability to make sound decisions and escalate appropriately Good time management skills High standard of accuracy and level of initiative Flexibility and able to adapt to change Desirable skills and experience: Experience of involvement in projects Essential education / qualifications Sound educational background (4 GCSE’s, grade C or above) Desirable education / qualifications : Project Management qualification 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. Equality and Diversity Please note that we are committed to equality and diversity and make the following pledge in relation to our recruitment practices; We will actively encourage and support under-represented groups to join us as employees We will always interview you if you are an applicant with disability who meets the essential requirements of the job and will provide adjustments to the recruitment process if required. We are committed to supporting part time and flexible working; we will consider part time working requests for all our roles Please click here to view our full equality, diversity and inclusion pledge