JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Responsible to: Department & Base: Information Analyst Information Development Lead Borders General Hospital Date this JD written/updated: December 2008 / July 2013 Job Reference Number: SS714 2. JOB PURPOSE The Information Analyst is responsible for the production of detailed reporting, analysis and projects, covering clinical activity and other areas as designated, for NHS Borders. These must be produced in a timely, accurate and useful format for NHS Borders staff, National Services Scotland, external agencies, and the general public where applicable. The post holder will support IM&T, clinical services and the Planning & Performance team to meet corporate requirements of NHS Borders, particularly the Local Delivery Plan, ehealth Strategy, HEAT Performance Management Framework, Performance Reviews and Key Performance Indicator Reports to NHS Borders Board, and other corporate priorities as required. 3. ORGANISATIONAL POSITION Medical Director Head of IM&T Senior Health IT Services Manager Senior Health Information Manager Senior Projects & Developments Manager Information Development Lead Health Records Team Leader Informaton Governance Team Information Analyst
5. MAIN DUTIES/RESPONSIBILITIES Complete data validation and compilation of national returns to ISD and SGHD to fulfil the Board s statutory requirements; Analysis, investigate and resolves complex statistical/data queries and issues/problems for managers and clinicians to help inform the decision making process and to increase clinical governance and effectiveness; Provision of data/analysis/reports to support projects requiring extensive input of an analytical nature including Patient Reminder Service, Clinical Coding completeness, Clinical Portal, IM&T Metrics, DNA to inform Scorecards and other monitoring arrangements; Monitor data quality, consistency and accuracy of all clinicians entering data, including feedback to staff to improve data integrity; Assist with the development of suitable systems to ensure correct definitional use of national and local datasets on selected NHS Borders clinical activity systems and manually compiled data on paper. This includes highlighting where persistent problems are occurring and liaising with clinicians to resolve data quality issues; Check that the data used for producing reports, and the finished reports themselves, to ensure that the data/information is accurate and conforms to the post holder s knowledge of the service. Also act as a second checker for reports generated by colleagues within the team before being disseminated; Develop new standard reports for clinical groups, in liaison with colleagues in Clinical Services, Planning & Performance and other members of the IM&T team as appropriate; Deal with requests to ensure compliance with the Freedom of Information (Scotland) Act 2002; Ensure all procedures carries out by the postholder are documented fully allowing cross cover of information functions; Undertake ad hoc tasks and projects as delegated by the immediate line manager or other appropriate individuals within IM&T;.
Development and maintenance of documents, operations, procedures and policies to underpin and instruct on the use of locally developed systems and reports Support a range of IM&T tasks/projects as required. 6. SYSTEMS AND EQUIPMENT Regular and proficient use of PC with full Microsoft Office package and other applications: Outlook Word Excel Access Business Objects Qlikview SQL Server Management Console Regular use of: Intranet and developing/utilising web-based forms etc. local data gathering and reporting systems, e.g. epex, TrakCare, and extraction and analysis o data from such systems. National systems, e.g. Academe Knowledge of: Project PowerPoint Visio The post holder will be able to demonstrate experience in using systems to support information management processes in the areas of: Information handling procedures; Data quality monitoring; Reporting methodology; Data report procedures; Data development procedures. 7. DECISIONS AND JUDGEMENTS Overall direction is provided but the post holder is expected to organise and prioritise their own work with guidance from the Information Development Lead. The Analyst will work on assigned complex reporting and analytical tasks, liaising with other Analysts (who may provide some of the data) where necessary. When working on complex reporting and analytical tasks, the post holder will make decisions on the content, structure and method of reporting for specific tasks using their specialist knowledge and experience. The Analyst will propose policy or service changes with an impact on other areas than own workload, including changes to, and redesigns of, statistical, information and local managerial policies, concepts and procedures. Supervision is regular through 1:1 meetings with line manager. However, the post holder is required to work with initiative and exercise their own judgement when prioritising daily workload/competing priorities as requested.
8. COMMUNICATIONS AND RELATIONSHIPS The postholder will liaise directly with other members of the IM&T team on day to day reporting matters, and is to be relied upon to advise the team in subjects/systems they are less familiar with and pick up more detailed parts of enquiries as necessary. During team meetings the postholder will feed back to the team on current workload and issues which appear during the postholder s normal work, for example, data quality, as appropriate. Excluding their immediate line manager and colleagues within the team and directorate, the following are key working relationships: Direct liaison with all levels of clinicians, from primary and secondary care, primarily on information requests of a complex nature; Liaison with other members of IM & T in different teams such as Clinical Coders, the Information Systems Administrator and Medical Records Officers. This is on issues regarding clinical activity datasets, data quality, and data provision amongst others; Provision of data/information to the Information Statistics Division of the Common Services Agency on clinical activity; Provision of data/information to the Scottish Government, including performance measures. 9. PHYSICAL/MENTAL/EMOTIONAL DEMANDS OF THE JOB Ability to use a computer on a daily basis to an advanced level, using multiple systems/databases, for approximately 6+ hours per day on average for the production of reports, and data validation; Ability to drive will be required to undertake travel on an occasional basis to local and national meetings; Be able to interpret requests for information/analysis/support from a wide range of clinical and non-clinical staff to ensure requests are responded to accurately and responsibly; Frequent requirement for a high level of concentration for long periods on complex data analysis; Requirement for high level of accuracy/detail in all aspects of work, often with short turnaround times and within competing priorities. Deal with data of a sensitive and occasionally distressing nature. 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB Prioritising own workload in the face of competing priorities; Ensuring that deadlines set for national and local reporting carried out by the post holder are adhered to despite multiple requests being open at the one time; High level of accuracy required in producing complex reporting and analysis pulled from multiple sources; Ability to respond to urgent unscheduled queries/requests; Successfully present complex information to a wide audience, in a meaningful and easily understandable format. Maintaining & developing skills in a changing environment
11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Knowledge and Skills: A specialist knowledge in statistical techniques, procedures and presentation and also possess an excellent level of numeracy; [Essential] Knowledge of the Freedom of Information (Scotland) Act 2002; [Desirable] Good interpersonal skills with an ability to communicate well with a wide range of clinical and managerial staff at all levels; [Essential] Advanced skills in the use of MS Office products, such as Excel, Word and Access, and other analytical/reporting software such as Business Objects; [Essential] Knowledge of Qlikview or other presentation software; [Desirable] Good understanding of NHSiS definitions and coding systems; [Desirable] Analytical skills; [Essential] Planning and organisational skills. [Essential] Familiarity with Data Protection Act, Caldicott Principles, and local data policies [Desirable] Qualifications/Training: A degree in an information, statistical or computing discipline is desirable but evidence of equivalent experience or ability is essential Experience: Relevant experience of working within the NHS or a similar large and complex organisation; [Desirable] Experience of working in an environment of competing priorities, deadlines and workloads; [Desirable] Relevant practical experience of developing and analysing reports using MS Office packages, Business Objects (or similar, e.g. Crystal Reports). [Desirable]
TERMS AND CONDITIONS Grade and salary: Hours of work: Annual leave: Public Holidays: Superannuation: Band 4, 18,838-22,016 per annum Fixed Term until 31 March 2014 37.5 hours per week 27 days per annum Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbooks. 8 days per annum on dates designated by NHS Borders Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbook. The post-holder is entitled to join the NHS superannuation pension scheme. If Unsuccessful: If you have NOT heard from us within 4 WEEKS of the closing date, then we regret that your application has not been successful on this occasion. However, we appreciate your interest in working with NHS Borders and your time and effort in completing the application form. We would welcome your application for future posts. Equal Opportunities: In NHS Borders, we believe that all staff should be treated equally in employment. We will not discriminate against any member of staff, or job applicant, on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation. Trade Union membership. Disclosure checks: We carry out criminal record checks on new staff who fall within certain staff groups within NHS Borders, through Disclosure Scotland. We send out Disclosure Forms to all shortlisted candidates for these staff groups, and ask for these to be completed and returned at interview. If a successful-at-interview candidate forgets to bring their completed form to interview, then they will be required to return the form (and proofs of identity) within 7 days, otherwise the provisional job offer will be withdrawn. Unsuccessful candidates forms will be shredded. The Rehabilitation of Offenders Act does not apply to this post. Mandatory Induction Standards for Healthcare Support Workers in Scotland: Your performance must comply with the Mandatory Induction Standards for Healthcare Support Workers in Scotland and with the Code of Conduct for Healthcare Support Workers (in line with CEL 23 (2010)), both subject to amendment from time to time, which are attached. If, despite ongoing support, you fail to adhere to the Standards or to comply with the code, your performance will be managed in line with the NHS Borders Management of Employee Capability Policy and could result in the termination of your employment with NHS Borders. Tobacco policy: We have a Tobacco policy in place. When selecting staff, we do not discriminate against applicants who smoke, but staff must observe our policy on smoking.
Hepatitis B: We offer Hepatitis B immunisation through our Occupational Health Service (OHS). If you think you may be at risk of contracting Hepatitis B through your job, you should ask for this immunisation at OHS. If your work involves exposure-prone procedures, you must keep to the document Protecting Health Care Workers and Patients from Hepatitis B, and the NHSiS Management Executive Directive on this issue. You must be immune to Hepatitis B, and if you cannot prove that you are immune, OHS will investigate to find out whether you are Hepatitis B positive or not. Health and Safety at Work: You must take look after the health and safety of yourself and anyone else who may be affected by what you do at work. You must also co-operate with us to make sure that we keep to legal and organisational safety regulations. You can get more information from the NHS Borders Health & Safety Adviser. The closing date for completed application forms is: 5pm on Wednesday 18 September 2013