Information Officer - Band 4 (Microbiology)

at  Gloucestershire Hospitals NHS Foundation Trust

This is an excellent opportunity for a suitably qualified and experienced person to join the Infection Sciences (Microbiology) Department as a part-time Information Officer. The Microbiology laboratory is located on the Gloucestershire Royal Hospital site and provides an extensive service to the two acute hospitals, smaller local hospitals and to GPs in Gloucestershire and South Worcestershire. The current laboratory workload is approximately 380,000 specimens a year.
Key duties include generating reports, undertaking data searches and reporting significant results to external agencies. The role also includes managing patient records and contact details for the semen cryopreservation service.
This is a part-time post, with 22.5 hours available per week. There is some flexibility as to whether this is worked over whole or part days.
The successful candidate will be reliable, enthusiastic, motivated and forward thinking. They will demonstrate good interpersonal skills and must be a team player.
The departmental admin team includes the Medical Secretaries and Information Officer roles. The team overall provides support for the six Consultant Microbiologists and senior laboratory staff, with offices on both hospital sites. Key duties for the Information Officer role include generating reports, undertaking data searches and reporting significant results to external agencies. The role also includes managing patient records and contact details for the semen cryopreservation service.
The Department of Infection Sciences (Microbiology) is based on the GRH hospital site in Gloucester, but also includes offices on the CGH site. The laboratory provides an extensive service to the two hospitals and GP surgeries in Gloucestershire. The laboratory has a staff team of about 60 people, including scientific and medical roles. The core working hours are 0830 to 1700, Monday to Friday.
Knowledge, Skills & Experience
Educated to Foundation Degree or NVQ Level 4 or above (or equivalent)
Experience of using Microsoft Office packages
Experience of using hospital database systems
Experience of managing data obtained from healthcare systems, including the generation of summary reports
Experience of using infographics software to present complex information to non-specialist users
An awareness of the importance of data integrity, security and confidentiality
An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
Excellent organisational skills with the ability to prioritise workload and to work to deadlines
Good written and verbal communication skills
Good interpersonal skills for dealing with people internal and external to the organisation
Able to work flexibly within a team
Able to work quickly and accurately
Able to use own judgement and initiative as appropriate
Speciality Specific Role
Responsible for providing administrative support for the semen cryopreservation facility.
Responsible for maintaining the Access database, including database design and integrity, patient records, tracing and contacting patients and partners, correspondence, reports and audits.
To be part of the Cryopreservation management team, helping to ensure the continued licensing of the department with the Human Fertilisation and Embryology Authority (HFEA).
To participate in the preparation and presentation of documentation for the HFEA licence inspections.
Preparation and submission of monthly data to the UK Health Security Agency (UKHSA) for the mandatory surveillance of bacteraemia.
Routine data inputting, checking of information and forwarding of data to the UKHSA via the SGSS web system.
Carrying out routine departmental data audits.
Dealing with telephone enquiries from a wide range of medical staff and occasionally patients about test, specimens and results. Using discretion over what information is passed on.
Prioritisation of workload to ensure that all tasks are completed by set timescales.
Ensuring that data analyses are completed in time to meet deadlines for submission to national organisations.
Creating reports on an ad-hoc basis, responding to requests for data analysis from the laboratory clinical or management teams.
Proving monthly and quarterly workload data searches for contracting and reporting purposes.
Managing the monthly departmental performance dashboard
Dealing with queries relating to data held, and ensuring the quality of data meets appropriate standards.
Generating infographics to assist in the provision of guidance for laboratory users
Acting as one of the nominated webmasters for the departmental intranet and internet web pages.
Generating regular surveillance reports (using data from the LIMS) for key infections and antimicrobial resistance patterns
Managing laboratory training records on Q-Pulse
Managing the laboratory EQA schemes and reporting on monthly performance
Monitoring the completion of Acceptance Testing in the laboratory
Monitoring the completion of daily bench sheets in the laboratory
Monitoring the completion of in-house equipment calibration (rulers, timers etc.
Some cover for other roles within the admin / secretarial team may be required during periods of absences.
Semen Cryo-presevation Service
Responsible for providing administrative support for the semen cryopreservation facility.
Responsible for maintaining the patient database; including patient records, tracing and contacting patients and partners, correspondence, reports and audits.
To be part of the Cryopreservation management team, helping to ensure the continued licensing of the department with the Human Fertilisation and Embryology Authority (HFEA).
Liaise with the Andrology Laboratory Lead Scientist, Clinical Leads and Oncology Department.
Service Improvement
Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately

Please refer the Job description for details