Asset, Quality and Contracts Officer

Job overview

• Please note CMDB, Asset and Contract Management experience is essential for this role.
• Previous applicants need not apply.

The Asset, Quality and Contracts officer falls within the Digital Services Assurance department which follows the ITIL standards of Service Management, empowering technology, and process to ensure the users have the best possible experience and outcomes, both externally and internally for the staff within the Trust.

The post holder requires a high level of discretion, basic knowledge of software legislation, the ability to work unsupervised and proactively. Being a diligent staff member with an eye for detail and a passion for improving the service, the post holder will work closely with all elements of the Digital Services teams to deliver the best outcomes of the service and for customers. They must offer a “can do”, proactive approach to service delivery and ultimately delivering for the service needs.

Career Progression pathways and development opportunities:

We are committed to get the very best out of our staff and support staff in their career aspirations. We have career pathways available, where you will be able to develop your skills and build on your experience to progress into other roles across different specialties. In addition, we offer ongoing training and development in conjunction with the BCS membership.

Main duties of the job

The post holder will be responsible for the provision of:

• Be responsible for training on procurement process changes and asset management changes – ensuring all team members are up to date on the policies and processes.
• Assist in the management of all Trust Digital Assets and ensuring the Configuration Management Database (CMDB) is maintained, updated and quality assessed on a regular basis – assisting in the report creation for the Asset, Quality and Contracts manager. Partaking in audits when required.
• ensuring that user requests are dealt with in a timely fashion, as well as ensure all procurement and invoicing requirements are met. Including reporting these KPIs back to the Asset, Quality and Contracts manager
• Assist in compliance reporting for the all-Trust Digital Software - ensuring Information Governance checks and balances have been completed before approving software for use within the Trust.
• Assist in the development of a Quality Assurance framework within Digital Services, including the implementation of the framework into the Service, providing all necessary processes and training required for Digital Staff and ensuring the reporting of this is taken into the Service Review with the Directorates, to drive Service Excellence throughout the Trust.

Detailed job description and main responsibilities

Key Responsibilities:

• Assist in the management and maintenance of the Digital Services Configuration Management Database (CMDB) in line with Digital Services IT Asset Management Process
• Regular Audits of all Assets / Software within the Trust
• Regular Reporting of all Digital Services administration processes within the Trust to Digital Services Senior Management Team
• Assist the Asset, Quality and Contracts Manager in producing the data required for the Service Reviews both internal to Digital and Trust wide
• Assist in the establishment of effective communication on all aspects of user support for software and asset management and the wider business.
• Deliver Digital Services Administration services to the Trust, taking ownership and resolving requests in line with policy, procedures, SLA, and OLA requirements
• Developing, monitoring, and maintaining the policies and procedures within the Digital Services Department
• Ensure all Digital Services Administration processes are up to date and relevant, conducting regular reviews. Providing knowledge transfer and training materials to other members of staff
• Maintain awareness of all developments across the Digital Services functions
• Ensure all communication is clear and concise and contains no technical jargon when communicating with the business, including negotiating with staff at all levels across the trust
• Ensure all updates to the IT Service Management tool for ticket updates are conducted in a timely and non-jargon format, adhering to the Digital Services Service Level Agreements / Operating Level agreements and policies and procedures, including liaising with peers and managers on Digital Services
• Other duties as agreed with the Asset Quality and Contracts manager
• Provide support to staff within different functions of the Digital Services department
• Assist in providing training and support for all departments within Digital Services in regards to maintaining Customer Excellence through quality control
• Assist in the predicting trends based on reporting, performance, KPIs, SLAs and OLAs to enable delivery of a high standard of service
• Ensure Service Quality is maintained within the Digital Services Department
• Report and Records breaches of security to the Trust's data protection and digital services security lead
• Adherence to all Trust Policies and Procedures, National Procedures and National Legislation including the Data Protection Act and Misuse of Computers Act
• Has the ability to work to agreed objectives, and able to work when needed without supervision and prioritise workload accordingly.