We are looking for an IT and Data Protection Administrator to join our growing IT team. This is an exciting opportunity to play a key role in supporting the organisation's IT services and data protection activities, ensuring colleagues receive efficient, high-quality support while contributing to the ongoing development of our IT infrastructure.
We are looking for someone with a solid, demonstrable educational background, together with strong IT, communication, and organisational skills.
You will have a good understanding of general IT hardware and software, or a genuine willingness to develop your knowledge and learn new technologies. Experience working in a fast-paced administrative or office environment is desirable, along with the ability to remain organised and manage competing priorities effectively.
Please be aware that Cobalt is not able to sponsor non-EU/EEA Tier 2 applications.
Main duties of the job In this role, you will monitor and manage the IT support queue, allocating, prioritising, and progressing support requests through to resolution. You will provide first-line IT support to users, resolving issues where possible and escalating more complex queries when appropriate.
You will provide administrative support for a range of IT projects, contributing to the implementation and continuous improvement of our systems and infrastructure. You will also create and maintain clear, accurate documentation, including user guides, system configurations, and troubleshooting resources to support knowledge sharing and operational efficiency.
The role includes producing reports on system performance, project progress, and security testing, as well as liaising with third-party suppliers, service providers, and internal stakeholders to coordinate support requests, software and hardware orders, licence renewals, and service delivery.
In addition, you will support the organisation's data protection function by assisting with routine compliance activities, maintaining accurate records, and undertaking administrative tasks that help ensure compliance with data protection legislation and best practice.
About us At Cobalt Medical Charity we pioneer innovation in medical imaging diagnosis by investing in equipment, integrated research and education to improve outcomes for patients now and in the future. Each year we provide diagnostic imaging for over 140,000 patients at our imaging centres and on mobile scanners located across the UK. Our Charity is the leading provider of ultra-low dose CT lung cancer screening services in the UK, working in partnership with the NHS.
I CARE our values - our culture - our purpose
Patient care is at the heart of all we do. We carefully select people who can show us how they share these same values and can contribute to a culture of respect, diversity, vision and a commitment to continuous learning and development.
About the benefits and rewards
- Company salary sacrifice pension scheme
- 27 days holiday plus public holidays rising with service
- Life assurance cover at 4 x annual salary
- Support for professional and personal wellbeing
- Employee benefits programme
- Complementary healthcare scheme
- Service recognition
Job responsibilities Job Title: IT and Data Protection Administrator
Main Place of Work: Linton House, Thirlestaine Road, Cheltenham
Responsible to: IT Network Manager
Job Purpose:
- To work as a member of the IT Team, proactively supporting the organisation.
- To provide administrative support to IT projects.
- To assist in the development of the IT infrastructure.
- To support the data protection function.
Line management
There is no line management responsibility associated with this role.
Key Relationships
Cobalt staff, IT Department and liaison with IT supplier helpdesks and management.
Key areas of responsibility will include:
Operational Duties
IT administration
- Monitor the support queue, ticket allocation, prioritisation, and management through to completion.
- Support: With guidance, provide 1st line IT support to our user base and escalate issues appropriately.
- Documentation: Create and maintain clear IT documentation, including user manuals, system configurations, and troubleshooting guides to ensure efficient operations and knowledge sharing within the team.
- IT Processes: Document and maintain IT processes to share knowledge and improve consistency, validate guides and ensure documents are accurate and up to date.
- Reporting: Produce reports on system performance, project updates and security testing.
- Asset management: To maintain the device inventory, software inventory and audits, ensure secure disposal and record keeping.
- Coordinate with 3rd parties, service providers, vendors, and internal teams to track orders, renewals, and support tickets.
- Change control: Monitor the new software request form, new user form, user access requests & permissions changes, external access requests (VPNs etc.). All must be documented and authorised as appropriate.
Data protection
- Support the data protection function with data protection tasks and routine compliance checks.
- Assist in monitoring compliance with security policies and reporting any issues or risks.
- Help manage the central register of data processing activities, ensuring information is accurate and up to date.
- Track subject access requests and ensure they are handled within required timelines.
Management of Resources
- To assist with monitoring of supplies.
- To assist with monitoring of system capacities, licensing, renewals etc.
Teamwork
This will involve:
- To work collaboratively with other departments within Cobalt.
- Taking an active part in team meetings.
- Champion the professional integrity of the organisation.
- Adhere to corporate policy and procedure.
- Advise and mentor staff members, particularly junior staff members.
Confidentiality
Under no circumstances either during or after the end of your employment (however it is terminated) may you divulge to any unauthorised person confidential information relating to the Charity. This includes, but is not limited to, information covering patients, individual staff records, industrial relations, financial affairs, contract terms and prices or business forecasts.
Data Protection
If required to do so, to obtain, process and/or use information held on computer or other IT system in a fair and lawful way. To hold data only for specific registered purpose and not use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed.
DBS Disclosure
All appointments are subject to a satisfactory initial DBS check by the Disclosure and Baring Service and satisfactory repeat checks, carried out in line with the policy in force at the time. Failure to disclose any convictions or cautions may result in the withdrawal of the post or termination of contract.
Equality and Diversity
It is the responsibility of all employees to support the Charitys vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of Equality & Diversity Strategies and Policies.
Health & Safety
In addition to any responsibilities specified within your job description above, it is your duty to:
- Take reasonable care of the health and safety of yourself and of the other people who may be affected by actions and omissions at work.
- Co operate with the employer in ensuring that all statutory and other requirements are complied with.
Infection Control
Make themselves aware of their responsibilities for infection prevention and control. Co operate with the employer in ensuring that all infection prevention and control policies and procedures are complied with. Conduct hand hygiene in accordance with Cobalt policy, challenging those around you who do not.
Information Governance
You should be aware of all information governance policies and procedures, in order to ensure necessary safeguards are upheld for the appropriate use of patient and personal information.
Personal Development
You are required to participate in the organisations annual appraisal scheme. The end of year appraisal will include a personal development review where progress made over the last year is discussed and agreed. Focus on the following years departmental and personal objectives will be identified, discussed and agreed.
You are expected to maintain competency, learning new techniques and technology as required and retain records of continuing professional development (CPD) to ensure continuity of membership to your professional organisation.
All staff are encouraged to participate in training/activities that will help develop their wider skills and assist them in managing their personal welfare and be attentive to the welfare of colleagues.
Completion of Cobalt Healths mandatory training programme.
The Environment and EMS
Cobalt is committed to protecting the local and global environment and supporting the development of the concept of sustainable healthcare . click apply for full job details