IT Software Specialist

JOB DESCRIPTION

Information technology, HIMS administration, cybersecurity and digital operations

Department

Information and Communication Technology (ICT)

Reports to

Operations Manager / Chief Executive Officer

Duty station

Kerugoya

Employment type

Full-Time

1. Job Purpose

The IT/Software Specialist will manage, support, secure and continuously improve the organisation’s information technology infrastructure and software systems. The role will ensure reliable operation of the Hospital Information Management System (HIMS), computers, networks, servers, databases, cybersecurity controls and related digital platforms across all branches.

1. Key Duties and Responsibilities

A. HIMS and Software Management

·         Administer and support the Hospital Information Management System.

·         Configure user accounts, roles, access rights, workflows, service prices and system parameters.

·         Support HIMS modules including registration, outpatient, inpatient, laboratory, pharmacy, radiology, theatre, billing, insurance, finance, inventory and reporting.

·         Troubleshoot software errors and coordinate their resolution with vendors.

·         Support integration of HIMS with laboratory equipment, imaging systems, payment platforms, insurance portals and other approved applications.

·         Ensure the HIMS supports applicable Social Health Authority requirements and reporting processes.

·         Test system updates and new functionality before deployment.

·         Maintain a register of software licences, subscriptions, warranties and renewal dates.

·         Assist management in evaluating and acquiring new software solutions.

B. Technical Support

·         Provide timely technical support to all employees and branches.

·         Install, configure and maintain computers, printers, scanners, biometric devices, routers and other ICT equipment.

·         Diagnose and resolve hardware, software, connectivity and user-access problems.

·         Establish a helpdesk process and maintain records of incidents, resolutions and recurring system issues.

·         Train employees on proper use of the HIMS, email, office applications and other digital systems.

·         Prepare user manuals, standard operating procedures and troubleshooting guides.

C. Network and Infrastructure Management

·         Maintain the organisation’s local area networks, internet connectivity, Wi-Fi and interbranch communication systems.

·         Monitor network performance, availability and security.

·         Manage servers, cloud services, databases and data-storage systems.

·         Maintain an updated ICT asset register and recommend replacement of obsolete equipment.

·         Coordinate preventive maintenance of all ICT equipment.

·         Ensure critical departments have appropriate backup connectivity and power protection.

D. Information Security and Data Protection

·         Implement cybersecurity controls to protect patient, financial and organisational information.

·         Manage passwords, access rights, antivirus systems, firewalls, encryption and security updates.

·         Monitor systems for unauthorised access, malware, data leakage and other security threats.

·         Conduct regular user-access reviews and immediately deactivate access for separated employees.

·         Ensure ICT operations comply with the Kenya Data Protection Act, applicable health-sector requirements and internal confidentiality policies.

·         Investigate and document cybersecurity incidents and recommend corrective action.

·         Conduct employee awareness training on phishing, password security, confidentiality and responsible system use.

E. Backup, Recovery and Business Continuity

·         Develop and maintain reliable data-backup procedures.

·         Perform scheduled backups and regularly test whether backed-up information can be restored.

·         Maintain disaster-recovery and ICT business-continuity procedures.

·         Ensure critical systems can be recovered within approved timelines following a system failure or cyber incident.

·         Maintain proper documentation of backup schedules, restoration tests and recovery actions.

F. Reporting and Data Support

·         Develop operational, clinical, financial and management reports from the HIMS.

·         Support departments in extracting accurate data for decision-making.

·         Monitor data quality, identify inconsistencies and coordinate corrective action.

·         Prepare regular reports on system uptime, unresolved incidents, cybersecurity events, software performance and ICT assets.

·         Support authorised statutory, regulatory and insurance reporting requirements.

·         Maintain confidentiality and ensure information is released only to authorised persons.

G. Vendor and Project Management

·         Coordinate with HIMS vendors, internet service providers and other technology suppliers.

·         Monitor vendor performance against contracts and service-level agreements.

·         Participate in planning and implementing ICT projects, upgrades and system migrations.

·         Obtain and evaluate technical quotations and advise management on ICT purchases.

·         Maintain proper records of vendor contacts, contracts, licences and service reports.

2. Academic and Professional Qualifications

·         Bachelor’s degree or diploma in Information Technology, Computer Science, Software Engineering, Information Systems or a related discipline.

·         At least three years’ relevant experience, preferably in a hospital or healthcare environment.

·         Demonstrated experience administering HIMS, ERP, EMR or similar enterprise software.

·         Knowledge of computer networks, databases, operating systems, cybersecurity and cloud services.

·         Relevant professional certifications such as CCNA, CompTIA, Microsoft, ITIL, database administration or cybersecurity certification will be an added advantage.

·         Knowledge of the Kenyan healthcare environment, SHA systems and healthcare data-protection requirements will be advantageous.

3. Required Technical Skills

·         HIMS/EMR administration and troubleshooting.

·         SQL databases and data extraction.

·         Windows and, preferably, Linux operating systems.

·         Network configuration and troubleshooting.

·         Server, cloud and backup administration.

·         Cybersecurity and access-control management.

·         Microsoft 365 or Google Workspace administration.

·         Hardware maintenance and user support.

·         Report development and data analysis.

·         Software testing, implementation and user training.

·         Basic programming, scripting or application-development skills will be an added advantage.

4. Behavioural Competencies

·         Strong analytical and problem-solving ability.

·         High level of integrity and confidentiality.

·         Good communication and employee-training skills.

·         Ability to explain technical matters to non-technical users.

·         Attention to detail and commitment to data accuracy.

·         Ability to work under pressure and respond to urgent system incidents.

·         Good planning, documentation and project-management skills.

·         Customer-service orientation and ability to work collaboratively across departments.

·         Willingness to support multiple branches and work outside normal hours when critical systems require attention.

5. Working Relationships

The IT/Software Specialist will work closely with:

·         Hospital management and branch managers.

·         Clinical and nursing teams.

·         Laboratory, pharmacy and radiology departments.

·         Finance, accounts and insurance departments.

·         Human resources, procurement and internal audit teams.

·         HIMS vendors, internet providers and other technology partners.

6. Confidentiality

The job holder will have access to confidential patient, employee, financial and organizational information. They must maintain strict confidentiality and comply with all applicable data-protection requirements, professional standards and organizational policies.