Grade VII NCCIS Data Management Officer **AMENDED**

Cavan Monaghan Area.
 Salary:  See Description for Details
Other   Permanent
Closing Date: 20/06/2022 Closing Time: 12:00
Recruitment start: 02/06/2022


Job Summary

The Child and Family Agency was established on 1st January 2014 and is responsible for a range of statutory functions including provision of child protection, alternative care, specified regulatory services and a range of family support services.  The Agency has commenced a major improvement programme with significant focus on Practice, Culture and Structure.


The Agency currently has responsibility for a budget in excess of €800m and delivers its services through circa 5,000 people in 350 locations across the Country.



The Child and Family Agency has responsibility for the following range of services:

  • Child Protection and Welfare
  • Family Support
  • Alternative Care
  • Adoption
  • Tusla Education Support Services (TESS)
  • Domestic Sexual and General Based Violence (DSGBV)
  • Children’s Service Regulation
  • Counselling and Therapeutic Supports


Further information is available on  http://www.tusla.ie


Purpose of Role:

The purpose of the post is to support Child & Family agency workers in their use of NCCIS and all social worker case management tools and its alignment with the standard business processes thereby enabling the continual development of proficiency amongst system users and the on-going improvement of NCCIS system efficiency. The role will involve identifying and resolving user issues, aligning local policies and procedures with NCCIS and engaging with the Practice and Operations Lead, NCCIS National Manager, Tusla ICT Dept in the resolution of complex user issues as well as NCCIS application improvement projects.

Job Objectives

Main Duties and Responsibilities


This is a dedicated role for support and administration of the NCCIS and promoting workers best use of the system in the designated area.


The principal duties will include the following:

  • Provide leadership in the designated area promoting the use of NCCIS as an effective case management system. Promote the NCCIS as the central recording system for all social work data and to provide information on the review and development of services locally and nationally.
  • Provide expertise on recording and accessing key information for best practice that promotes the welfare and safety of children.
  • Acquire and maintain an effective working knowledge of the Tusla Standard Business Processes and Workflows and ensure users compliance with them in their use of the system.
  • Acting as area Point of Contact for NCCIS users regarding business process queries and supporting users to address issues arising from the use of NCCIS.
  • Maintaining an on-going liaison with the local area regarding issues impacting on the optimal use of the system and reporting this back to the national NCCIS team.
  • Provide coaching and mentoring support at the User’s place of work where required.
  • Be a point of contact for Users to diagnose and solve / escalated issues in conjunction with the National Help desk.
  • Promote awareness and compliance with documentation/guides/tutorials to enable workers become confident NCCIS users. This should be done through individual or group meetings, presentations, lunchtime learning sessions or other means as appropriate.
  • Empower and enable staff to confidently apply the agreed data quality and records management standards.  
  • Proactively monitor the data being recorded on the system identifying key areas of difficulty and/or staff where further training is required.
  • Enable staff to directly record faults/requests for assistance via the ICT Service Desk software
  • Work with local teams to; ensure NCCIS data and reports meet national standards and criteria; identify issues; implement solutions to improve quality; review impact of solutions periodically  
  • Support local data migration projects for child care records and assist with user acceptance, new module and data quality testing  
  • Support the development of new modules within NCCIS and ICT. 
  • Liaise with Tusla Workforce Learning and Development colleagues regarding area training requirements for NCCIS. 
  • Carry out audits and integrity checks to monitor data and reporting quality and support the development and implementation of standards and guidance 
  • Liaise with Regional Management Information Officers and Area Managers on data quality initiatives 
  • Prepare reports to support data quality improvement  
  • Help improve filing and archiving practice in the Area through supporting and advising local social worker teams in best practice .
  • Contribute to a regional network consisting of local NCCIS, regional Data Quality Officers, Operational and ICT staff to co-ordinate information and data management initiatives including reporting, data quality improvement, records management, including record merging and deletion, data migration and testing, audit, GDPR compliance and support for data owners.  
  • Work with the National NCCIS and ICT Team in the investigation and resolution of more technical NCCIS issues which have arisen locally and support bringing these to closure  
  • Participate in regular conference calls workshops and meetings with NCCIS National Team and other relevant external and internal stakeholders. 
  • Act as contact point for new and existing users requiring access or amendments to security, privileges, roles, business unit and or other user configurations on the system  
  • Support new users through initial log-on and set-up on NCCIS and provide on-going comprehensive support, advice and guidance on all aspects of data entry and reporting  
  • Add new Providers and ensure Provider details are updated (following Fostering Approvals Committee meetings) 
  • In liaison with Tusla ICT support the identification and implementation of local equipment needs such as Printers, Scanners, Connectivity etc.  
  • Monitor, review, calls logged by users in the local area on the national service desk to identify problem\need trends and put in place solutions to resolve in liaison with the National NCCIS and ICT teams as required.
  • Working in co-operation with Tusla ICT, alert the Data Quality and Reporting worker on the arrival and departure of staff and assist such staff in setting up a local network user login and e-mail account.
  • Work with the Data Quality & Reporting/ National NCCIS, National ICT and other Tusla staff on identifying/producing protocols to allow for management and/or practice of tasks within the NCCIS
  • Play a key role in User Acceptance testing of any upgrades helping to evaluate the software from the perspective of the local service and practitioner.
  • Assist National Workforce Development staff in the delivery of formal class based and ongoing refresher NCCIS training courses and in the evaluation and application of National Training Documentation
  • In consultation with local management, actively identify, specify and provide training for NCCIS Users who require more detailed training.
  • Meet regularly with the Users and groups of use to ensure their knowledge, skills and expertise in NCCIS is maintained at the level required for their role
  • Play an active role in the National User Support and Local Area Team Forum
  • Facilitate access to the NCCIS for approved external users as required.
  • Provide monthly updates on data management strategies for all open cases.
  • Collate datasets for all assessments including HIQA, monitoring etc



Health & Safety


  • Comply with and contribute to the development of policies, procedures, guidelines and safe professional practice and adhere to relevant legislation, regulations and standards.
  • Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the service for example National Standards for Child Protection and Care and comply with associated Tusla – Child and Family Agency protocols for implementing and maintaining these standards as appropriate to the role.
  • To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.


The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office. 


Please refer to the Candidate Information pack attached to this campaign for full and further detail

Skills Required

Applicants must by the closing date of application have the following:


  • Candidates must be in employment within Tusla – Child and Family Agency, the HSE or within other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38/39 of the Health Act 2004 or within a body that provides services on behalf of Tusla under Section 56 or Section 59 of the Child and Family Act 2013
  • Minimum of 3 years NCCIS experience including reports, information analysis 
  • Have management experience in delivering complex projects and/or programmes
  • Possess sufficient administrative capacity to discharge the functions of the Grade
  • Have a comprehensive working knowledge of the standard business processes
  • Demonstrate a broad understanding of the legal framework in which Tusla operates.
  • Demonstrate an awareness of the duty of confidentiality that attaches to all information accessed and used.
  • Demonstrate or be willing to quickly acquire awareness of obligations and responsibilities under Data Protection and Copyright legislation.



A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.



Each candidate for and any person holding the office must be of good


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