User admin roles & responsibilities

User Administrators play an important role in managing access to PCSE Online within their organisation. This page explains what the role involves and what you are responsible for.

Overview

PCSE Online access is managed locally by organisations through User Administrators. If you hold a User Administrator role, you are responsible for making sure that the right people have the right access, and that access is removed when it is no longer needed.

PCSE Online is a financial system, so managing user access carefully is essential to keeping information secure and meeting information governance requirements.

Your role as a User Administrator

As a User Administrator, your purpose is to manage users and permissions for PCSE Online within your organisation.

This includes:

• setting up new users and assigning appropriate roles
• updating users’ permissions when responsibilities change
• removing access promptly when users leave your organisation or no longer need access

You should take care to only grant permissions that are necessary for a user to carry out their role.

Assigning permissions

PCSE Online includes a range of permissions that allow users to complete specific tasks. A user can be assigned more than one permission if needed.

As a User Administrator, you are responsible for deciding which permissions are appropriate for each user within your organisation and assigning them accordingly.

Managing joiners and leavers

It is particularly important to manage access when staff move roles or leave your organisation.

You should:

• deactivate users as soon as they leave or no longer require access
• review access regularly to ensure permissions remain appropriate

Users who move to a different organisation may continue to use the same email address. Removing their access from your organisation helps prevent unauthorised access to information.

What the User Administrator role does not do

The User Administrator role is for user management only.

It does not allow you to complete other PCSE Online tasks unless you also assign yourself the relevant permissions for those services.

For example, holding a User Administrator role alone does not allow you to submit claims or carry out operational activities.

What PCSE does and does not do

PCSE Online access is managed locally by organisations through their User Administrators.

PCSE can:

• create a User Administrator where an organisation does not currently have one
• create, update or remove a Main Contact
  
  PCSE cannot:
• create or amend any other PCSE Online roles
• manage day-to-day access for users within an organisation

Once a User Administrator is in place, they are responsible for managing access for their organisation.