Job summary
Due to the retirement of our existing administrator, an exciting opportunity has arisen to join the Workforce planning team.
We are looking for an individual who is conscientious, with excellent computer skills, who can work independently or as part of a team.
You are required to work effectively with a broad range of colleagues, as such the role requires excellent communication, organisation and problem solving skills across both sites, which includes the Royal Stoke and County Hospital.
Main duties of the job
The successful candidate will:
- Support the Workforce Planning and Information Manager by managing and maintaining workforce data in the ESR (Electronic Staff Record), using ESR and other computerised systems to ensure data quality.
- Support the ESR Project Manager to deliver ESR systems developments, improvements to data quality, streamlining and process efficiencies, including training managers and users where required.
- Serve as the primary contact for addressing all ESR enquiries by managing the ESR Support email inbox and escalate issues as necessary to ensure timely resolution.
- Provides project support to the ESR Team to engage managers and staff across the Trust with the ESR System.
Please see the Job Description and Person Specification for further information regarding this position.
About us
University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.
All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.
UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.
At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.
Job description
Job responsibilities
Key Areas/Tasks
- Provides support to the Workforce Planning and Information Manager as directed, to ensure that the ESR continues to support Information Governance standards and audit requirements. This involves maintaining ESR work structures, ensuring that the underpinning dataset supporting ESR processes are accurate and up to date, including location, costing (including cost centres), position, and hierarchy information, and making recommendations for changes when identified.
- Providing workforce information and reports, to strict deadlines, including sensitive information such as Employee personal information, absence data and redundancy data, to departments across the Trust in compliance with Information Governance policies and the requirements of the General Data Protection Regulations, which involves:
- Investigating and resolving queries and anomalies to maintain the integrity of data held and ensure it is managed according to Trust policies and the Data Protection Act.
- Working innovatively with all stakeholders to ensure that workforce data is robust and that information and reports presented are clear and logical to the relevant audience, whilst protecting staff personal data at all times.
- The role includes generating reports as necessary to support the provision of timely and accurate workforce information to Trust Board, HR Business Partners, the Department of Health and other statutory bodies, as well as to all other managers across the Trust. The post holder will work innovatively with these stakeholders to ensure delivery of robust workforce data at all times, ensuring that the presentation of information and reports is clear and easily understandable for its audience. As the role includes the analysis of large and complex data sets, the post holder must be trained in the multi-module ESR system and technically adept in the use of the system.
- Processes changes to the National Data Sets ensuring the Trusts capability to provide information as requested and instigate process changes as required.
- Carry out data quality checks and update ESR as appropriate.
- Responsible for accurate data collection, analysis and reporting.
- Produce data and validate as necessary for statutory or other external returns as directed.
- Receive routine reports from national bodies and processes them in accordance with internal data quality requirements. Examples include the Royal College of Nursing and General Medical Council data quality reports.
- Able to raise and resolve ESR system issues with the service provider.
- Able to answer enquiries regarding workforce data, ESR structures, ESR operational procedures and reporting facilities.
- Understand data quality requirements and ensure data quality, consistency and accuracy at all times.
- Interrogate the ESR application and download data into Microsoft Excel for manipulation as appropriate to produce ad-hoc reports as required, including production of performance data, and presentation of data as graphs and charts.
- Support the interpretation and analysis of large and complex data sets.
- Develop and maintain an understanding of ESR structures and operational requirements to ensure workforce data is relevant, complete, and useful at all times.
- Identify, analyse and resolve data problems within the sphere of knowledge and experience, ensuring that data quality is maintained.
- Supports on the development of any future, internal, business intelligence reporting capabilities which are hosted within the Trust, separate to the ESRBI. Supports on the centralisation of all reporting abilities, in the future.
- Ensure that requests and information provided comply with Trust Policies and Procedures, Information Governance and Legislation (e.g. Data Protection Act; Freedom of Information Act, etc).
- Receive information from various departments across the Trust and act on that information as directed, to update ESR work structures and underpinning datasets.
- Provide advice and information to departments across the Trust regarding work structures and underpinning datasets.
- Produce reports for various departments across the Trust as requested orally, in writing or electronically.
- Working closely with the wider HR Team, the post holder will contribute to the streamlining of working practices to ensure the process efficiencies ESR can bring are utilised fully.
- Supports with troubleshooting where issues occur with the recruitment (currently TRAC) and absence (currently Empactis) interfaces into ESR, and escalates issues to the Workforce Planning and Information Manager, where are not easily resolved.
- To be fully conversant with the Microsoft 365 suite of software products, including Outlook, Word, Excel, PowerPoint and Access.
- Provide administrative support for the ESR Intranet pages.
- Responsible for the proper and safe use of IT equipment and software by users, in line with the Trusts IT Security Policy and Information Governance Policy.
- Takes responsibility for the security of personal physical resources and ensures they are used safely and maintained appropriately.
- Works autonomously. Required to act independently within appropriate guidelines, deciding when it is necessary to refer to their manager.
- There is a frequent requirement for concentration where the work pattern may be unpredictable. For example:
- when producing workforce data and reports.
- when ensuring the accuracy of all information provided.
- when ensuring that statutory and other deadlines are met, and while extracting and manipulating data from ESR.
- Ability to switch tasks whilst managing multiple strands of work as a result of interruptions and /or arising situations requiring urgent attention.
- Will be working with a computer screen more or less continuously throughout the day.
- Advanced keyboard skills inputting and manipulating data.
- Use office equipment, printers, faxes, photocopies and filing system as required.
- Handle telephone enquiries from both internal and external callers ensuring they are handled or distributed appropriately.
- Test the functionality of new and existing information production processes ensuring quality checks are built in to maintain data integrity.
- Work to standard operating procedures (SOPs), good practice, and established practice, understanding what results are to be achieved and what standards are to be maintained.
- Produces and updates SOPs for ESR related routine work.
- Regularly attends the ESR training session which are made available by the regional ESR teams.
- Supports on the local rollout of the new ESR, when it becomes available to the Trust.
- Personal/Professional Development
- To take every reasonable opportunity to maintain and improve your professional knowledge and competence.
- To participate in personal objective setting and review, including the creation of a personal development plan and the Trusts appraisal process.
Job description
Job responsibilities
Key Areas/Tasks
- Provides support to the Workforce Planning and Information Manager as directed, to ensure that the ESR continues to support Information Governance standards and audit requirements. This involves maintaining ESR work structures, ensuring that the underpinning dataset supporting ESR processes are accurate and up to date, including location, costing (including cost centres), position, and hierarchy information, and making recommendations for changes when identified.
- Providing workforce information and reports, to strict deadlines, including sensitive information such as Employee personal information, absence data and redundancy data, to departments across the Trust in compliance with Information Governance policies and the requirements of the General Data Protection Regulations, which involves:
- Investigating and resolving queries and anomalies to maintain the integrity of data held and ensure it is managed according to Trust policies and the Data Protection Act.
- Working innovatively with all stakeholders to ensure that workforce data is robust and that information and reports presented are clear and logical to the relevant audience, whilst protecting staff personal data at all times.
- The role includes generating reports as necessary to support the provision of timely and accurate workforce information to Trust Board, HR Business Partners, the Department of Health and other statutory bodies, as well as to all other managers across the Trust. The post holder will work innovatively with these stakeholders to ensure delivery of robust workforce data at all times, ensuring that the presentation of information and reports is clear and easily understandable for its audience. As the role includes the analysis of large and complex data sets, the post holder must be trained in the multi-module ESR system and technically adept in the use of the system.
- Processes changes to the National Data Sets ensuring the Trusts capability to provide information as requested and instigate process changes as required.
- Carry out data quality checks and update ESR as appropriate.
- Responsible for accurate data collection, analysis and reporting.
- Produce data and validate as necessary for statutory or other external returns as directed.
- Receive routine reports from national bodies and processes them in accordance with internal data quality requirements. Examples include the Royal College of Nursing and General Medical Council data quality reports.
- Able to raise and resolve ESR system issues with the service provider.
- Able to answer enquiries regarding workforce data, ESR structures, ESR operational procedures and reporting facilities.
- Understand data quality requirements and ensure data quality, consistency and accuracy at all times.
- Interrogate the ESR application and download data into Microsoft Excel for manipulation as appropriate to produce ad-hoc reports as required, including production of performance data, and presentation of data as graphs and charts.
- Support the interpretation and analysis of large and complex data sets.
- Develop and maintain an understanding of ESR structures and operational requirements to ensure workforce data is relevant, complete, and useful at all times.
- Identify, analyse and resolve data problems within the sphere of knowledge and experience, ensuring that data quality is maintained.
- Supports on the development of any future, internal, business intelligence reporting capabilities which are hosted within the Trust, separate to the ESRBI. Supports on the centralisation of all reporting abilities, in the future.
- Ensure that requests and information provided comply with Trust Policies and Procedures, Information Governance and Legislation (e.g. Data Protection Act; Freedom of Information Act, etc).
- Receive information from various departments across the Trust and act on that information as directed, to update ESR work structures and underpinning datasets.
- Provide advice and information to departments across the Trust regarding work structures and underpinning datasets.
- Produce reports for various departments across the Trust as requested orally, in writing or electronically.
- Working closely with the wider HR Team, the post holder will contribute to the streamlining of working practices to ensure the process efficiencies ESR can bring are utilised fully.
- Supports with troubleshooting where issues occur with the recruitment (currently TRAC) and absence (currently Empactis) interfaces into ESR, and escalates issues to the Workforce Planning and Information Manager, where are not easily resolved.
- To be fully conversant with the Microsoft 365 suite of software products, including Outlook, Word, Excel, PowerPoint and Access.
- Provide administrative support for the ESR Intranet pages.
- Responsible for the proper and safe use of IT equipment and software by users, in line with the Trusts IT Security Policy and Information Governance Policy.
- Takes responsibility for the security of personal physical resources and ensures they are used safely and maintained appropriately.
- Works autonomously. Required to act independently within appropriate guidelines, deciding when it is necessary to refer to their manager.
- There is a frequent requirement for concentration where the work pattern may be unpredictable. For example:
- when producing workforce data and reports.
- when ensuring the accuracy of all information provided.
- when ensuring that statutory and other deadlines are met, and while extracting and manipulating data from ESR.
- Ability to switch tasks whilst managing multiple strands of work as a result of interruptions and /or arising situations requiring urgent attention.
- Will be working with a computer screen more or less continuously throughout the day.
- Advanced keyboard skills inputting and manipulating data.
- Use office equipment, printers, faxes, photocopies and filing system as required.
- Handle telephone enquiries from both internal and external callers ensuring they are handled or distributed appropriately.
- Test the functionality of new and existing information production processes ensuring quality checks are built in to maintain data integrity.
- Work to standard operating procedures (SOPs), good practice, and established practice, understanding what results are to be achieved and what standards are to be maintained.
- Produces and updates SOPs for ESR related routine work.
- Regularly attends the ESR training session which are made available by the regional ESR teams.
- Supports on the local rollout of the new ESR, when it becomes available to the Trust.
- Personal/Professional Development
- To take every reasonable opportunity to maintain and improve your professional knowledge and competence.
- To participate in personal objective setting and review, including the creation of a personal development plan and the Trusts appraisal process.
Person Specification
Essential Qualifications
Essential
- GCSE Maths, English, and Computer Studies / Information Technology or equivalent, with minimum of a grade C or equivalent pass.
Desirable
- European Computer Driving Licence (ECDL) qualification, or similar
- Trained in integrated HR/Payroll System and able to produce reports generated by that system.
Knowledge, Skills, Training and ExperienceKnowledge, Skills, Training and Experience
Essential
- Intermediate/advanced user of Microsoft office, including Word, Excel, Access, Power-point and Outlook.
- Minimum of 12 months NHS experience of working in an Acute Trust.
- Experience of using ESR.
- Experience of using TRAC Recruitment.
Desirable
- Experience of using the ESRBI
- A understanding of the Empactis system and the interface between ESR and Empactis.
- Experience of using EASY.
- Experience and knowledge of the NHS standard National Workforce Data Sets and wider work structures.
Person Specification
Essential Qualifications
Essential
- GCSE Maths, English, and Computer Studies / Information Technology or equivalent, with minimum of a grade C or equivalent pass.
Desirable
- European Computer Driving Licence (ECDL) qualification, or similar
- Trained in integrated HR/Payroll System and able to produce reports generated by that system.
Knowledge, Skills, Training and ExperienceKnowledge, Skills, Training and Experience
Essential
- Intermediate/advanced user of Microsoft office, including Word, Excel, Access, Power-point and Outlook.
- Minimum of 12 months NHS experience of working in an Acute Trust.
- Experience of using ESR.
- Experience of using TRAC Recruitment.
Desirable
- Experience of using the ESRBI
- A understanding of the Empactis system and the interface between ESR and Empactis.
- Experience of using EASY.
- Experience and knowledge of the NHS standard National Workforce Data Sets and wider work structures.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
University Hospital of North Midlands NHS Trust
Address
Royal Stoke University Hospital
Newcastle Road
Newcastle-Under-Lyme
ST4 6QG
Employer's website
https://www.uhnm.nhs.uk (Opens in a new tab)
