Job summary
We are excited to offer an excellent opportunity for a motivated and dynamic individual to join our Workforce Information Team as a Workforce Information Officer. The position is for 15 hours per week, working as part of a job share arrangement to support a current Workforce Information Officer.
As a Workforce Information Officer, you will play a vital role in maintaining workforce systems such as ESR and the Care Identity Service, ensuring the accuracy and integrity of workforce data and producing essential reports. You will collaborate with various departments, including Payroll, Finance, and other People Services teams, to deliver high-quality workforce information that supports organisational goals.
We are looking for someone who is highly numerate, detail-oriented, and has strong analytical skills alongside a strong working knowledge of data.
This position will not be supported for visa sponsorship. All applicants are expected to have valid right to work document to work in the UK when applying for this position.
Please note, this post may close earlier than the given closing date once a sufficient number of applications have been received.
Main duties of the job
Key responsibilities include:
- Ensuring the accuracy and integrity of workforce data within systems such as Electronic Staff Record (ESR) and Care Identity Service (CIS).
- Producing regular and ad hoc workforce reports, surveys, and returns to support organisational decision-making.
- Processing authorised Starter, Leaver, and Change forms efficiently and accurately.
- Contributing to system enhancements and optimisation projects to improve functionality.
- Managing ACE forms and maintaining alignment between ESR and the Finance Ledger.
- Collaborating across departments (e.g., Payroll, Finance, Healthroster, and People Services) to ensure smooth data interactions.
- Acting as a Registration Authority (RA) agent to manage the issuance, maintenance, and administration of Smartcards and system access.
- Identifying opportunities for data and system improvements and developing Standard Operating Procedures (SOPs) as necessary.
The successful candidate will bring:
- Strong analytical skills, attention to detail, and the ability to work with large datasets.
- An understanding of ESR functionality or similar systems and its interaction with other systems.
- Experience in workforce information and data systems is advantageous.
- Proficiency in data tools such as Microsoft Excel and other analytics platforms.
- Excellent communication skills and the ability to collaborate across departments.
About us
We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.
We are dedicated to using our Continuous Quality Improvement (CQI) approach as our shared organisation model of change to enhance our services and ensure excellence in patient care.
If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
Job description
Job responsibilities
Professional responsibilities:
Accurate and timely ESR data input for new starters (including substantive, bank, 24/7 and shared service user staff), changes, and leavers; validating input where necessary and confirming changes in writing.
Ensuring compliance with published payroll cut-off dates.
Ensuring the quality and integrity of the data held on workforce systems, undertaking appropriate system housekeeping on a regular basis to meet quality standards.
Liaising with line managers on a monthly basis, with regard to the expiry of fixed term contracts. Ensuring completion of the appropriate paperwork, issuing revised Contract of Employment to staff and updating ESR accordingly.
Ensuring staff are compliant with appropriate professional registration, Visa and DBS requirements, in line with Trust and regulatory body procedures. Where necessary, verifying compliance using the appropriate website and sending reminder letters to staff and managers. Responsible for keeping these records updated on ESR and for keeping copies of appropriate documentation on the individuals personnel file.
Acting as the first point of contact for ESR self-service queries from employees and managers, resolving issues in a timely manner.
Monitoring the Workforce Information mailbox, prioritising and responding to queries on a daily basis.
Undertaking system update requirements in support of ESR self-service, establishment control, etc.
Supporting the Workforce Information Manager in the reconciliation of Trust budgets in ESR and reporting of this information.
Processing PDR appraisal forms onto ESR, confirming to the appropriate manager once updated.
Responding to queries relating to the learning and development system Engage in a timely manner, escalating to the Staff Development / IT service-desk as appropriate.
Producing honorary contracts as requested. Monitoring the number of honorary contracts in place and terminating those which are no longer required.
Please see attached job description for further information
Job description
Job responsibilities
Professional responsibilities:
Accurate and timely ESR data input for new starters (including substantive, bank, 24/7 and shared service user staff), changes, and leavers; validating input where necessary and confirming changes in writing.
Ensuring compliance with published payroll cut-off dates.
Ensuring the quality and integrity of the data held on workforce systems, undertaking appropriate system housekeeping on a regular basis to meet quality standards.
Liaising with line managers on a monthly basis, with regard to the expiry of fixed term contracts. Ensuring completion of the appropriate paperwork, issuing revised Contract of Employment to staff and updating ESR accordingly.
Ensuring staff are compliant with appropriate professional registration, Visa and DBS requirements, in line with Trust and regulatory body procedures. Where necessary, verifying compliance using the appropriate website and sending reminder letters to staff and managers. Responsible for keeping these records updated on ESR and for keeping copies of appropriate documentation on the individuals personnel file.
Acting as the first point of contact for ESR self-service queries from employees and managers, resolving issues in a timely manner.
Monitoring the Workforce Information mailbox, prioritising and responding to queries on a daily basis.
Undertaking system update requirements in support of ESR self-service, establishment control, etc.
Supporting the Workforce Information Manager in the reconciliation of Trust budgets in ESR and reporting of this information.
Processing PDR appraisal forms onto ESR, confirming to the appropriate manager once updated.
Responding to queries relating to the learning and development system Engage in a timely manner, escalating to the Staff Development / IT service-desk as appropriate.
Producing honorary contracts as requested. Monitoring the number of honorary contracts in place and terminating those which are no longer required.
Please see attached job description for further information
Person Specification
Education and Training
Essential
- Good standard of secondary education, including GCSE, or equivalent, English and Mathematics.
- Evidence of continuing development
- NVQ Level 3 or equivalent relevant office experience
Desirable
- Formal computer qualification or equivalent experience
- Formal workforce planning training or equivalent experience
Knowledge and Skills
Essential
- Ability to use word packages (including mail merge), databases and spreadsheets to the level of inputting and retrieving information.
- Excel intermediate level or equivalent including spreadsheet work and formula creation
- Clear and accurate written and verbal communication skills
- Maintaining computerised and manual filing systems.
- Customer focused
- Ability to work alone
- Able to prioritise and organise own workload to time specified deadlines
- Ability to work with minimal supervision
Desirable
- Understanding of data protection and confidentiality requirements within a hospital
Experience
Essential
- Experience of using ESR
- Experience of working in the NHS
Desirable
- Understanding of Agenda for Change Policies and Procedures.
- Experience of writing reports using statistical information and identifying patterns and trends
Personal Attributes
Essential
- Ability to work with unpredictable situations and under pressure/to tight deadlines
- Able to promote high standards of customer care and the work of the HR department at all times, responding to people with respect and sensitivity
- Team player, flexible and responsive to the needs of colleagues, able to adapt and accommodate change
- Proactive, energetic and enthusiastic
- Diplomatic with problem solving approach
- Self-motivated and enthusiastic
- Punctual
Person Specification
Education and Training
Essential
- Good standard of secondary education, including GCSE, or equivalent, English and Mathematics.
- Evidence of continuing development
- NVQ Level 3 or equivalent relevant office experience
Desirable
- Formal computer qualification or equivalent experience
- Formal workforce planning training or equivalent experience
Knowledge and Skills
Essential
- Ability to use word packages (including mail merge), databases and spreadsheets to the level of inputting and retrieving information.
- Excel intermediate level or equivalent including spreadsheet work and formula creation
- Clear and accurate written and verbal communication skills
- Maintaining computerised and manual filing systems.
- Customer focused
- Ability to work alone
- Able to prioritise and organise own workload to time specified deadlines
- Ability to work with minimal supervision
Desirable
- Understanding of data protection and confidentiality requirements within a hospital
Experience
Essential
- Experience of using ESR
- Experience of working in the NHS
Desirable
- Understanding of Agenda for Change Policies and Procedures.
- Experience of writing reports using statistical information and identifying patterns and trends
Personal Attributes
Essential
- Ability to work with unpredictable situations and under pressure/to tight deadlines
- Able to promote high standards of customer care and the work of the HR department at all times, responding to people with respect and sensitivity
- Team player, flexible and responsive to the needs of colleagues, able to adapt and accommodate change
- Proactive, energetic and enthusiastic
- Diplomatic with problem solving approach
- Self-motivated and enthusiastic
- Punctual
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.
