Job summary
OD and OH Systems Administrator
Division: Corporate
Care Group: Human Resources & Organisational Development
Band: 4
Salary: £26,530 - £29,114 per annum
Interview Date: 17th February 2025
An opportunity has arisen to join the OH and OD team as a system administrator. The post holder will be responsible for the maintenance and management of the systems used in Occupational Health and Organisational development.
Working flexibly the post holder once trained as a super user of the systems will be able to deal with queries, offer training and deal with any queries which come into the generic mailboxes. This is an exciting role which offers variety in tasks.
Main duties of the job
The postholder is guided by clearly developed methods and processes and policies for most of their activities i.e. Statman Standard Operating Procedures (SOPs), Appraisal policies and SOPs, and GDPR, etc. The individual is also guided by precedent and clearly defined occupational policies, protocols, procedures or codes of conduct. Work is managed, rather than close supervision, and results/outcomes are assessed at agreed intervals
The postholder will be required to deal with routine enquiries independently using their initiative, but is normally able to refer to others non-routine enquiries and other matters.
The jobholder will work within departmental procedures, on their own initiative with a supervisor available for reference. They will work within delegated work packages under the MFT Programme of Work.
The post holder will assist with specific projects, with responsibility for ensuring delivery of key objectives within agreed timescales
Our values are Bold, Every Person Counts, Sharing and Open and Together. It is important that you understand and to refer to our values when completing your application and always reflect our values throughout your employment with the Trust.
We are committed to endorsing diversity, multiculturalism, and inclusion; our policies / procedures ensure that all applicants are treated fairly at every stage of the recruitment process.
To contribute to our exciting future and become part of our team, apply today.
About us
Do you have the ambition and vision to deliver our mission of theBest of Care by the Best of People providing excellent care, every time?
Here at Medway, we pride ourselves on working together as one to ensure that our shared vision is achieved for our patients.
As a key partner in the healthcare of our local population, we are keen to deliver this as an outcome of our Trust-wide strategy - Patient First. Using an Operational Excellence approach to align our priorities and operational management structures, we are just over a year and half into our Patient First deployment. We are looking for creative, skilled people to join our Transformation Team and further support us on this journey.
Our culture and values define us here at Medway NHS Foundation Trust and are the heartbeat of who we are as an organisation.
Our BEST values underpin Patient First and are at the core of the care we give to our patients, the support we offer to our staff and our overall leadership approach:
B - Bold
E - Every person counts
S - Sharing and open
T - Together
Our Trust is a great choice for people who want to develop their career in an ambitious and dynamic environment; our employees are able to choose the coverage and supplemental benefits that best fit their needs and those of their families. This includes the promotion of flexible working opportunities across the Trust.
Job description
Job responsibilities
Responsible for assising with the investigation and resolution of OLM-ESR, Appraisal, OPASG2 and OH Service desk queries and calls related to system or service errors, network issues, then subsequently assisting with providing advice to system users on the resolution of issues.
As such attention to detail is a crucial skill within this role to ensure the effective delivery and receipt of complex information and the subsequent analysis of information and data.
Review facts or situations, some of which require analysis before responding.
Analyse data from the OH system and create charts and graphs to present data visually and identifying trends from the collected data.
Able to analyse learners data from the OLM/ESR system, run and present easy to understand reports at meetings.
It is essential that the postholder can demonstrate excellent verbal and written communications skills including the ability to clearly convey complex information in a way that can be fully comprehended.
The postholder should have some experience in the provision of customer service and working in a pro-active, team-based Customer focus environment.
The OD and System Teams are a flexible and interactive team across the Trust, and is key to help and assist each other in providing a first-class service at all times to service users.
The postholder will be providing and receiving routine information verbally, in writing and electronically to inform work colleagues. Some of the information may require tacts and the use of persuasive skills. For instance, the postholder will have sight of health information and safeguarding issues which may arise within the department, and be able to articulate this to colleagues.
Respond to general queries regarding StatMand training, ESR via telephone and emails. Ensure the OD inbox queries are responded to within the 3 days turnaround time as per the Service Level Agreement.
It is important that the postholder is able to respond to staff request effectively with a direct telephone calls if required.
The postholder is required to plan tasks and activities, which may require adjustments due to conflicting tasks/interruptions, and plan straight forward activities and works with the other Teams such as workforce to ensure accurate capturing of staff learning and development activities.
The post holder is responsible for prioritising their own workload to ensure all queries relating to OLM and ESR requests are managed through to completion in accordance with appropriate Service Level Agreements.
The postholder will be trained as a super user, and on ESR-OLM system equipping them to be able to plan and deliver training to colleagues
The postholder must have the ability to meet tight deadlines with a high degree of accuracy to allow the OD and OH system to operate effectively.
Job description
Job responsibilities
Responsible for assising with the investigation and resolution of OLM-ESR, Appraisal, OPASG2 and OH Service desk queries and calls related to system or service errors, network issues, then subsequently assisting with providing advice to system users on the resolution of issues.
As such attention to detail is a crucial skill within this role to ensure the effective delivery and receipt of complex information and the subsequent analysis of information and data.
Review facts or situations, some of which require analysis before responding.
Analyse data from the OH system and create charts and graphs to present data visually and identifying trends from the collected data.
Able to analyse learners data from the OLM/ESR system, run and present easy to understand reports at meetings.
It is essential that the postholder can demonstrate excellent verbal and written communications skills including the ability to clearly convey complex information in a way that can be fully comprehended.
The postholder should have some experience in the provision of customer service and working in a pro-active, team-based Customer focus environment.
The OD and System Teams are a flexible and interactive team across the Trust, and is key to help and assist each other in providing a first-class service at all times to service users.
The postholder will be providing and receiving routine information verbally, in writing and electronically to inform work colleagues. Some of the information may require tacts and the use of persuasive skills. For instance, the postholder will have sight of health information and safeguarding issues which may arise within the department, and be able to articulate this to colleagues.
Respond to general queries regarding StatMand training, ESR via telephone and emails. Ensure the OD inbox queries are responded to within the 3 days turnaround time as per the Service Level Agreement.
It is important that the postholder is able to respond to staff request effectively with a direct telephone calls if required.
The postholder is required to plan tasks and activities, which may require adjustments due to conflicting tasks/interruptions, and plan straight forward activities and works with the other Teams such as workforce to ensure accurate capturing of staff learning and development activities.
The post holder is responsible for prioritising their own workload to ensure all queries relating to OLM and ESR requests are managed through to completion in accordance with appropriate Service Level Agreements.
The postholder will be trained as a super user, and on ESR-OLM system equipping them to be able to plan and deliver training to colleagues
The postholder must have the ability to meet tight deadlines with a high degree of accuracy to allow the OD and OH system to operate effectively.
Person Specification
Qualifications
Essential
- A-level education or NVQ level 3 in relevant subject or equivalent. To include GCSE Maths and English
- Working experience preferably within the NHS or healthcare sector
- Evidence of a commitment to own continuous professional development
Knowledge
Essential
- Proficient in the use of Microsoft Office packages including Word, Excel, Outlooks and Spreadsheet
- Demonstrable expertise in the use of systems such as ESR/Oracle Learning Management (OLM), OPAS G2
- Knolwledge of delivering presentations and training to colleagues and / or users, using feedback from evaluation to improve services
- An appreciation of data analysis and producing reports to drive improvements.
Experience
Essential
- Previous office experience, preferably within a health service environment
- Developed customer service experience.
- Significant experience of data presentation, analysis and production of reports
- Experience of problem solving and developing creative solutions in order to bring about system change and improvements
- Experience of working to meet essential deadlines.
Skills
Essential
- Analysis & presentation of data
- Maintenance of financial budgets
- Self-starter who is able to prioritise a busy & complex workload
- Highly effective interpersonal skills and an ability to build rapport quickly.
Person Specification
Qualifications
Essential
- A-level education or NVQ level 3 in relevant subject or equivalent. To include GCSE Maths and English
- Working experience preferably within the NHS or healthcare sector
- Evidence of a commitment to own continuous professional development
Knowledge
Essential
- Proficient in the use of Microsoft Office packages including Word, Excel, Outlooks and Spreadsheet
- Demonstrable expertise in the use of systems such as ESR/Oracle Learning Management (OLM), OPAS G2
- Knolwledge of delivering presentations and training to colleagues and / or users, using feedback from evaluation to improve services
- An appreciation of data analysis and producing reports to drive improvements.
Experience
Essential
- Previous office experience, preferably within a health service environment
- Developed customer service experience.
- Significant experience of data presentation, analysis and production of reports
- Experience of problem solving and developing creative solutions in order to bring about system change and improvements
- Experience of working to meet essential deadlines.
Skills
Essential
- Analysis & presentation of data
- Maintenance of financial budgets
- Self-starter who is able to prioritise a busy & complex workload
- Highly effective interpersonal skills and an ability to build rapport quickly.
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).
