Workforce Intelligence & Systems Manager

Job description

Job responsibilities

• Being accountable for the Trusts workforce systems and workforce intelligence service and holding managers and teams to account by:
• Working in collaboration with key stakeholders to provide a consistent, timely and integrated workforce systems and workforce intelligence service.
• Advising and supporting Directors and senior managers with the management of workforce systems and workforce intelligence processes.
• Providing specialist advice on complex workforce systems and workforce intelligence issues.
• Using data analysis skills to manipulate, analyse and interpret complex data sets, combining data from multiple People and Culture systems to prepare reports
• Reconciling data between multiple people and culture systems to ensure data quality and integrity
• Perform data quality and data validation exercises to ensure data integrity in People and Culture systems
• Plan and execute the roll out of new systems and the enhancement of functionality in existing systems within People and Culture
• Managing complaints from managers, staff; dealing with any disgruntled staff/managers, sensitive communications when there are barriers to understanding.
• Being proactive and reactive to situations that compromise achieving targets.
• Developing the capability to manage changes in the future scope of resourcing for the Trust through new or changed systems, processes and technology.
• Delivering to budget targets; implementing efficiencies without compromising patient care, quality or staff welfare.
• Promoting the practice of continuous improvement and learning from experience to provide best practices in resource and people management.
• Using technology to improve systems, processes and patient care
• Represent the organisation at all of the ESR Special Interest Groups and support the Chair (where this is held by the LAS).
• Maintain robust external links with the wider NHS/Emergency services learning environment.
• Work with the team to take a lead role in developing a culture where individuals are engaged and take responsibility for their continuous learning and personal development.
• Ensure robust processes are in place to promote knowledge transfer to ensure the LAS becomes a learning organisation.
• Use data analysis skills to manipulate, analyse and interpret complex data sets, combining data from multiple People and Culture systems to prepare reports
• Reconcile data between multiple people and culture systems to ensure data quality and integrity
• Perform data quality and data validation exercises to ensure data integrity in People and Culture systems
• Plan and execute the roll out of new systems and the enhancement of functionality in existing systems within People and Culture
• Support the communications, engagement and training strategies for HR systems transformation projects
• OLM/ESR learning
• Act as the Trust lead for ESR Learning/OLM, ensuring the recording/reporting of all learning and development activity within the Trust.
• Ensure systems are in place to provide robust data capture and high quality, highly complex accurate reporting in a timely manner for all learning and development activities.
• Map statutory, mandatory and specialist training requirements by job role within ESR/OLM and ensure that all learners are enrolled on to the e-learning that is required for their role.
• Create and maintain training reports within the ESR Business Intelligence reporting tool to enable managers access to view training compliance data for their staff.
• Maintain the course catalogue within ESR, including the creation of Learning Paths and Learning Certifications for blended learning programmes.
• Provide system training and support to all training teams within the Trust to devolve the use of class administration functionality and ensure that all training activity is recorded within ESR/OLM.
• Ensure ESR/OLM learning and development best practice is promoted within the Trust, including the creation of system user guides.
• Work with the technology enhanced learning teams within the organisation to ensure that all e-learning content that is hosted within ESR is quality assured and provides the best possible user experience.
• Ensure processes are in place to align statutory and mandatory training recording and reporting to the Core Skills Training Framework.
• Perform data reconciliation and validation exercises to ensure the accuracy of the training data recorded within ESR/OLM.
• Represent the organisation at all of the ESR Special Interest Groups and support the Chair (where this is held by the LAS).
• Maintain robust external links with the wider NHS/Emergency services learning environment.
• Work with the team to take a lead role in developing a culture where individuals are engaged and take responsibility for their continuous learning and personal development.
• Ensure robust processes are in place to promote knowledge transfer to ensure the LAS becomes a learning organisation.
• Registrations Authority Management
• Assign, sponsor, and register RA agents, ensuring there are sufficient resources to operate the registration processes in a timely and efficient manner.
• Compliance with the National Registration policy and processes and aligning local processes with National policy and processes
• Making users aware of their responsibilities relating to Health and Social Care Information Centre (HSCIC) and Smartcard use
• Allocate the RA URPs in ESR, set up the RA Agent notification role and NHS CRS RA Agent supplementary roles in ESR, and review when there are changes to RA Agent personnel and/or major organisational change
• Restricting users to having only one NHS CRS Smartcard issued to them showing their Users Unique Identifier (UUID) and photograph
• Undertaking periodic audits of local RA practice
• Generating local work instructions to reinforce processes and procedures
• Reporting all RA related security incidents and breaches
• Escalate all queries that cannot be resolved locally to the next level in the RA hierarchy
• Disseminate National RA information to interested parties
• Maintain adequate stock of Smartcards and RA hardware, including access to the National Health Service Spine Portal for RA key users e.g. to enable local Smartcard unlocking and certificate renewal
• Managing renewal of Smartcard certificates
• Provide RA management reports as required for the organisation using the CIS Reporting Service
• Maintain a list of Superusers to assist the registration of users and RA form processing
• Set up the NHS CRS Sponsor supplementary roles in ESR, and review when there are changes to sponsor personnel and/or major organisational change
• Manage communication of RA procedures/processes utilising communication methods throughout the organisation

Person Specification

Qualifications, Accreditations, Education

Essential

• Post-Graduate level of education or equivalent experience and expertise of providing workforce and finance data analysis in a work environment

Experience

Essential

• Substantial technical ESR and systems experience
• Experience of writing reports and policies
• Experience of utilising and developing ESR System functionality
• Highly developed experience of producing, analysing and interpreting information in a work environment, including manipulating data sets, analysing data, presenting findings in appropriate formats and making recommendations
• Extensive experience of working with complex, conflicting and contentious information
• Extensive experience of using, creating and developing databases in SQL Server or MS Access in a work environment (including creating complex queries using structured query language to interrogate the data, creating procedures and reports)
• Experience of managing staff, leading teams and being a role model to staff
• Experience of maintaining the OLM course catalogue within ESR, including the creation of Learning Paths and Learning Certifications for blended learning programmes
• Experience of creating and maintaining reports within the ESR Business Intelligence reporting tool
• Experience of performing data reconciliation and validation exercises to ensure the accuracy of the training data recorded within ESR/OLM
• Experience of supervising staff

Knowledge and Skills

Essential

• Demonstrable understanding of equality and inclusion regulations
• Demonstrating continuous personal development including management, HR, resourcing, organisation development and change management
• Planning and prioritising conflicting demands and unpredictable work patterns. Working to exacting deadlines
• Highly developed communication skills, both verbal and written with the ability to adapt communications ensuring effective outcomes in different environments/dealing with varying issues
• Delivering services that demonstrate value for money and making economies where possible
• Receiving, interpreting and analysing highly complex data to increase understanding and inform decision making
• Ability to analyse complex and sometimes conflicting data sets, with a logical approach
• Ability to develop, maintain and adapt databases (using SQL or Access) and spread sheets (MS Excel) for personal use as well as the use of others in a changing environment
• Ability to tailor information systems to meet users requirements
• Ability to solve problems and make informed recommendations based on detailed data analysis
• Excellent numeracy skills, with the ability to use statistical techniques
• Excellent numeracy skills, with the ability to use statistical techniques
• Ability to manage / organise own workload and plan work according to changing priorities and deadlines
• In depth, specialist knowledge in the system administration of OLM

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.

Certificate of Sponsorship

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

London Ambulance Service NHS Trust

Address

HQ - Waterloo

220 Waterloo Road

London

SE1 8SD

Employer's website

https://www.londonambulance.nhs.uk/ (Opens in a new tab)