Workforce Information Officer

Worcestershire Acute Hospitals NHS Trust

This job is now closed

Job summary

Following a restructure within the current team of 6, we are looking to appoint a Band 4 Workforce Information Officer.

The role holder will be required to support managers, be able to help with complex queries relating to pay and annual leave and also have the ability to interpret local and national policies.

You will have accurate data inputting experience. A knowledge of payroll would be advantage, along with ESR and/or Allocate Health Roster experience.

The Trust has an outsourced payroll provider.

Main duties of the job

Processing pay related information into ESR.

Work closely with the E-Rostering team to ensure both systems align.

Liaising with departments, managers, employees, payroll, E-Rostering, recruitment and HR Advisory on queries.

Help with continuous improvement to the department.

High levels of customer service to ensure reputation of department is upheld.

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

Best services for local people
Best experience of care and best outcomes for our patients
Best use of resources
Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

Date posted

06 September 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time, Flexible working, Home or remote working

Reference number

C9365-23-0211-2

Job locations

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Job description

Job responsibilities

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST

JOB DESCRIPTION

Post Title: Workforce Information Officer

Pay Band: Band 4

Hours: 37.50 hours

Contract: Permanent

Location / Department: HR Department, WRH

Accountable to: Assistant Director HR Corporate Services

Reports to: Head of E-Rostering and Workforce Payroll

Ref:

Key Working Relationships:

Internal: HR Department colleagues in particular Recruitment Team, Medical Resourcing, and E-Rostering, Trust managers, Payroll/Finance colleagues, individual employees, and ex-employees.

External: Contact with SBS Payroll Service, NHS Pensions Agency and IBM (ESR system supplier) and Allocate as necessary.

Risk Assessment: Post holder uses keyboard for a substantial proportion of the working day.

Job Purpose:

To be responsible for the maintenance and accurate input of employee data into ESR, including updating organisation structures by changing establishments highlighted by managers or Finance

To supervise and train junior staff on a day to day basis

To respond to queries relating to payroll and workforce information

To produce basic workforce reports as required

Dimensions:

The Workforce Information team (6 members of staff) updates and maintains the employee database for the Trust and provides workforce information both internally within the Trust and externally to Payroll etc. as required.

This post has no line management or budgetery responsibility. The Head of E-Rostering and Workforce Payroll provide supervision to the post-holder as required.

The post-holder organises their own work, assessing priorities on a day to day basis liasing with other team members to ensure that the Workforce Information inbox is cleared and maintained.

Key Duties:

To be responsible for the accurate inputting of sensitive and personal employee starter/leaver/changes data onto the workforce database and Allocate system, ensuring that employee records are accurate and up to date and so maintaining a high quality information system for the Trust. Inputting appropriate pay elements for all staff including doctors.

To liaise with the Medical Staffing Resourcing team, E-Rostering Team and Recruitment Team to ensure that interfaces with Deanery, E-Roster and NHS Jobs are functioning correctly.

To share responsibility for clearing the Workforce Information inbox in a timely manner, with a high level of customer service, dealing with complex and sensitive queries.

Raising IATs at Hire Stage and responding to IAT requests from other Trusts, confirming service and continuous service start dates including working with Resourcing Teams to help ensure process is working correctly.

Working directly with E-Rostering team to ensure duplication of work is minimised and work through queries over both systems.

Training managers on the Electronic Forms system. Setting up users and giving access to relevant employees.

Responsibility for Maternity/Paternity/Adoption leave applications, ensuring SBS Payroll have relevant information and that forecasts have been produced and supplied to employees. Helping employees with maternity queries.

To assist the Workforce Information Team in the production of ad hoc reports as requested, ensuring the accuracy of all information provided.

To liaise with managers, employees, HR and payroll/finance colleagues as required to investigate any queries prior to input to ensure the accuracy of information on the system.

To assist with the alteration of finance codes, payroll changes and occupation codes on the ESR system in collaboration with finance department colleagues to maintain accuracy of information held.

To liaise with the Medical Staffing Resourcing team, E-Rostering Team and Recruitment Team to ensure that interfaces with Deanery, E-Roster and NHS Jobs are functioning correctly.

To provide effective administrative support including the setting up and maintaining of electronic filing systems across either team as and when needed.

To create new positions with ESR as required ensuring consistency with the Finance system and ensuring correct occupational codes are used.

To process and respond to queries on annual leave carry over in both ESR and the Healthroster to ensure employees annual leave entitlement is correct. Helping managers with annual leave entitlement for leavers to ensure employee is paid correctly at leaving.

To process the pay changing increments on a monthly basis to ensure employees are paid correctly.

To produce half pay and nil pay sickness notifications for managers to employees are aware of changes to their pay in a timely manner.

Responsibility for responding to financial and service reference requests.

Helping with complex pay queries and raising Faster Payments as and when needed.

Helping employees with AW8 forms and submitting to payroll.

Input into process improvements for the department.

To undertake any other relevant duties within the pay band as deemed appropriate.