Workforce Information Assistant (Luton and Dunstable Hospital)

Job description

Job responsibilities

The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities.

Payroll

o To assist the Workforce Information / Payroll Supervisor with issues / queries raised by the Payroll Services Team.

o To assist with minute taking at the quarterly Payroll Contract Review meetings as and when required.

Workforce Information

o To maintain knowledge of ESR functionality and other workforce information systems in order to provide support to Trust staff and HR colleagues.

o Provide accurate input of confidential information relating to staff and positions onto the ESR payroll system.

o To assist the Workforce Information / Payroll Supervisor with payroll and pension enquiries relating to the ESR system, liaising with the Payroll Services Team to resolve any issues.

o To input and maintain staff data as required, ensuring timely, accurate data is available. Including all new starters, leavers and changes to employment information.

o Identify any lack of understanding / competence with users and rectify with one-to-one support or by signposting to the national ESR training sessions.

o To distribute materials for training sessions/workshops for all staff required to use ESR Manager/Supervisor Self-Service.

o To provide support to the Workforce Information management team as required.

o Report any risks relating to the workforce function to the Workforce Information / Payroll Supervisor.

o Maximise the use of information systems available in the Trust.

o Assist in the administration of tasks associated with the delivery of staff surveys, preparing, collating and disseminating where appropriate.

o Advise staff and managers around policies and procedures relating to workforce information.

o To promote the use of self-service capabilities at all opportunities.

o To provide support to users of the electronic expenses system the Trust uses.

Audit and Compliance

o To assist with specific audit preparation work as requested.

o To help and support with internal and external audits

Registration Authority (RA)

o To assist with the RA process, ensuring that requests are carried out in a timely manner and to a high standard.

o To promote the use of Smartcard Self-Service at all opportunities.

o Follow approved policies, processes and procedures to register, update and remove user access rights

o Register users on the Care Identity Management (CIM) Service.

o Ensure that registration forms are completed correctly, photograph users and issue Smartcards.

o Ensure users are reminded about their responsibilities, particularly in respect to protecting their PIN.

o Assist users when problems arise, such as unlocking cards and re-setting passcodes.

o Update the internal register of Smartcards issued.

o Liaise with ESR/RA Lead to report any issues, which fall outside the steps defined in the approval process.

Projects, Streamlining and Self-Service

o To carry out occasional project support work as part of the service development, including E-Rostering projects.

o To support managers and employees with the use of self-service capabilities.

o To attend regular team meetings and provide ideas for improving the service.

Right to Work

o Work with the Visa Compliance Officer to ensure all Trust staff have a valid right to work.

Person Specification

Experience

Essential

• ESR Experience
• Administrative experience in a busy, customer-focused environment
• Experience of dealing with staff of all levels
• Experience of using a variety of computer packages and databases, including Microsoft Office / 365

Desirable

• Experience of using SharePoint
• Experience of working in Workforce Information / HR environment
• Experience of project work and associated administration

Skills

Essential

• Excel
• MS Office Suite

Knowledge

Essential

• Knowledge and understanding of ESR
• Knowledge of Data Protection and its application to workforce information
• Understanding of the need of confidentiality awareness at all times
• Understanding of information governance requirements within the NHS

Desirable

• Thorough understanding of Workforce Information in the NHS
• Understanding of NHS Terms and Conditions of Service
• Knowledge and understanding of the RA function

Qualifications

Essential

• Educated to GCSE level or equivalent
• Evidence of CPD

Desirable

• European Computer Driving License (ECDL)
• Business Administration (Level 3)

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

Bedfordshire Hospitals NHS Foundation Trust

Address

Luton and Dunstable Hospital

Lewsey Road

Luton

LU4 0DZ

Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)