Job summary
The post holder will work as a member of the Workforce Information & Analytics team, focused on the ESR system using standard operating policies and procedures and supported by the Workforce Information Systems Manager when required to:
- Maintain quality and content data held within the ESR system, including the creation of all new system users across the Health Board
- Undertake analytical work by producing both standard and self-developed business specific ad-hoc reports within ESR, exporting to other software for format development and simplistic presentation of the data
- Input and process information in accordance with system policies and protocol, and
- Respond to enquiries from users and data providers
This role is hybrid working where the majority of time can be homeworking, however, there will be a monthly commitment to office based work.
This role can be offered as a secondment but permission must be sort from the current manager.
Main duties of the job
We are seeking a highly motivated and enthusiastic individual with excellent communication, organisation and interpersonal skills to join the Workforce Information Systems Support Team. The post holder will be based at Swansea Bay University Health Board Headquarters, Baglan and will be required to travel across the Health Board.
The successful candidate will be able to work well under pressure to meet deadlines. This role will allow you to be the first point of contact for managers who are seeking guidance in the use of the ESR system as well as assisting with general queries and report producing.
Applicants must be flexible to the needs of the service and demonstrate a good understanding of IT systems in order to meet the requirements of the role.
The successful candidate will also be required, after an induction period, to deliver training to managers in the use of the ESR systems.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Job description
Job responsibilities
Quality and Communicating Workforce Information Resource. Manage and process data validation to ensure integrity of data entry by ESR users.a. Undertake audits as part of the post holders work to improve data qualityb. Provide the Workforce Information Systems Manager with workforce data from the Health Board's Electronic Staff Record, which may need further discussions with the requester around data in order to deliver the question being asked. This data may be complicated and multi-faceted covering all aspects of workforce details ranging from personal information, training records to contractual terms, payroll and financial details.c. Deal with queries relating to data or information, assessing whether standard analyses are robust by undertaking a data cleansing role or comparing data from different sources to ensure quality, consistency and accuracy, taking advice from the Workforce Information Systems Manager if required.d. Deal with requests to develop new roles within ESR to support the modernisation of the workforce within the Health Board, which may need further discussions with the requester around occupational codes, position codes and other requirements within ESR.e. Process day-to-day service transfers that have arisen as a result of organisational change, taking advice from the Workforce Information Systems Manager if required and working with other finance colleagues in comparing information and data from different sources to facilitate the accurate recording of employee changes within ESR.f. Act as help desk to all users on a range of situations requiring analysis, including user registration, technical and system functionality issues, providing guidance and advice on ESR control procedures and other functionality knowledge, using user protocols and guidance.g. Maintain system coding that is core to the reporting of the workforce resource.2.2 Understanding Workforce Informationi. Produce both standard and self-developed complex business specific ad-hoc reports within ESR, such as dealing with Freedom of Information requests, operational requests and individual user requests.ii. Extract and respond to national surveys on behalf of the Health Board such as the Business Register and Employment Survey for the Office of National Statistics that may be complicated and require discussion with the Workforce Information Systems Manager to provide the right response to specific query.iii. Produce workforce planning data by Directorate and Occupational Code to support the annual workforce planning process. This includes resolving any data discrepancies in ESR that are highlighted as a result of this activity.iv. Regularly provide data from ESR for the monthly suite of workforce reports as part of the Health Board's and Localities/Directorates performance reports in ESR Business Intelligence, exporting to other software to summarise data for analysis and interpretation and highlighting data trends with the Workforce Information Systems Managerv. Provide, analyse, interpret and presentation a range of workforce statistics to inform the Health Board's annual reports.vi. Support the Workforce & OD Committee in providing regular reports of current and sometimes complex workforce information, taking advice from the Workforce Information Systems Manager when required2.3 Workforce Information Governancea. Implement local processes and protocols within own practice to sustain a high level of system, user and process governance that ensures the Health Board's compliance with data legislation.b. Act as the Health Board's nominated Officer to hold corporate ESR Notification Roles where de-centralisation of the process is not feasible due to risks in legislation breaches, taking advice from the Workforce Information Systems Manager if required.c. Undertake formal recognised training for ESR ensuring knowledge across a range of ESR functionality is maintained to advance the development of work structures and systems administration within the Health Board.d. Act on agreed resolution and implementation of User Notices relating to System Administration, work structures and other core system codings within defined timescale.e. Implement and maintain protocols, user manuals and standard operating procedures to own work areaf. Apply the Health Board's ESR User Access Allocation Protocol, receive requests for new users, assess appropriateness of request against the Protocol and set-up new users within ESR, taking advice from the Workforce Information Systems Manager if required.g. Participate in the delivery of training to new users on system functionality.h. Register System Errors with IBM ESR Service Desk, including escalating any development requirements to the Workforce Information Systems Manager for submission to NHS Wales SIGi. Undertake regular audits of system users to ensure compliance with the Data Protection Act.j. Allocation Protocol escalating any non-compliance or breaches of Data Protection Principles to the Workforce Information Systems Manager.k. Contribute to the ongoing improvements of processes and best practice through maintaining awareness and knowledge across the different ESR components.l. Escalate inaccuracies and solutions to various service areas across the Health Board and within other government agencies such as NWSSP to resolve. This will involve regular data validation audits and monitoring of compliance against performance indicators, making suggestions for process improvementsm. Implement future ESR functionality developments using standard operation proceduresn. Implement the performance management dashboards that reflect SBUHB business drivers for managing the workforce.o. Demonstrate the ESR daily work activities and new functions to other team members
Job description
Job responsibilities
Quality and Communicating Workforce Information Resource. Manage and process data validation to ensure integrity of data entry by ESR users.a. Undertake audits as part of the post holders work to improve data qualityb. Provide the Workforce Information Systems Manager with workforce data from the Health Board's Electronic Staff Record, which may need further discussions with the requester around data in order to deliver the question being asked. This data may be complicated and multi-faceted covering all aspects of workforce details ranging from personal information, training records to contractual terms, payroll and financial details.c. Deal with queries relating to data or information, assessing whether standard analyses are robust by undertaking a data cleansing role or comparing data from different sources to ensure quality, consistency and accuracy, taking advice from the Workforce Information Systems Manager if required.d. Deal with requests to develop new roles within ESR to support the modernisation of the workforce within the Health Board, which may need further discussions with the requester around occupational codes, position codes and other requirements within ESR.e. Process day-to-day service transfers that have arisen as a result of organisational change, taking advice from the Workforce Information Systems Manager if required and working with other finance colleagues in comparing information and data from different sources to facilitate the accurate recording of employee changes within ESR.f. Act as help desk to all users on a range of situations requiring analysis, including user registration, technical and system functionality issues, providing guidance and advice on ESR control procedures and other functionality knowledge, using user protocols and guidance.g. Maintain system coding that is core to the reporting of the workforce resource.2.2 Understanding Workforce Informationi. Produce both standard and self-developed complex business specific ad-hoc reports within ESR, such as dealing with Freedom of Information requests, operational requests and individual user requests.ii. Extract and respond to national surveys on behalf of the Health Board such as the Business Register and Employment Survey for the Office of National Statistics that may be complicated and require discussion with the Workforce Information Systems Manager to provide the right response to specific query.iii. Produce workforce planning data by Directorate and Occupational Code to support the annual workforce planning process. This includes resolving any data discrepancies in ESR that are highlighted as a result of this activity.iv. Regularly provide data from ESR for the monthly suite of workforce reports as part of the Health Board's and Localities/Directorates performance reports in ESR Business Intelligence, exporting to other software to summarise data for analysis and interpretation and highlighting data trends with the Workforce Information Systems Managerv. Provide, analyse, interpret and presentation a range of workforce statistics to inform the Health Board's annual reports.vi. Support the Workforce & OD Committee in providing regular reports of current and sometimes complex workforce information, taking advice from the Workforce Information Systems Manager when required2.3 Workforce Information Governancea. Implement local processes and protocols within own practice to sustain a high level of system, user and process governance that ensures the Health Board's compliance with data legislation.b. Act as the Health Board's nominated Officer to hold corporate ESR Notification Roles where de-centralisation of the process is not feasible due to risks in legislation breaches, taking advice from the Workforce Information Systems Manager if required.c. Undertake formal recognised training for ESR ensuring knowledge across a range of ESR functionality is maintained to advance the development of work structures and systems administration within the Health Board.d. Act on agreed resolution and implementation of User Notices relating to System Administration, work structures and other core system codings within defined timescale.e. Implement and maintain protocols, user manuals and standard operating procedures to own work areaf. Apply the Health Board's ESR User Access Allocation Protocol, receive requests for new users, assess appropriateness of request against the Protocol and set-up new users within ESR, taking advice from the Workforce Information Systems Manager if required.g. Participate in the delivery of training to new users on system functionality.h. Register System Errors with IBM ESR Service Desk, including escalating any development requirements to the Workforce Information Systems Manager for submission to NHS Wales SIGi. Undertake regular audits of system users to ensure compliance with the Data Protection Act.j. Allocation Protocol escalating any non-compliance or breaches of Data Protection Principles to the Workforce Information Systems Manager.k. Contribute to the ongoing improvements of processes and best practice through maintaining awareness and knowledge across the different ESR components.l. Escalate inaccuracies and solutions to various service areas across the Health Board and within other government agencies such as NWSSP to resolve. This will involve regular data validation audits and monitoring of compliance against performance indicators, making suggestions for process improvementsm. Implement future ESR functionality developments using standard operation proceduresn. Implement the performance management dashboards that reflect SBUHB business drivers for managing the workforce.o. Demonstrate the ESR daily work activities and new functions to other team members
Person Specification
Qualifications
Essential
- Educated to diploma or equivalent experience.
- Advanced Excel qualification or evidence of equivalent experience
- Awareness of Government legislation, such as Data Protection
- Comprehensive knowledge of ESR Administration and Local Work Structures including an understanding of the critical coding requirements
Desirable
- Attained formal ESR System Administration and Local Work Structures training
Experience
Essential
- Ability to provide and receive information that may be at times complex
- Ability to create routine and ad-hoc business report using the workforce system reporting tool and spreadsheets
- Responsibility for the day-to-day administration of one or more workforce systems
Desirable
- Understand data quality audits
Values
Essential
- Demonstrates Values as detailed in Personal Specification
Person Specification
Qualifications
Essential
- Educated to diploma or equivalent experience.
- Advanced Excel qualification or evidence of equivalent experience
- Awareness of Government legislation, such as Data Protection
- Comprehensive knowledge of ESR Administration and Local Work Structures including an understanding of the critical coding requirements
Desirable
- Attained formal ESR System Administration and Local Work Structures training
Experience
Essential
- Ability to provide and receive information that may be at times complex
- Ability to create routine and ad-hoc business report using the workforce system reporting tool and spreadsheets
- Responsibility for the day-to-day administration of one or more workforce systems
Desirable
- Understand data quality audits
Values
Essential
- Demonstrates Values as detailed in Personal Specification
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).
