Job summary
We are looking for an ESR Workforce Officer to take day to day responsibility for the operation of The Electronic Staff Record (ESR) within HEIW. As this will include some systems administration duties including the setting up of position numbers, we are looking for someone with ESR operational experience and knowledge of the system. Part of the role will be to support ESR users on the use of ESR and to provide training on using ESR for staff and supervisors. In addition to the day-to-day operation of ESR this post will support the on-going work on maximising the benefits of ESR.
ESR is integral to the work of the People and Facilities Management Team and this role will help ensure that our people data is up to date and accurate and working with the other team members to produce a range of reports through Business Intelligence (BI), interpreting and analysing the data and putting in a format that can be used by the wider team.
The role would suit a motivated and ambitious individual with demonstrable ESR operational experience and knowledge of how the system operates, good communication skills and the ability to work with a range of people within HEIW. An understanding of the wider application of ESR and its benefits would be an advantage.
Main duties of the job
- Be the main System administrator for the ESR system for HEIW.
- Manage and plan a range of activities that enable HEIW to maximise the use of ESR.
- Deliver ESR training and provide ESR operational support.
- Provide regular reports through Business Intelligence and respond to ad hoc requests for data.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
Health Education and Improvement Wales (HEIW) is the strategic workforce body for NHS Wales with statutory functions that include education and training, workforce planning, workforce development and transformation, leadership and succession planning, and careers. Our purpose is to develop a workforce that delivers excellent care to patients/service users and excellent population health. We are a Special Health Authority working closely with our partners; Social Care Wales, education providers, professional and regulatory bodies and Welsh Government.
HEIW's is committed to developing an internal culture of choice. Our Values reflect our thoughts, feelings and beliefs in how we will, and will not, behave and treat others:
- Respect for All in every contact we have with others,
- Ideas that Improve: Harnessing creativity and continuously innovating, evaluating and improving,
- Together as a Team: Working with colleagues across NHS Wales and with partner organisations.
HEIW received the HPMA Award for Employee Engagement in 2019.
What you can expect:
- a corporate induction and 90 day Welcome itinerary,
- compassionate leadership,
- a meaningful values based performance appraisal process,
- the opportunity to impact upon health and social care services and the lives and wellbeing of the people of Wales.
Many of our colleagues and stakeholders have commented on the buzz and atmosphere we create by working together as "One HEIW Team". Do you want to join that team?
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac
Person Specification
Qualifications and Knowledge
Essential
- Degree or equivalent in Administration/IT
- Advanced knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, and Excel
- Basic knowledge and understanding of ESR Administration and creating positions.
- Working knowledge and understanding of the principles of the Data Protection Act and Information Governance protocols
- In-depth knowledge of ESR Organisational Hierarchy and Structures
- Ability to understand service user requirements and to communicate technical information to a non-technical audience through a variety of mediums e.g., face to face/email/phone/presentation/training
Desirable
- Comprehensive knowledge and understanding of ESR Administration and creating positions.
- Awareness of Occupation codes, Staff groups and Job roles and their use in segmenting the workforce
- Undertaken training session in relation to ESR System Administration and Local Work Structures
Experience
Essential
- Previous experience of working in an administrative role where it was necessary to provide regular support to team members with a wide range of tasks
- Responsibility for the day-to-day administration of one or more workforce systems
- Previous experience of working in an environment where there is a requirement to multitask and have a flexible approach to work whilst maintaining accuracy at all times
- Experience of dealing with service users/customer service experience
- Experienced in the use of Business Intelligence reporting
- Experienced in the use of formulae and Pivot tables in the analysis of data
- Experience in handling sensitive and confidential information appropriately
- Experience of working in the Microsoft 365 environment
Skills and Attributes
Essential
- High level of attention to detail and accuracy skills
- Excellent organisational skills with the ability to work to deadlines
- Ability to work under pressure and multi-task
- Work on own initiative but understand when to seek help/advice from team colleagues
- Ability to adjust routine work plans and reprioritise own activities to accommodate unpredictable demands
- Understand confidentiality and apply the principles in everyday working practice
- Good inter-personal and communication skills both written and verbal
- Confidence to deal with individuals at all levels, always maintaining a professional and respectful approach
- Ability to deal with enquiries from colleagues and service users in an appropriate and efficient manner
- Welsh Language skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Person Specification
Qualifications and Knowledge
Essential
- Degree or equivalent in Administration/IT
- Advanced knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, and Excel
- Basic knowledge and understanding of ESR Administration and creating positions.
- Working knowledge and understanding of the principles of the Data Protection Act and Information Governance protocols
- In-depth knowledge of ESR Organisational Hierarchy and Structures
- Ability to understand service user requirements and to communicate technical information to a non-technical audience through a variety of mediums e.g., face to face/email/phone/presentation/training
Desirable
- Comprehensive knowledge and understanding of ESR Administration and creating positions.
- Awareness of Occupation codes, Staff groups and Job roles and their use in segmenting the workforce
- Undertaken training session in relation to ESR System Administration and Local Work Structures
Experience
Essential
- Previous experience of working in an administrative role where it was necessary to provide regular support to team members with a wide range of tasks
- Responsibility for the day-to-day administration of one or more workforce systems
- Previous experience of working in an environment where there is a requirement to multitask and have a flexible approach to work whilst maintaining accuracy at all times
- Experience of dealing with service users/customer service experience
- Experienced in the use of Business Intelligence reporting
- Experienced in the use of formulae and Pivot tables in the analysis of data
- Experience in handling sensitive and confidential information appropriately
- Experience of working in the Microsoft 365 environment
Skills and Attributes
Essential
- High level of attention to detail and accuracy skills
- Excellent organisational skills with the ability to work to deadlines
- Ability to work under pressure and multi-task
- Work on own initiative but understand when to seek help/advice from team colleagues
- Ability to adjust routine work plans and reprioritise own activities to accommodate unpredictable demands
- Understand confidentiality and apply the principles in everyday working practice
- Good inter-personal and communication skills both written and verbal
- Confidence to deal with individuals at all levels, always maintaining a professional and respectful approach
- Ability to deal with enquiries from colleagues and service users in an appropriate and efficient manner
- Welsh Language skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
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).
