Workforce Information and Systems Manager

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Detailed job description and main responsibilities

SECTION 1- MAIN RESPONSIBILITIES :

• Responsible for the production, analysis, interpretation and validation of statistical workforce information using workforce information systems available as required.
• Produce HR performance information, national and regional statutory reports, national benchmarking data and other ad hoc reports, liaising with stakeholders to identify changing requirements.
• Responsible for planning and implementing any future workforce systems/modules/enhancements as appropriate, working collaboratively with stakeholders.
• Lead the delivery of Trust-wide workforce systems and data strategy and policies in the Trust.
• Planning and implementing innovative technology across workforce systems, such as RPA and AI.
• Contribute to strategic workforce planning activity through the production of high-quality data analysis.
• Develop and design workforce information related data sets and information using a variety of software packages, enabling divisions to access high quality, usable information quickly and easily.
• Provide support and advice on using and interpreting data models, information analysis and statistical reports to managers and other HR staff.
• Ensure all the ESR processing including starters, leavers, staff post changes are completed by the payroll cut-off dates.
• Ensure the continuous accuracy and quality of data held on the ESR system.
• Complete System Level Procedure and Risk assessment to ensure both ESR and Smart comply with Trust IT policies, audit, and IG Toolkit.
• Implement and maintain establishment control within ESR.
• People Analytics - Responsible for maintaining and continually developing the contents of People Analytics. Championing the usage of People Analytics and providing training across the Trust as required.
• Maintain ESR employee self-service and the implementation of supervisor self-service and hierarchy of the Trust.
• Attend Workforce special interest Groups to keep abreast of developments and implement changes where necessary.
• Represent the HR function at the Trust's Information Governance Group.
• Registration Authority Agent for Human Resources, requesting smartcard access and re-setting passwords.
• Monitor and report on professional registrations, ensuring the Trust policies are adhered to for lapsed registrations.
• Responsible for the Trust hierarchy in ESR and creation of positions on TRAC.
• Maintain the establishment and positions within ESR, ensuring that ESR matches the FTE positions in the Finance systems.
• Manage complex and numerous pieces of work to support conflicting demands for time including all ad hoc reports, freedom of information requests, workforce plans, annual reports.
• Plan and organise the daily delivery of the service including adjustments to deal with emergency situations.
• Plan long term ongoing projects such as supervisor self-service, establishment control, and IT active directory.
• Plan and organise own schedule and that of the Workforce Team.
• Provide data, dashboard and relevant narratives for Workforce Committee documents.
• Responsible for the administration of the ESR system for use by others.
• Develop, review and implement Trust wide workforce information polices and workforce information guidelines as directed.
• Develop and maintain Standard Operating Procedures (SOPs) for the Workforce Team.
• Responsible for the completion of the Business Continuity Plans for ESR and for Information Governance.

LEADERSHIP RESPONSIBILITIES

1. Responsible for the management of the Workforce Team, identifying training and development requirements and ensure personal development plans are in place.
2. Ensure all staff in the Workforce Team have an annual appraisal and complete essential training requirements.
3. Responsible for the recruitment, selection and appointment of staff working within the Workforce Team.
4. Review workloads of staff and review job descriptions, redesigning job roles as required.
5. Monitor sickness levels for the workforce team, following the attendance management policy.
6. Responsible for the delivery of training on the ESR and People Analytics systems for new and existing staff within the Workforce Team and the wider HR Team.
7. Provide training, where applicable for sharing ESR and People Analytics systems knowledge with the appropriate individuals within other departments.

FINANCIAL RESPONSIBILITY

1. Accountable for the efficient utilisation of financial and physical resources with the held budget, to deliver the plan and acts as authorised signatory.
2. Keep licence numbers on SMART time and attendance system to a minimum and check invoicing is reduced accordingly.

SECTION 2- KNOWLEDGE AND SKILLS

1. Communicate complex information with Payroll, Finance, E&D Manager, HR Business Managers and HR Advisors.
2. Responsible for workforce reports for the Executive Team, , Workforce Committee, collating complex information from Finance, Recruitment, Occupational Health, Training, Equality and Diversity (E&D), and NHS Professionals.
3. Maintain effective working relationships with colleagues within the HR function, other officers within the Trust, and outside agencies dealing with the Trust such as IBM, Health Education England, Health Education North-West, and NHS Central Team.
4. Liaise with and sign-post information for Managers on staffing levels for forward workforce planning, to provide information which can then be used during discussions on future staffing levels, training and development requirements within the Business Groups
5. Explain and advise managers and staff to ensure they understand and utilise workforce information and statistics effectively and efficiently.
6. Work closely with the HR teams on project work and ESR system advances to optimise the use of ESR.
7. Communicate with staff, managers and senior managers using various formats which include e-mail, letter, face to face, telephone in a professional and courteous sensitive manner, maintaining confidentiality at all times, and customer focus approach.

SECTION 3- EFFORT AND ENVIRONMENT

Information that could be included might be:

1. Use judgement to consider options available to gather detailed information to achieve the most accurate and meaningful data with which to create highly complex reports.
2. Analyse and interrogate information to create complex workforce reports using a variety of sources of information both internal and external.
3. Decide on the most appropriate systems from which to gather and analyse information for all reporting and information requests, using experience and manipulation of data to extract the information required.

Person specification

Qualifications

Essential criteria

• Educated to degree level in a relevant subject or equivalent specialist experience/knowledge
• Post Graduate qualification or equivalent specialist experience/knowledge

Desirable criteria

• Educated to degree level in an informatics/Systems/Statistics related subject

Knowledge & Experience

Essential criteria

• Evidence of continued professional development.
• Experience of using ESR
• Recent and relevant operational management experience
• Demonstrable experience of successfully managing a team
• Experience of implementing or enhancing electronic workforce solutions
• Substantial experience of using/ interrogating workforce/data systems to inform business decisions.
• Experience of measuring performance through robust datasets and/or business intelligence

Desirable criteria

• Demonstrable knowledge of People Analytics software
• Demonstrable Project Management experience over the short, medium and long term

Skills & Abilities

Essential criteria

• Demonstrates resilience, confidence and self-belief when under pressure.
• Demonstrates self-awareness which includes awareness of impact on others.
• Ability to work under pressure and meet deadlines.
• Demonstrates a leadership style which is clear, visible, inclusive and democratic

Values I Behavioural I Attitudes

Essential criteria

• Can lead, motivate and inspire others.
• Has personal integrity
• Politically astute, with knowledge of national, regional and local decision making and influencing bodies
• Is credible to internal and external stakeholders, including trade unions

New colleagues can look forward to a warm welcome here at Tameside & Glossop Integrated Care NHS Foundation Trust.

For our agenda for change staff, we offer a competitive benefits package with regular pay awards, annual leave of 27 days increasing to 33 days after 10 years and access to a competitive Pension Scheme to which both you and the Trust contribute. These terms and conditions are not applicable for Non-Executive positions.

Alongside this there are extensive training development opportunities with paid mandatory training, a protected training budget for staff and support for flexible working. We have an on-site Occupational Health Service to support you at work and have fast track access to physio, counselling and complimentary therapies.

At Tameside and Glossop Integrated Care NHS Foundation Trust, we welcome applications from all candidates.

At the Trust we always adhere to the UK Visas and Immigration rules pertaining to right to work; candidates who do not hold UK or Republic of Ireland (RoI) citizenship are required to obtain a Certificate of Sponsorship (CoS) to be eligible to apply for either a Health and Care visa or Skilled Worker visa which allows them to work in the UK, unless they have eligibility to work in the UK via another route.

To avoid disappointment, candidates wishing to apply for a role at the Trust who do not hold UK or Republic of Ireland citizenship and who would require a CoS from an employer, should carry out a self-assessment process to identify the likelihood of obtaining CoS by visiting Work in the UK .

The Trust is committed to making a difference to the environment. Our "Save Planet Tameside & Glossop" strategy means that we work towards protecting our natural environment and "green" workplace practices at all times.

Employer certification / accreditation badges

Documents to download

• Job Description & Person Specification (PDF, 824.5KB)
• Candidate Pack (PDF, 917.8KB)
• Hospital Floor Plan (PDF, 50.9KB)
• Positive About Disability (PDF, 191.5KB)
• Hospital Site Map (JPG, 160.9KB)
• Trust's Values and Behaviours (PDF, 495.1KB)