Workforce Information Officer

1 month ago

London, United Kingdom North Middlesex University Hospital Full time

Job overview

To provide proactive and effective workforce information reporting and analysis service to the organisation, managers and to colleagues within the HR department.

To lead on the provision of high standard workforce information to managers; advise on the best use of information and develop reports to aid them in understanding information and the use of it in achieving key targets.

To analyse workforce information and be able to present conclusions clearly in writing and in person using appropriate formats.

To be responsible for supporting the Workforce Information Co-ordinator to ensure the effective use and maintenance of the data held in the Electronic Staff Record system and Phoenix System.

Attend meetings and provide information and advice as required.

Main duties of the job

Provide support in maintaining the Workforce Information mailbox and other mailbox where appropriate.

Communication effectively, and work well in a team, providing cross cover as required.

Create retirement certificates and ensure they are signed by the relevant directors.

To create confirmation letters for staff upon request.

To complete references from internal and external sources.

To provide contracts and JDs for staff upon request

To ensure that staff personnel files are kept up to date including removing leavers from filing room.

Maintaining ESR Manager by setting up new managers with their relevant cost centres.

Assist and support the Workforce Systems Lead in the rollout, maintenance, and development of additional functionality within the Electronic Staff Record system.

To become familiar with and assist with support for other Workforce system e.g., Healthroster.

To train colleagues in the use of ESR.

Working for our organisation

North Middlesex University Hospital NHS Hospital Trust (NMUH) is one of London’s busiest healthcare providers, providing hospital care and community services for the 350,000 people living in Enfield, Haringey and beyond.

Our specialist services include HIV, cardiology, blood disorders, diabetes, fertility, sickle cell and thalassemia. In addition to a full range of cancer diagnosis and treatment services, the Helen Rollason Cancer Support Centre is based on-site and provides services to support cancer patients’ wellbeing.

We also provide community services and have a dedicated 0-19 service for children and young people in Enfield so that they can get the best possible start in life. This includes health visitors and school nurses who are delivering the national Healthy Child Programme, which provides a structured framework for the delivery of key interventions to support the health and wellbeing of children and families from 0 to 5 and school aged children from 5-19. The 0-19 service aims to improve pathways and partnerships with services in the hospital and deliver excellent care for the children and families.

For more information, please access the following link:

Detailed job description and main responsibilities

To run complex compliance reports e.g., professional registrations, work permits, FTC etc. are produced, distributed, chased, and updated information is inputted into ESR.

Responsible for ensuring that all data related activities are completed on time and to the right level of quality.

To produce visa letters to employees and undertaking Employer Checking Service checks with the Home Office to ensure the employee has the right to work.

To provide extension of contracts when required.

To be responsible of the applications of staff Benefit schemes.

Support data cleansing activities related to other ESR projects.

To ensure that employee assignment details are accurate in ESR (Electronic Staff Record) by processing assignment and termination forms accurately and in a timely manner.

RA Agent

Accept applications for smartcards. Verify identification documents for all smartcard applicants. Create/Associate user credentials in both ESR and Spine Portal. Issuing Smartcards, including re-issuing lost or stolen Smartcards. Informing staff of their rights and responsibilities. Revocations of access and terminations of the use of Smartcards. Assign appropriate user roles to employees. Reset smartcard PINs. Take pictures for smartcards Ensure that registration forms and any other information which supports the issue/ revocation of smartcards and associated role profiles are retained in accordance with national RA guidance and organisational policy. Ensure adequate stocks of smartcards, hardware and consumables are maintained within the department.

Person specification

Education & Qualifications

Essential criteria

Degree level qualification in relevant subject area or equivalent relevant experience Advanced level or equivalent experience in Microsoft Office packages Advanced level or equivalent experience in Microsoft Office packages

Skills and abilities

Essential criteria

Good understanding of relevant employment legislation, the Data Protection Act, Information Governance issues and the principles of Equality and Diversity Experience of Data analysis skills and HR information report writing knowledge, within the NHS, using computerised systems i.e. Excel, ESR. Must have experience of NHS reporting standards and procedures relevant to HR information Advanced working knowledge of Microsoft Office packages, especially Excel and Word

Desirable criteria

Experience and practical knowledge of running and adapting Business Intelligence Standard and Ad-Hoc reports in Electronic Staff Record (ESR)

Experience

Essential criteria

Previous experience of workforce analysis and planning within a large complex organisation. Experience of using ESR and other analytical tools to derive workforce data and analyses. Understands the role of HR within a large complex organisation Experience of presenting data using spreadsheets and other data presentation tools in a clear and concise manner with relevant narrative to a range of recipients. Advanced skills in using Windows applications, especially Word and Excel. Skills in using report-writing software and advance keyboard skills Good customer (i.e. managers, employees and colleagues) care skills Experience of handling confidential information in accordance with current legislation

Desirable criteria

User Responsibilities including the Work Structures in ESR.

Personal qualities

Essential criteria

Ability to apply knowledge of IT to the work situation and develop systems and processes Ability to work both independently and as part of a team with a flexible and adaptable approach to working arrangements. Excellent interpersonal and written/verbal communication skills Excellent organisational skills

Values

Essential criteria

Demonstrable ability to meet Trust values

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e-mail account regularly.

Please note in order to progress your application, your data will be processed by our 3rd party recruitment providers – North London Partners Shared Service, (NLPSS) who conduct recruitment activities on behalf of NMUH.

If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your  identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit

NMUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of NMUH will have their original documents verified using this technology.

By applying for this post you are agreeing to NMUH transferring the information contained in this application to its preferred applicant management system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Record (ESR) system and other secure, internal NHS workforce systems.

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers. Therefore we want you to complete your e-learning modules prior to joining our organisation.

If you are an  EU/EEA citizen who does not have EU Settlement or Pre-Settled status, you will require a visa to work in the UK.

If you require sponsorship  for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the 

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