Workforce Administrator

Job description

Job responsibilities

Department Core Purpose:

To provide data insights that directly lead to the improvement of our colleagues experience in the workplace. Ensuring that innovative utilisation of digital systems benefit colleagues & patients by reducing manual processes within People Services. To advocate and support digital solutions in People Services and provide workforce information. To provide meaningful data to our People Services team which not only inform but improve workforce quality & performance. To work in partnership with key stakeholders both within and outside of People Services to procure, develop and create a sustainable workforce through digital solutions.

Duties and Responsibilities

Key Working relationships

Workforce information & insight team

People services colleagues- Communicates effectively through electronic, written or oral media

Payroll

Service Users

Line Managers

Department Team Managers and Members

Service Managers

Network Leads

Consultants

Doctors in Training

Commmunication:

Deal with enquiries which may involve taking action where necessary and ensuring messages are communicated to the relevant personnel in an appropriate and timely manner.

Responding to queries relating to ESR access, Employee self-service and manager self service

Direct end users to the correct services/teams if Workforce Systems & Insight Team are unable to assist.

Contacting colleagues/line managers regarding their professional registration status

Planning and organisation:

Ability to prioritise own workload efficiently and effectively ensuring high quality work and agreed deadlines are met.

To work with other teams to assist with the accurate provision of data into workforce information systems.

Supporting and responding to queries in relation to the monthly workforce reports.

Setting up teams using ESR for absence management.

Provide project support for new and on-going projects.

Provide (limited) cross cover for colleagues during periods of absence.

Analytics:

Develop and maintain good practices and procedures for the day-to-day monitoring and documentation of systems performance.

Regular data quality checking and correction.

Run reports which require data manipulation to ensure queries are visible and identifiable

Ability to review reports and identify missing information and errors.

Support in the maintenance of access and monitoring where appropriate.

Ensure queries escalated to other teams are followed up and monitored.

Take responsibility to ensure that Professional Registration is always up to date and does not lapse or expire and to inform line management immediately with any concerns or if registration lapses or expires. (all registered staff)

Sending position correction forms to payroll where errors have been identified.

Allocating additional access to Professional users and ensuring appropriate checks have been made.

Add/remove access for share point users ensuring appropriate checks have been made.

Reviewing notification linked to Professional registration changes etc.

Supervision, Leadership and Management

Demonstrates activities, work routines to others in own work area/allocates work to other administration colleagues in the team, when appropriate, and support local induction training for new colleagues.

Deliver user training to support colleagues with use of the system.

Information Resources and Administrative duties:

Use of various systems to run regular and ad hoc reports.

Produce position number requested by finance and via the position request form and adhering to the https://digital.nhs.uk/data-and-information/areas-of-interest/workforce/national-workforce-data-set-nwd-guidance-documents

Running checks against positions based on the Occupational code and job role verifiers

Responding to queries which may be via the phone, email or other.

System maintenance

Data quality

Any other tasks required:

The post holder will be working in an environment where requests for help can occur unpredictably throughout the day, some of which will require instant attention. Therefore, the ability to manage a changing workload is extremely important

Person Specification

Qualifications

Essential

• Minimum of 5 GCSE including English and Maths, grade 4 or above or equivalent experience.
• Relevant qualification to Vocational level 3 or equivalent level of experience.

Experience

Essential

• Recent Health Care Sector experience
• Capable of working with confidential and sensitive information
• In-depth knowledge of Microsoft Office packages including excel

Desirable

• Sound knowledge of workforce Information and ESR BI
• Knowledge of Workforce systems- ESR, Allocate, Trac etc.

Additional Criteria

Essential

• Excellent customer Service skills
• Experience of team working to achieve deadlines and objectives
• Excellent written, oral and electronic communication skills to enable effective communication with all service users.
• Strong organisation skills
• Able to work as part of a team
• Accurate, with good attention to detail
• Flexible and adaptable to meet the needs of the service
• Able to work on own initiative
• Able to demonstrate a good standard of English language
• Good time management including ability to complete tasks requiring concentration when subjected to constant interruptions and in some circumstances working in a noisy environment.
• Good organisations skills applied to own workload to ensure systems, procedures and processes are not compromised.
• Keyboard skills
• Willingness to use technology to improve standards of care and support to our patients
• Confident with a professional Manner
• Physically able to carry out the duties of the post

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.

Employer details

Employer name

Somerset NHS Foundation Trust

Address

County Hall

The Crescent

Taunton

Somerset

TA1 4DY

Employer's website

https://www.somersetft.nhs.uk/ (Opens in a new tab)