Job summary
People Services Systems Administrator
This role is an opportunity for you to do something different! You will be part of a small team implementing a new IT system within Human Resources (People Services) and you will provide advice, guidance and training to managers and staff about activities relating to the development, implementation and introduction of a new People Services systems.
The system is bringing automation and support for managers regarding Employee Relations, Attendance Management and Occupational Health matters (Empactis). You will maintain systems, & implement new functionalities, liaising with internal colleagues and software suppliers, keeping users up to date and reporting on progress.
This is an exciting time of change for People Services and you will be an integral part of the team bringing positive change to the whole Trust, benefiting managers, staff and patients.
The team is a small but impactful group of hard-working project members - linking in with other teams within People Services and creating and building relationships across the whole Trust, meeting deadlines and encouraging others to meet theirs, keeping the project on track using strong negotiation and persuasive skills. It is an exciting time of change for the human resources function, and the team have a determination to be successful in producing benefits for the whole Trust.
Main duties of the job
You will be the systems administrator for Empactis, liaising with internal/external departments and software suppliers so need to have strong communication skills, and an ability to build and maintain effective relationships, working across a wide range of contacts.
As you will give advice, guidance and coaching to managers and staff you will be comfortable teaching, coaching and giving small presentations.
You must have a desire to meet deadlines and be able to prioritise tasks with little supervision - you will be largely autonomous in your role, acting on your own initiative to resolve problems.
You will have an understanding of databases and/or principles of dataflows across multiple systems & have a good working knowledge of MS Office Suite.
An understanding of the requirements of confidentiality and GDPR is essential, as are analytical and problem solving skills.
About us
At NCIC, we have an ambition to deliver outstanding hospital and health services to half a million people. Established on 1st October 2019, the Trust is creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout north Cumbria and beyond. We're responsible for delivering over 70 services across 15 main locations and we employ more than 6,500 members of staff.
Our 5 key principles demonstrate our belief in the delivery of 'safe, high quality care every time'.
- Being a clinically led organisation
- Quality and safety at the heart
- A positive patient experience every time
- A great place to work
- Managing our money wel
As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.
Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. There is an expectation for all staff to support this by familiarising yourself with the Trust's sustainability initiatives such as waste and recycling, going paperless, videoconferencing, sustainable transport and others.
We encourage you to think about what you can do as an individual and within your team to contribute in to embedding carbon reduction into the everyday running of our organisation.
Job description
Job responsibilities
Please see attached Job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies?
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Job description
Job responsibilities
Please see attached Job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies?
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Person Specification
Qualifications
Essential
- NVQ level 4 in Business Administration or equivalent qualification or level of knowledge.
Knowledge
Essential
- Good working knowledge of MS Office Suite.
- Current issues facing the NHS and the importance of quality data
- Understanding of the requirements of confidentiality and GDPR
Desirable
- Previous NHS IT/Informatics experience
- Electronic Staff Record (ESR) System maintenance
- Experience of devising course material
Skills
Essential
- Demonstrate excellent organisational skills
- Understanding of databases and/or principles of dataflows across multiple systems
- Able to prioritise workload effectively and work to tight deadlines.
- Able to build and maintain effective relationships and work across a wide range of contacts
- IT literate - MS Office package
- Demonstrate good attention to detail
- Ability to provide and receive complex information
- Excellent interpersonal skills including the ability to build working relationships with internal and external colleagues
- Analytical and problem solving skills
- Excellent proven customer service skills
- Good level of numeracy and literacy.
- Ability to work without close supervision and use own initiative
- Ability to work to flexibly and to deadlines whilst under pressure, balancing conflicting workloads.
- Work methodically with accuracy ensuring attention to detail
Other
Essential
- Positive/Assertive
- Well Organised
- Approachable
- Demonstrate initiative
- Ability to work under pressure
- Polite and tactful
Person Specification
Qualifications
Essential
- NVQ level 4 in Business Administration or equivalent qualification or level of knowledge.
Knowledge
Essential
- Good working knowledge of MS Office Suite.
- Current issues facing the NHS and the importance of quality data
- Understanding of the requirements of confidentiality and GDPR
Desirable
- Previous NHS IT/Informatics experience
- Electronic Staff Record (ESR) System maintenance
- Experience of devising course material
Skills
Essential
- Demonstrate excellent organisational skills
- Understanding of databases and/or principles of dataflows across multiple systems
- Able to prioritise workload effectively and work to tight deadlines.
- Able to build and maintain effective relationships and work across a wide range of contacts
- IT literate - MS Office package
- Demonstrate good attention to detail
- Ability to provide and receive complex information
- Excellent interpersonal skills including the ability to build working relationships with internal and external colleagues
- Analytical and problem solving skills
- Excellent proven customer service skills
- Good level of numeracy and literacy.
- Ability to work without close supervision and use own initiative
- Ability to work to flexibly and to deadlines whilst under pressure, balancing conflicting workloads.
- Work methodically with accuracy ensuring attention to detail
Other
Essential
- Positive/Assertive
- Well Organised
- Approachable
- Demonstrate initiative
- Ability to work under pressure
- Polite and tactful
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).
