Workforce Intelligence Administrator

Job description

Job responsibilities

ESR Support Hub

1. As the key member of the ESR support hub, the postholder will be responsible for providing first class customer service support and advice to system users on all aspects of ESR. This will cover a variety of different telephone and email enquiries ranging from user access, e-learning support to supporting and advising staff to update their data. Where the query cannot be resolved, then the postholder will be responsible for signposting/directing the employee to another team.
2. To ensure that the helpdesk log is completed for each support call.
3. To produce monthly reports on the number of support queries including the time to resolve.

Workforce Data and Information

1. To ensure that the ESR appraisal in-box and ESR review in-box is monitored daily and any new information is updated in ESR.
2. On a weekly basis, to review ESR email addresses and input any missing data.
3. To support the Workforce Intelligence Officers on ESR workstructures administration.
4. To support the Workforce Intelligence team with the production of accurate workforce information where required.
5. Support the Trust to remain compliant with its Policy on Professional Clinical Registration and Right to Work and DBS checks by producing monthly reports and identifying pending expiry dates.
6. As a result of these activities, the postholder may recommend changes to the process and policy for managing professional registrations, right to work and DBS checks.
7. To review and action all ESR notifications relating to Professional Registrations, Right to Work and DBS.
8. To ensure that the ESR Workforce Dashboard daily ESR extract is run.
9. To add managers to the ESR Workforce Dashboard.

Data quality

1. To produce a monthly data quality report highlighting any areas of concern.
2. To provide advice to and work with colleagues to ensure that any missing or incorrect data is corrected.
3. To review the monthly data quality report (WOVEN) and put in place any required actions to improve the Trusts ranking.
4. To produce a monthly recruitment data quality report and provide advice and work with recruitment colleagues to improve the quality of starter data.
5. To liaise with colleagues in the Scheduling team to identify any data quality issues between ESR and GRS and to jointly deliver agreed changes.
6. To support any activities which will improve ESR data quality.

ESR Systems Administration

1. To ensure that the ESR organisational hierarchy is kept up to date to reflect the operational and financial structure of the Trust
2. To ensure that all position requirements are kept up to date including DBS, Professional Registration and Competency Requirements
3. To provide systems administration support to the eForms system.
4. To raise service requests (SRs)
5. To create new starter records for non-payroll staff.
6. Responsible for reviewing user notices and briefing colleagues where appropriate and/or taking action where required.

Positions Based Access Control (PBAC) - ESR Smartcards

1. To help and advise colleagues with ESR Smartcard queries and requests.
2. To provide advice and support to all key stakeholders on PBAC related issues.
3. To be responsible for the updating of user accounts and User Responsibility Profiles (URPs).
4. To produce a list of URP holders on a monthly basis.

Other

1. To ensure that the Freedom of Information log is maintained on a monthly basis.
2. To update the LAS ESR Internet pages
3. To be responsible for the delivery and maintenance of the weekly and monthly reporting schedule
4. To co-ordinate the external ESR training courses for core users
5. To co-ordinate internal core user training
6. To provide support and basic training to system users

To assist with troubleshooting and resolving issues with internal and external technical support.

Person Specification

Qualifications

Essential

• Educated to A level standard or equivalent ECDL, or equivalent

Experience

Essential

• Significant experience working in office administration
• Working with sensitive information
• Developing, managing and maintaining both paper and computer based filing systems

Desirable

• Working on a helpdesk or similar environment

Knowledge

Essential

• Accurate with attention to detail
• Ability to concentrate when carrying out data entry over sustained periods
• Ability to input large amounts of data quickly and accurately
• Ability to analyse statistical information
• Good communication skills
• Ability to promote and deliver a customer focused service
• Adaptable and the ability to work flexibly dependent on circumstances
• Ability to manage / organise own workload and plan work according to changing priorities and deadlines
• Advanced keyboard skills including excellent use of Microsoft Office applications including e- mail, Word & Excel
• Proficient in the use of PowerPoint and preparing high quality audio/visual presentations
• Use of ESR or other HRIS for data inputting and reporting
• Good report writing and presentation skills

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

London Ambulance Service NHS Trust

Address

Waterloo HQ

220 Waterloo Road

London

SE1 8SD

Employer's website

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