Job summary
Part time 17 hours and 15 minutes per week
The HR People Systems Teams are responsible for the production of all people related management information using systems such as ESR and eRoster systems. It is also responsible for the issuance of ID badges and Smart cards for the Trust and managing the administration transactional input into ESR
We are looking for an enthusiastic and committed individual to join us to support our People Systems Team working within the Human Resources function at our office in Regent Point, Gosforth.
You will have a proactive and positive approach, with some experience using HR systems, ideally with the ESR and RA systems, the role will involve working at a computer screen during every shift.
The role would suit someone who enjoys systems and process improvement, interaction with people and the ability to work well under pressure to ensure deadlines are met.
The role is a part time position where hours can be flexible to suit both the right candidate and the requirements of the service.
Although specific system experience is not essential, applicants should be able to demonstrate a good understanding of IT systems to meet the requirements of this role and be keen to learn.
Main duties of the job
This role will work primarily within the Registration Authority and the Employee Staff Record (ESR), alongside other associated HR systems for example HealthRoster.
You will require excellent attention to detail, good organisational skills, be a proactive communicator with a positive customer service approach and a team player.
Duties include:
Providing administration support to the onboarding processes including the production of ID badges and smart cards, input of data into the electronic staff record (ESR), creation of user accounts.
Providing efficient telephone support to systems users across the Trust.
Meet and greet new starters at reception at RVI and Freeman for ID check checking, ID badge and smart card issue and to support individual staff queries.
Be a main point of contact for HR people systems enquiries via email, phone and in person.
Input of accurate data into Electronic Staff Records (ESR) and other HR systems to support the Trust with access to high quality information.
General administrative and clerical duties as required.
Interview Date: 14th June 2023
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with over 18,000 staff and an annual income of £1 billion.
Rated 'Outstanding' by theCQC for the second consecutive time in 2019, we have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 1.84 million patients 'contacts' each year, delivering high standards of healthcare.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
To work in close collaboration with managers and staff to provide first line support in the form of a help desk, assisting with queries. Postholder must be adaptable to cover holiday/sickness for other staff within the team. To work as part of the People Systems team providing an efficient service covering all aspects of administration To co-ordinate the Trusts RA processes for staff including the processing of access control requests, issuance of NHS CRS Smartcards to all Trust staff and the assignment of appropriate access, liaising with other departments such as Workforce Information, Medical Staffing, Staff Bank, and IT Provide general advice to staff and managers on terms & conditions, policy, procedure, and good working practice. To support the RA team with the production, administration and delivery of the ID badge/Smartcards and clinics at the acute sites.
Job description
Job responsibilities
To work in close collaboration with managers and staff to provide first line support in the form of a help desk, assisting with queries. Postholder must be adaptable to cover holiday/sickness for other staff within the team. To work as part of the People Systems team providing an efficient service covering all aspects of administration To co-ordinate the Trusts RA processes for staff including the processing of access control requests, issuance of NHS CRS Smartcards to all Trust staff and the assignment of appropriate access, liaising with other departments such as Workforce Information, Medical Staffing, Staff Bank, and IT Provide general advice to staff and managers on terms & conditions, policy, procedure, and good working practice. To support the RA team with the production, administration and delivery of the ID badge/Smartcards and clinics at the acute sites.
Person Specification
Qualifications & Education
Essential
- NVQ level 3 in administration or equivalent qualification or equivalent level experience
Knowledge & Experience
Essential
- Working knowledge and understanding of confidentiality e.g. awareness of requirements of Data Protection Act, Freedom of Information Act, Trust's Confidentiality Statement
- Working knowledge and understanding of Microsoft packages Word and Excel etc.
- Knowledge of employment processes and electronic staff records
Desirable
- NHS experience
- Awareness of terms & conditions of employment
- Knowledge of Registration Authority (RA), Electronic Staff Record (ESR), eRostering its procedures and applications
Skills & Abilities
Essential
- Excellent IT skills and knowledge of windows based software
- Proven excellent Customer Care Skills
- Ability to work unsupervised: o Prioritise work as necessary o Work well under pressure and deliver to tight deadlines on a daily basis
Values I Behavioural I Attitudes
Essential
- Good communication and interpersonal skills, highly organised and self-motivated
- Flexible approach to work and ability to work as part of a team: o Friendly and professional attitude o Calm and confident manner
Person Specification
Qualifications & Education
Essential
- NVQ level 3 in administration or equivalent qualification or equivalent level experience
Knowledge & Experience
Essential
- Working knowledge and understanding of confidentiality e.g. awareness of requirements of Data Protection Act, Freedom of Information Act, Trust's Confidentiality Statement
- Working knowledge and understanding of Microsoft packages Word and Excel etc.
- Knowledge of employment processes and electronic staff records
Desirable
- NHS experience
- Awareness of terms & conditions of employment
- Knowledge of Registration Authority (RA), Electronic Staff Record (ESR), eRostering its procedures and applications
Skills & Abilities
Essential
- Excellent IT skills and knowledge of windows based software
- Proven excellent Customer Care Skills
- Ability to work unsupervised: o Prioritise work as necessary o Work well under pressure and deliver to tight deadlines on a daily basis
Values I Behavioural I Attitudes
Essential
- Good communication and interpersonal skills, highly organised and self-motivated
- Flexible approach to work and ability to work as part of a team: o Friendly and professional attitude o Calm and confident manner
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).
