Workforce Information Assistant

Job description

Job responsibilities

REGISTRATION AUTHORITY

1) As RA Agent, administer the RA system, grant and issue new smartcards.

2) To troubleshoot smartcard access problems unlocking and re-issuing smartcards

when necessary.

3) To maintain the RA database and ensure smartcards for leavers are cancelled in a

timely manner.

4) To provide administrative support to the Workforce Information / RA Manager and

contribute to RA audits.

INFORMATION AND REPORTING

1) Collate, manipulate and generate accurate workforce data and regular workforce

information reports as required for Line Managers, Directorates, HR Business

Partners, Finance Directorate and Senior Management.

2) Take full ownership of the quality of all reports provided, develop improvements and

escalate any issues to the Workforce Information / RA Manager.

3) Maintain and update Workforce Information databases and spreadsheets as

required.

4) Collate, manipulate and generate accurate workforce data and regular workforce

information reports as required for Line Managers, Directorates, HR Business

Partners, Finance Directorate and Senior Management.

5) Take full ownership of the quality of all reports provided, develop improvements and

escalate any issues to the Workforce Information / RA Manager.

6) Maintain and update Workforce Information databases and spreadsheets as

required.

7) Ensure workforce data capture and reporting mechanisms are effective, making

recommendations to the Workforce Information / RA Manager and implementing

changes as appropriate.

8) Reconcile complex data paying particular attention to detail and potential errors over

prolonged period.

ELECTRONIC STAFF RECORD (ESR)

1) Develop and maintain a good understanding of the ESR functionality to produce

requisite reports as and when necessary.

2) Provide accurate input of confidential information relating to staff and positions onto

the ESR payroll system.

3) To act as a point of contact for payroll and pension enquiries related to the ESR

system, liaise with the Payroll Provider to resolve any issues.

4) To run regular reports from ESR to support Directorates and Departments as

required.

5) To run regular reports from ESR to support the work permit checks.

6) To help the Workforce Information Manager and Head of Workforce Planning and

Projects to provide training on aspects of ESR to the Trust and the wider HR team

e.g. Employee Self Service.

ADMINISTRATION

1) Provide general administrative support to the Workforce Information / RA Manager,

including project management support, minutes, action logs and diary management.

2) Carry out administration tasks for the Workforce Information Team as appropriate,

this includes, P45 administration, photocopying, filing, collating information &

workforce reports.

3) Ensure proper filing of sensitive workforce information, both paper and electronic, in

established filing systems, following agreed internal processes. Ensure that these

systems are continually maintained allowing timely access to all workforce

information.

4) Provide administrative support for workforce related interfaces with ESR, e.g. Care

Identity Services (CIS) and the Deanery Interfaces.

5) Provide administration of Certificates of Sponsorship (Tier 2) within the Trust and

ensure timely renewals.

6) To approve TRAC requests and update positions in ESR in absence of Workforce

Information / RA Manager.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent
• Evidence of CPD

Desirable

• European Computer Driving License (ECDL)
• Business Administration (Level 3)

Experience

Essential

• Experience of using ESR
• Administrative experience in a busy, customer-focused environment
• Experience of dealing with staff of all levels
• Experience of using a variety of computer packages and databases, including Microsoft Office / 365

Desirable

• Experience of using SharePoint
• Experience of working in Workforce Information / HR environment
• Experience of project work and associated administration

Knowledge

Essential

• Knowledge and understanding of ESR
• Knowledge of Data Protection and its application to workforce information
• Understanding of the need of confidentiality awareness at all times
• Understanding of information governance requirements within the NHS

Desirable

• Thorough understanding of Workforce Information in the NHS
• Understanding of NHS Terms and Conditions of Service
• Knowledge and understanding of the RA function

Skills

Essential

• Attention to detail
• Organisational skills
• Analytical thinking
• Communication skills
• Problem solving
• Confidentiality
• Teamwork
• Adaptability
• Pro-activeness

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust

Address

Luton Site

Nova House - Luton and Dunstable Hospital

Luton

LU4 0DZ

Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)