HOURS: 37.5. RESPONSIBLE TO: Workforce Intelligence Manager ... data and in improving the accuracy and completeness of t
JOB DESCRIPTION 1.
General Information
JOB TITLE: Workforce Intelligence Officer GRADE: 4 DEPARTMENT: Workforce HOURS: 37.5 RESPONSIBLE TO: Workforce Intelligence Manager ACCOUNTABLE TO: Associate Director Strategic HR Guy’s & St Thomas NHS Foundation Trust Guy’s and St Thomas’ is one of the largest hospital trusts in the country, with around 13,200 staff; an annual turnover of more than £1.2 billion; and 2 million patient contacts a year. Our hospitals have a long and proud history, dating back almost 900 years, and have been at the forefront of medical progress and innovation since they were founded. We continue to build on these traditions and have a reputation for clinical, teaching and research excellence. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. We also have a positive approach to corporate social responsibility and are keen to engage our staff in an agenda that ranges from promoting environmental sustainability to the creation of local employment opportunities. We are part of King’s Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between one of the world’s leading research-led universities and three of London’s most successful NHS Foundation Trusts. Our AHSC is one of only five in the UK and consists of King’s College London and Guy’s and St Thomas’, King’s College Hospital and South London and Maudsley NHS Foundation Trusts.
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Organisational Values: The post holder will: Put patients first - consider the patient’s needs and wishes in all that they do Take pride in what they do – strive for highest standards on own work and challenge colleagues to do the same Strive to be the best – in terms of patient care & teamwork 2.
Act with integrity - maintain the privacy & dignity of patients, work with integrity and be trustworthy, be accountable for own work Respect others – patients, visitors and colleagues. Actively give and receive feedback .
Job Summary
3.
To support the provision of an effective and efficient workforce intelligence service to the Trust and to provide support in providing quality information Run standard reports from the Electronic Staff Record system when required and distribute appropriately. To assist in ensuring the integrity of the Trusts’ Electronic Staff Records (ESR) Human Resource information system
Key Relationships
Build effective relationships with staff from HR, IT, Payroll, Finance and other teams/areas as appropriate. 4.
Duties and Responsibilities
Workforce Intelligence
To produce regular and ad hoc Workforce information Produce and submit timely regular workforce data and responsible for the timely completion and submission. Production of regular workforce information reports for Workforce Department, and others and to respond to queries arising from these reports. To be fully conversant with all aspects of the ESR system with regards to HR information and reporting capabilities and to utilise the reporting capacity of ESR and Discovery to write specific reports to deliver complex information on the workforce. To maintain the quality and content of data held within ESR, by auditing the data and in improving the accuracy and completeness of the database by regular checks and cleanses of the data. Monitor confirmations of professional registrations, work permits and visa expiries using the ESR system and Professional Registration interfaces, and liaise with Workforce colleagues to ensure minimum possible lapses occur.
Workstructures administration Page 2 of 7
With the support and guidance from the Workforce Systems Officer the post holder will action all workstructures related transactions on ESR.
Carry out creation, amendment and deletion of positions and other associated changes in relation to workstructures on ESR, whilst ensuring governance protocols are followed.
Identify workstructures data quality issues, reasons and propose solutions to overcome these.
Undertake ongoing monitoring, audit and evaluation of processes, documentation and provide suggestions for improvements.
Systems support
Promote the ESR system and act as a champion for the system to encourage acceptance by users.
Help run the ESR helpdesk service for users by providing timely support and advice. Carry out initial analysis of all queries and triage them to relevant team members accordingly.
Provide administrative support for the Super Users Group, including taking minutes.
Carry out ESR system administration, including the creation and amendments of user accounts; password re-sets, whilst ensuring governance protocols are followed.
Identify data quality issues, reasons and propose solutions to overcome these and support any data cleanse exercise.
Collate and document feedbacks, issues and comments from users and managers and use these to investigate and develop future improvements to systems.
Provide basic training on the use of ESR for new staff, for example logging on and navigating through the system.
Other areas
Support Workforce Intelligence Manager in compiling workforce planning activities and compiling workforce planning returns to HESL as appropriate to support the Trust’s service and business planning.
Provide cover on other functions of the Workforce Systems & Intelligence Team.
Undertake any other duties commensurate with the posts that could be reasonably required. Page 3 of 7
The post holder is required to follow Trust policies and procedures which are regularly updated including: Confidentiality / Data Protection / Freedom of Information Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the Trust’s FOI procedure if they receive a written request for information. Equal Opportunities Post holders must at all times fulfil their responsibilities with regard to the Trust’s Equal Opportunities Policy and equality laws. Health and Safety All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trust’s health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees. Infection Control All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with Trust infection screening and immunisation policies as well as be familiar with the Trust’s Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps. Risk Management All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trust’s use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated by the Trust to be mandatory. Safeguarding children and vulnerable adults Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role. Sustainability Page 4 of 7
It is the responsibility of all staff to minimise the Trust’s environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimising water usage and reporting faults promptly. Smoking Policy It is the Trust’s policy to promote health. Smoking, therefore, is actively discouraged. It is illegal within Trust buildings and vehicles. Review of this Job Description This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder.
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PERSON SPECIFICATION POST: Workforce Systems & Information Assistant DEPARTMENT: Workforce
ESSENTIAL
DESIRABLE
Education/ Qualifications
Diploma level qualification or equivalent experience in a systems or information area
Graduate degree in information management or computing subject.
Experience
Experience of using ESR or equivalent database (HR or Finance).
Previous experience of working in the NHS
Experience of working in an office environment
Experience of providing user support
Experience of providing excellent customer service Experience of workstructures Experience of effective prioritisation and co-ordination of a varied workload and to tight deadlines Skills/ Knowledge/ Ability
Good knowledge of Microsoft Office, in particular Word and Excel (including Pivot tables and charts)
Able to use Discoverer
Ability to understand, manipulate and present numerical / statistical data in a variety of user-friendly formats A highly methodical and organised approach to work, demonstrating attention to detail. Able to work effectively with people at all levels Ability to work collaboratively with others and positively contribute to project or working groups Excellent communication skills (oral and written). Problem solving ability including identifying and preempting problems arising. Ability to collate, input and analyse data systematically and accurately. A flexible and logical approach to work. Able to organise and prioritise workload
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Able to work unsupervised
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