Crynodeb o'r swydd
Teitl cyflogwr
Workforce Information Assistant
Band 3
Trosolwg o'r swydd
University Hospitals of Northamptonshire NHS Group is seeking a dedicated and efficient Workforce Information Assistant to join our Workforce Information team. This role is pivotal in ensuring the accurate and timely management of workforce information, supporting the Learning and Development services, and maintaining data quality across the Trust's systems.
As a Workforce Information Assistant, you will provide central administration services, including collating and inputting workforce data and producing standard reports. You will also be responsible for ensuring data quality within the Electronic Staff Record (ESR) system, ensuring all payroll-related data is accurately inputted in accordance with monthly pay cycle deadlines.
Your role will involve daily administrative duties, responding to the department's dynamic priorities, and ensuring adherence to confidentiality and statutory requirements. You will be the first point of contact for all enquiries to the Workforce Information team, providing excellent customer service and resolving issues promptly.
The role also involves liaising with other departments, such as Payroll and HR Service Centre, to resolve data queries and ensure the accuracy of ESR entries. You will support the Workforce Systems Manager and ESR Lead in workforce planning processes and lead regular data validation exercises to maintain the integrity of employee records.
Prif ddyletswyddau'r swydd
As a Workforce Information Assistant you will be required to:
- Provide comprehensive administration support to the Workforce Information and Learning & Development teams
- Provide efficient customer service to staff
- Accurately maintain the Electronic Staff Record system while adhering to deadlines
- Assist with monthly reports
Gweithio i'n sefydliad
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Swydd ddisgrifiad a phrif gyfrifoldebau manwl
ROLE AND RESPONSIBILITIES
- To provide an efficient, customer focused service, to staff that visit or contact the Workforce and Learning & Development Centre, dealing with enquiries promptly, taking actions as necessary and directing accordingly.
- To be the first point of contact for all enquiries to the Workforce and Learning & Development centre, including dealing with complaints, referring to the Learning and Development Manager as appropriate.
- To input Notification of Change, Notification of Leaver, and New Starter Forms in a timely manner, ensuring Payroll deadlines are met.
- To maintain the Workforce Information inbox and file notifications received in preparation for input to ESR.
- To assist with monthly BI and Ad-hoc reporting on workforce information as and when required.
- To undertake cleansing of existing data, including meeting the requirements of the national WOVEN data quality exercise, to ensure that all data held in ESR is as accurate and up-to-date as possible.
- To assist in the maintenance of position and Trust structure details within ESR.
- To liaise with other relevant departments within the trust such as Payroll and HR Service Centre to resolve queries and ensure accuracy and timeliness of ESR data entry.
- To refer queries relating to Notification paperwork back to the originator for clarification and correction where necessary, ensuring that input deadlines are met.
- To assist employees with queries relating to their ESR record, and refer them to the Workforce Information Analyst or Workforce Systems Manager if required.
- To support the Workforce Systems Manager in the workforce planning process as required
- To report and record all Professional Registrations (excluding Doctors) data and ensure managers are informed of any lapses.
- To lead on the administration of regular data validation exercises for Employees’ personal details.
- To provide help desk support for employees and managers using ESR following any future rollout of Employee or Manager Self Service.
- Develop a working knowledge of the Trusts E-Rostering system and its interface with ESR to enable cross-cover for colleagues as may be required from time to time.
Learning & Development
- Working as part of the L&D team, ensure that all mandatory, non-mandatory, clinical and non-clinical course information is inputted accurately into the OLM system
- Ensure that inputting is completed within the published reporting timeframe
- Ensure the Bank office are informed of bank staff that have attended training sessions as soon as possible and then input onto OLM
- Input mandatory training and e-learning sessions completed by staff onto OLM
- Input staff appraisal information onto OLM
- Input staff Local Induction checklists onto OLM.
- Ensure that OLM is kept up to date and data quality is checked and issues raised with team and/or Learning & Development Manager
- Run basic reports from OLM as and when required
- Use OLM to provide staff with their training record
- Answer staff queries of their mandatory training record
- Assist staff members and visitors with their enquiries
- Book staff onto requested training sessions
- Produce attendance registers for diarised training sessions
- Assist and co-ordinate with the Trust and external facilitators with training sessions they require to book and co-ordinating training prior to and on the day
Manyleb y person
Skills & Abilities
Meini prawf hanfodol
- Standard keyboard skills
- Good IT skills including Microsoft Word and Excel
Meini prawf dymunol
- Ability to demonstrate and work in a confident, assured and professional style
Knowledge & Experience
Meini prawf hanfodol
- General office/secretarial experience
- Experience of using Microsoft Office and Excel
- Use of and knowledge of management information systems.
Meini prawf dymunol
- Good knowledge and experience of working within the NHS
Education, Training
Meini prawf hanfodol
- Good general education to GCSE level or equivalent
- NVQ Level 3 or equivalent
Meini prawf dymunol
- Evidence of further development and study and/or qualifications
Dogfennau i'w lawrlwytho
Rhagor o fanylion / cyswllt ar gyfer ymweliadau anffurfiol
- Enw
- Sandra M Rojo-Martinez
- Teitl y swydd
- Workforce Information Assistant
- Cyfeiriad ebost
- [email protected]
- Rhif ffôn
- 01604544745
- Gwybodaeth i gefnogi eich cais
Working hours: 7:30 - 3:30 pm
Rhestr swyddi gyda Northampton General Hospital NHS Trust yn Gwasanaethau gweinyddol neu bob sector