Job vacancy: Workforce Information Assistant, Northampton General Hospital NHS Trust, Northampton

Job summary

Main area: Workforce Information
Grade: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 265-6340985

Employer: Northampton General Hospital NHS Trust
Employer type: NHS
Site: Northampton General Hopsital
Town: Northampton
Salary: £22,816 - £24,336 Band 3
Salary period: Yearly
Closing: 31/07/2024 23:59

Workforce Information Assistant

Band 3

Detailed job description and main responsibilities

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

Person specification

Skills & Abilities

Essential criteria

Standard keyboard skills
Good IT skills including Microsoft Word and Excel

Desirable criteria

Ability to demonstrate and work in a confident, assured and professional style

Knowledge & Experience

Essential criteria

General office/secretarial experience
Experience of using Microsoft Office and Excel
Use of and knowledge of management information systems.

Desirable criteria

Good knowledge and experience of working within the NHS

Education, Training

Essential criteria

Good general education to GCSE level or equivalent
NVQ Level 3 or equivalent

Desirable criteria

Evidence of further development and study and/or qualifications

At Northampton General Hospital we provide general acute services and hyper-acute stroke, vascular and renal services to people living in Northamptonshire. As well as this we are an accredited cancer centre and provide cancer services to a wider population of Northamptonshire and parts of Buckinghamshire.

We are proud to be the first hospital in the UK to have obtained Pathway to Excellence® designated accreditation from the American nurses credentialing centre (ANCC).

We celebrate staff achievements and value the importance of working as one big team. That’s why we talk about Team NGH. It’s all about working together to provide the best possible care for our patients and supporting each other to grow and develop our skills. We are driven to helping you to be the best you can be.

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. 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.

Apply today and join the largest family in Northamptonshire.

Our Excellence Values:

Compassion
Respect
Integrity
Courageous
Accountable

To apply for this post, scroll down to the bottom of this page and select “apply online now”.

In submitting an application form, you authorise Northampton General Hospital to confirm any previous NHS service details via the Electronic Staff Record Inter Authority Transfer process should you be appointed to the post.

Due to the high number of applications received we are unable to respond to each application individually. If you have not been contacted within 4 weeks of the closing date you have been unsuccessful in this application.

For further information on nursing, apprenticeships, A&E or any other departments please visit our specific website or pages that are indicated on the right hand side of this advert.

Northampton General Hospital NHS Trust recognises that staff of differing backgrounds and life experiences enrich our workforce and bring different skills and knowledge. We therefore encourage and welcome applications for our vacancies from all candidates regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

PLEASE NOTE THAT WE RESERVE THE RIGHT TO CLOSE VACANCIES PRIOR TO THE ADVERTISED CLOSING DATE WHEN WE ARE IN RECEIPT OF SUFFICIENT APPLICATIONS