Job vacancy: Workforce Systems Administrator, Liverpool University Hospitals NHS Foundation Trust, Liverpool

Job summary

Main area: Workforce Systems
Grade: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 287-CEF-17-24-A

Employer: Liverpool University Hospitals NHS Foundation Trust
Employer type: NHS
Site: All Sites
Town: Liverpool
Salary: £22,816 - £24,336 per annum
Salary period: Yearly
Closing: 10/07/2024 23:59

Workforce Systems Administrator

Band 3

Detailed job description and main responsibilities

Manage and maintain the document and data control process within the Workforce Systems team, using defined systems
Issue any relevant progress reports to the manager regarding any project or programmes of work being undertaken.
Correlation of all documentation, logging, filing and distribution accordingly, ensuring accurate audit trail is maintained
Control the quality system within the Workforce Systems team, capturing all relevant processes, and review regularly.
To attend and minute meetings as and when required, maintain a log of required actions and decisions.
To pro-actively manage the actions log providing updates as required by the Manager.
Provide administrative support to the Workforce Systems team in all aspects of work relating to improvement projects. This will also include the co-ordination of diaries, arrangement of meetings, venues and catering requirements etc.
Undertaking general administration duties including typing, photocopying, distributing and filing all correspondence, dealing with incoming mail and telephone calls/enquiries.
Maintain an effective ‘bring forward’ system, ensuring that deadlines are adhered to and action is taken as appropriate.
Carry out any other relevant duties that may be requested to ensure the systems within the rostering team are under control.
Create spreadsheets from data generated on relevant workforce systems. The reports are provided as and when necessary
Responsible for liaising with internal and external departments to resolve issues relating to employee data collection and input of information.
To provide RA, and PBAC (Position Based Access Codes) access and support for service requests and troubleshooting problems relating to RA and Smartcard access in line with Local and National Guidelines.

Person specification

Qualifications

Essential criteria

GCSE English Language & Maths or equivalent.
RSA 2(or equivalent) Typing/WP ability

Desirable criteria

Ability to produce documents to a high standard.

Experience

Essential criteria

Demonstrable previous document/system control experience.

Desirable criteria

Knowledge of NHS and/or Project Management environment advantageous.
Knowledge of Smartcards
Knowledge of ESR
Assisting with users of systems

Knowledge

Essential criteria

Thorough understanding of MS Office software packages, including Microsoft Outlook.
Excellent knowledge and understanding of MS Word and associated packages. Must possess fast accurate typing skills

Desirable criteria

Advanced Word, Excel, Powerpoint, Database Management Project Office software, e.g. MS Project Standard
Knowledge of Medical & Dental Staff

Skills

Essential criteria

Ability to work within a high pressure environment, and have the ability to multi-task

Desirable criteria

Ability to input system data to an acute attention to detail

Other

Essential criteria

Excellent interpersonal skills, the ability to communicate effectively with all members of the Project Team and the Trust, and externally with project advisors
Must be a self-start who will approach tasks in a co-ordinated manner and with sensitivity, thus ensuring tasks are completed efficiently and on target, with minimum supervision.
Must have an excellent telephone manner. Must possess a sense of humour, confident nature and remain calm in a crisis.

Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.

Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.

We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.

Candidates applying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months’ of their 18^th birthday.

The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.

The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £18+£5 (standard disclosure) or £38+£5 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment.

From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults’ policy and comply with the Local Safeguarding Children and Adult Board procedures.

Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.

All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.

As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

Please note: new entrants to the NHS will commence on the first paypoint of the relevant band.