Job summary
- Main area
- Human Resources
- Grade
- 3
- Contract
- 12 months (Fixed Term Contract End Date: 31st October 2025)
- Hours
- Part time - 17 hours per week
- Job ref
- 384-RD-EMF16652
- Employer
- Royal Surrey NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Surrey Hospital
- Town
- Guildford
- Salary
- £24,008 - £25,553 Pro Rata Per Annum inc. HCAS
- Salary period
- Yearly
- Closing
- 04/08/2024 23:59
Employer heading
Workforce Information Administrator
3
Job overview
We have an exciting opportunity for an administrator to join our Workforce Information team based in Guildford, Surrey. We can offer up to 17 hours per week, ideally to be worked over 3-4 days.
We are a friendly, forward thinking, proactive team, ensuring that requirements for workforce reporting are achieved and that we are supporting innovative technologies across HR.
You will be responsible for a designated set of standard reports, deal with our shared email inboxes to respond to queries and participate in the general work of the team supporting the data quality of ESR, system administration and other HR processes.
We are seeking someone with good knowledge and experience of Microsoft Office, particularly Microsoft Excel, with previous office administration experience. This post requires a team player with a can-do attitude, flexible approach to work and an ability to prioritise demands. A high level of accuracy and attention to detail is essential. Previous NHS experience with knowledge of ESR would be an advantage, although training on specific systems will be given.
There will be an excel assessment as part of the interview process.
The position is fixed term until end of October 2025.
Main duties of the job
The key system for the Trust’s workforce information is ESR (Electronic Staff Record). The system is used to capture the Trust’s workforce information including employee personal data, pay, establishment and employment history. Other workforce systems are used to report bank & agency usage, training records and recruitment data.
The post holder will be responsible supporting the team with administrative tasks and to undertake standard reporting from ESR and other systems.
Assist with the facilitation and administration of the Trust’s Establishment Monitoring Form (EMF) process, ensuring EMFs are forwarded for approvals and access requests are processed in a timely manner.
Responsible for logging appraisals received via the Appraisal Record into ESR in an accurate and timely manner.
Responsible for maintaining a log of HR related FOI requests, and forwarding them to the appropriate teams for action. Monitor and follow up requests to ensure deadlines are met, and escalate where necessary to the Workforce Information Manager.
Responsible for the management of the ESR Self Service inbox, responding to requests for password resets and other ESR related queries from employees.
Run monthly data usage reports for ESR Self Service to monitor and track statistics of usage.
Working for our organisation
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
Detailed job description and main responsibilities
KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES
Responsible for running bi-weekly data quality audit reports from ESR to monitor and maintain the quality of information. Liaise with ESR users to ensure corrections and amendments are made where necessary.
Prepare and provide data and initial analysis as requested; data may cover recruitment, diversity, turnover and staff in post information.
Identify potential trends, issues and areas of interest for further investigation within workforce data and progress these in line with departmental and Trust requirements.
Ensure information is prepared and quality checked before release.
Responsible for the review and completion of the monthly data quality validation requests from IBM and other external bodies. Ensure that amendments/corrections are actioned and review procedures where necessary to maintain future accuracy.
Responsible for the production of a dedicated section of the weekly and monthly suite of reports for managers, other Trust staff and external bodies.
Assist with reporting from other non-ESR information systems. E.g. Healthroster.
Ensure the presentation of information is in a clear and meaningful manner which is understandable to its audience.
Run reports from ESR and other information systems and download data to Microsoft Excel to produce ad hoc reports as necessary, including production of graphs and charts; this will include the use of lookups and pivot tables.
Person specification
Qualifications
Essential criteria
- Good standard of general education, including numeracy and literacy skills.
- NVQ 3 in Business Administration or equivalent work experience
Knowledge and Experience
Essential criteria
- Intermediate level knowledge of Microsoft Office Suite to include Outlook, Word, Excel and PowerPoint
- Experience of working in an administrative role
Desirable criteria
- Previous experience of working with ESR in the NHS
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Justine Neeve
- Job title
- Workforce Information Manager
- Email address
- [email protected]
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