Workforce Information and Systems Manager
| Posting date: | 11 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £35,392 - £42,618 Per Annum |
| Hours: | Full time |
| Closing date: | 11 May 2024 |
| Location: | Ashton-Under-Lyne, OL6 9RW |
| Company: | Tameside and Glossop Integrated Care NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6209591/245-MGR6WF-04-24 |
Summary
A Vacancy at Tameside and Glossop Integrated Care NHS Foundation Trust.
Workforce Information and Systems Manager
Band 6 - Permanent vacancy
An exciting opportunity for a qualified and experienced Workforce Information and Systems Manager has arisen within our Employee Services Department.
With experience in data collation and analysis, and associated software systems, along with a solid understanding and practical experience in workforce data, metrics, data manipulation, producing reports and recommended actions and excellent presentation, organisation, and problem-solving skills, you will play a key role in our team, as we move forward with our constantly developing team.
You will have the opportunity of working closely with stakeholders across the Trust and externally, identifying key information to meet the requirements and appropriate methods for sourcing, and presenting across different formats, building on your existing skills.
Ideally, you will have experience working within a similar role for the NHS, experience with NHS systems - such as ESR, as well as Business Intelligence software such as People Analytics, QlikView, Tableau, etc
This is a permanent, full-time role and will be primarily based at our site in Tameside. Hybrid/flexible working options are available and can be discussed at interview.
Provisional Interview date: 24th April 2024
****Please note there will be a requirement to undertake a test and/or presentation during the interviews****
To lead on the delivery of a comprehensive workforce information service to continually meet needs of the Trust.
To ensure that all workforce reports and returns meet internal and external requirements and are completed accurately, validated and submitted to required deadlines, co-ordinating and liaising with colleagues as appropriate.
To provide specialist systems administration support to the Electronic Staff Records (ESR) system, acting as the ESR super user.
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
• Safety
• Care
• Respect
• Communication
• Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+ & Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
SECTION 1- MAIN RESPONSIBILITIES:
• Responsible for the production, analysis, interpretation and validation of statistical workforce information using workforce information systems available as required.
• Produce HR performance information, national and regional statutory reports, national benchmarking data and other ad hoc reports, liaising with stakeholders to identify changing requirements.
• Responsible for planning and implementing any future workforce systems/modules/enhancements as appropriate, working collaboratively with stakeholders.
• Lead the delivery of Trust-wide workforce systems and data strategy and policies in the Trust.
• Planning and implementing innovative technology across workforce systems, such as RPA and AI.
• Contribute to strategic workforce planning activity through the production of high-quality data analysis.
• Develop and design workforce information related data sets and information using a variety of software packages, enabling divisions to access high quality, usable information quickly and easily.
• Provide support and advice on using and interpreting data models, information analysis and statistical reports to managers and other HR staff.
• Ensure all the ESR processing including starters, leavers, staff post changes are completed by the payroll cut-off dates.
• Ensure the continuous accuracy and quality of data held on the ESR system.
• Complete System Level Procedure and Risk assessment to ensure both ESR and Smart comply with Trust IT policies, audit, and IG Toolkit.
• Implement and maintain establishment control within ESR.
• People Analytics – Responsible for maintaining and continually developing the contents of People Analytics. Championing the usage of People Analytics and providing training across the Trust as required.
• Maintain ESR employee self-service and the implementation of supervisor self-service and hierarchy of the Trust.
• Attend Workforce special interest Groups to keep abreast of developments and implement changes where necessary.
• Represent the HR function at the Trust’s Information Governance Group.
• Registration Authority Agent for Human Resources, requesting smartcard access and re-setting passwords.
• Monitor and report on professional registrations, ensuring the Trust policies are adhered to for lapsed registrations.
• Responsible for the Trust hierarchy in ESR and creation of positions on TRAC.
• Maintain the establishment and positions within ESR, ensuring that ESR matches the FTE positions in the Finance systems.
• Manage complex and numerous pieces of work to support conflicting demands for time including all ad hoc reports, freedom of information requests, workforce plans, annual reports.
• Plan and organise the daily delivery of the service including adjustments to deal with emergency situations.
• Plan long term ongoing projects such as supervisor self-service, establishment control, and IT active directory.
• Plan and organise own schedule and that of the Workforce Team.
• Provide data, dashboard and relevant narratives for Workforce Committee documents.
• Responsible for the administration of the ESR system for use by others.
• Develop, review and implement Trust wide workforce information polices and workforce information guidelines as directed.
• Develop and maintain Standard Operating Procedures (SOPs) for the Workforce Team.
• Responsible for the completion of the Business Continuity Plans for ESR and for Information Governance.
LEADERSHIP RESPONSIBILITIES
1. Responsible for the management of the Workforce Team, identifying training and development requirements and ensure personal development plans are in place.
1. Ensure all staff in the Workforce Team have an annual appraisal and complete essential training requirements.
1. Responsible for the recruitment, selection and appointment of staff working within the Workforce Team.
1. Review workloads of staff and review job descriptions, redesigning job roles as required.
1. Monitor sickness levels for the workforce team, following the attendance management policy.
1. Responsible for the delivery of training on the ESR and People Analytics systems for new and existing staff within the Workforce Team and the wider HR Team.
1. Provide training, where applicable for sharing ESR and People Analytics systems knowledge with the appropriate individuals within other departments.
FINANCIAL RESPONSIBILITY
1. Accountable for the efficient utilisation of financial and physical resources with the held budget, to deliver the plan and acts as authorised signatory.
1. Keep licence numbers on SMART time and attendance system to a minimum and check invoicing is reduced accordingly.
SECTION 2- KNOWLEDGE AND SKILLS
1. Communicate complex information with Payroll, Finance, E&D Manager, HR Business Managers and HR Advisors.
1. Responsible for workforce reports for the Executive Team, , Workforce Committee, collating complex information from Finance, Recruitment, Occupational Health, Training, Equality and Diversity (E&D), and NHS Professionals.
1. Maintain effective working relationships with colleagues within the HR function, other officers within the Trust, and outside agencies dealing with the Trust such as IBM, Health Education England, Health Education North-West, and NHS Central Team.
1. Liaise with and sign-post information for Managers on staffing levels for forward workforce planning, to provide information which can then be used during discussions on future staffing levels, training and development requirements within the Business Groups
1. Explain and advise managers and staff to ensure they understand and utilise workforce information and statistics effectively and efficiently.
1. Work closely with the HR teams on project work and ESR system advances to optimise the use of ESR.
1. Communicate with staff, managers and senior managers using various formats which include e-mail, letter, face to face, telephone in a professional and courteous sensitive manner, maintaining confidentiality at all times, and customer focus approach.
SECTION 3- EFFORT AND ENVIRONMENT
Information that could be included might be:
1. Use judgement to consider options available to gather detailed information to achieve the most accurate and meaningful data with which to create highly complex reports.
1. Analyse and interrogate information to create complex workforce reports using a variety of sources of information both internal and external.
1. Decide on the most appropriate systems from which to gather and analyse information for all reporting and information requests, using experience and manipulation of data to extract the information required.
This advert closes on Thursday 18 Apr 2024
Workforce Information and Systems Manager
Band 6 - Permanent vacancy
An exciting opportunity for a qualified and experienced Workforce Information and Systems Manager has arisen within our Employee Services Department.
With experience in data collation and analysis, and associated software systems, along with a solid understanding and practical experience in workforce data, metrics, data manipulation, producing reports and recommended actions and excellent presentation, organisation, and problem-solving skills, you will play a key role in our team, as we move forward with our constantly developing team.
You will have the opportunity of working closely with stakeholders across the Trust and externally, identifying key information to meet the requirements and appropriate methods for sourcing, and presenting across different formats, building on your existing skills.
Ideally, you will have experience working within a similar role for the NHS, experience with NHS systems - such as ESR, as well as Business Intelligence software such as People Analytics, QlikView, Tableau, etc
This is a permanent, full-time role and will be primarily based at our site in Tameside. Hybrid/flexible working options are available and can be discussed at interview.
Provisional Interview date: 24th April 2024
****Please note there will be a requirement to undertake a test and/or presentation during the interviews****
To lead on the delivery of a comprehensive workforce information service to continually meet needs of the Trust.
To ensure that all workforce reports and returns meet internal and external requirements and are completed accurately, validated and submitted to required deadlines, co-ordinating and liaising with colleagues as appropriate.
To provide specialist systems administration support to the Electronic Staff Records (ESR) system, acting as the ESR super user.
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
• Safety
• Care
• Respect
• Communication
• Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+ & Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
SECTION 1- MAIN RESPONSIBILITIES:
• Responsible for the production, analysis, interpretation and validation of statistical workforce information using workforce information systems available as required.
• Produce HR performance information, national and regional statutory reports, national benchmarking data and other ad hoc reports, liaising with stakeholders to identify changing requirements.
• Responsible for planning and implementing any future workforce systems/modules/enhancements as appropriate, working collaboratively with stakeholders.
• Lead the delivery of Trust-wide workforce systems and data strategy and policies in the Trust.
• Planning and implementing innovative technology across workforce systems, such as RPA and AI.
• Contribute to strategic workforce planning activity through the production of high-quality data analysis.
• Develop and design workforce information related data sets and information using a variety of software packages, enabling divisions to access high quality, usable information quickly and easily.
• Provide support and advice on using and interpreting data models, information analysis and statistical reports to managers and other HR staff.
• Ensure all the ESR processing including starters, leavers, staff post changes are completed by the payroll cut-off dates.
• Ensure the continuous accuracy and quality of data held on the ESR system.
• Complete System Level Procedure and Risk assessment to ensure both ESR and Smart comply with Trust IT policies, audit, and IG Toolkit.
• Implement and maintain establishment control within ESR.
• People Analytics – Responsible for maintaining and continually developing the contents of People Analytics. Championing the usage of People Analytics and providing training across the Trust as required.
• Maintain ESR employee self-service and the implementation of supervisor self-service and hierarchy of the Trust.
• Attend Workforce special interest Groups to keep abreast of developments and implement changes where necessary.
• Represent the HR function at the Trust’s Information Governance Group.
• Registration Authority Agent for Human Resources, requesting smartcard access and re-setting passwords.
• Monitor and report on professional registrations, ensuring the Trust policies are adhered to for lapsed registrations.
• Responsible for the Trust hierarchy in ESR and creation of positions on TRAC.
• Maintain the establishment and positions within ESR, ensuring that ESR matches the FTE positions in the Finance systems.
• Manage complex and numerous pieces of work to support conflicting demands for time including all ad hoc reports, freedom of information requests, workforce plans, annual reports.
• Plan and organise the daily delivery of the service including adjustments to deal with emergency situations.
• Plan long term ongoing projects such as supervisor self-service, establishment control, and IT active directory.
• Plan and organise own schedule and that of the Workforce Team.
• Provide data, dashboard and relevant narratives for Workforce Committee documents.
• Responsible for the administration of the ESR system for use by others.
• Develop, review and implement Trust wide workforce information polices and workforce information guidelines as directed.
• Develop and maintain Standard Operating Procedures (SOPs) for the Workforce Team.
• Responsible for the completion of the Business Continuity Plans for ESR and for Information Governance.
LEADERSHIP RESPONSIBILITIES
1. Responsible for the management of the Workforce Team, identifying training and development requirements and ensure personal development plans are in place.
1. Ensure all staff in the Workforce Team have an annual appraisal and complete essential training requirements.
1. Responsible for the recruitment, selection and appointment of staff working within the Workforce Team.
1. Review workloads of staff and review job descriptions, redesigning job roles as required.
1. Monitor sickness levels for the workforce team, following the attendance management policy.
1. Responsible for the delivery of training on the ESR and People Analytics systems for new and existing staff within the Workforce Team and the wider HR Team.
1. Provide training, where applicable for sharing ESR and People Analytics systems knowledge with the appropriate individuals within other departments.
FINANCIAL RESPONSIBILITY
1. Accountable for the efficient utilisation of financial and physical resources with the held budget, to deliver the plan and acts as authorised signatory.
1. Keep licence numbers on SMART time and attendance system to a minimum and check invoicing is reduced accordingly.
SECTION 2- KNOWLEDGE AND SKILLS
1. Communicate complex information with Payroll, Finance, E&D Manager, HR Business Managers and HR Advisors.
1. Responsible for workforce reports for the Executive Team, , Workforce Committee, collating complex information from Finance, Recruitment, Occupational Health, Training, Equality and Diversity (E&D), and NHS Professionals.
1. Maintain effective working relationships with colleagues within the HR function, other officers within the Trust, and outside agencies dealing with the Trust such as IBM, Health Education England, Health Education North-West, and NHS Central Team.
1. Liaise with and sign-post information for Managers on staffing levels for forward workforce planning, to provide information which can then be used during discussions on future staffing levels, training and development requirements within the Business Groups
1. Explain and advise managers and staff to ensure they understand and utilise workforce information and statistics effectively and efficiently.
1. Work closely with the HR teams on project work and ESR system advances to optimise the use of ESR.
1. Communicate with staff, managers and senior managers using various formats which include e-mail, letter, face to face, telephone in a professional and courteous sensitive manner, maintaining confidentiality at all times, and customer focus approach.
SECTION 3- EFFORT AND ENVIRONMENT
Information that could be included might be:
1. Use judgement to consider options available to gather detailed information to achieve the most accurate and meaningful data with which to create highly complex reports.
1. Analyse and interrogate information to create complex workforce reports using a variety of sources of information both internal and external.
1. Decide on the most appropriate systems from which to gather and analyse information for all reporting and information requests, using experience and manipulation of data to extract the information required.
This advert closes on Thursday 18 Apr 2024