Workforce Identity & Information Officer
Job summary
An opportunity has arisen in the Workforce Information Team to support colleagues in the ID badge process and users of the workforce systems which includes Healthroster (an e-Rostering platform), Electronic Staff Record (ESR).
This is a great opportunity to develop your skills in Customer Care, Microsoft products and your system-based knowledge within a large, public-sector organisation.
This includes producing reports from the workforce systems, updating data held in the workforce systems and advising users on system functionality.
The Workforce Information Team is a small, friendly team, that are responsible for the data accuracy, reporting and effective utilisation of Workforce systems within the trust.
Appropriate training will be provided in these workforce systems, which are widely used within many NHS organisations.
Benefits include a minimum of 27 days annual leave, excellent pension scheme, free gym membership, discounts at many high street and online retailers and hospitality venues, and staff wellbeing support.
Main duties of the job
The Identity and Information Officer is an important role within the Workforce Information Team, providing support to the team and the wider HR Department and colleagues across the Trust with the ID badge process workforce system support.
Key tasks of the role include:
Supporting staff and managers through the workforce ID badge process.
Providing regular reports from the workforce systems.
Supporting workforce system users with their access and queries regarding system functions.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Job responsibilities:
KEY TASKS:
1. IDENTITY MANAGEMENT
1.1. Act as point of contact for all employees requiring identity checks, ID badges.
1.2. Be responsible for taking photographs of all new employees using the appropriate software and creating Identity card for these employees.
1.3. Maintain an effective booking system for ID Badge appointments.
1.4. Be fully conversant in the Position Based Access Control roles (PBAC) and the procedures for development of new roles as required by the Trust.
1.5. Ensure users are only given access to clinical systems in accordance with their professional registration as identified by their PBAC role and for which they have received the appropriate training.
1.6. Act as main point of contact for managers needing advice on the Unique Identity (UID) management process, including, post implementation of Manager Self Service (MSS) inputting leaver information.
1.7. To replace lost cards, renew expired cards and certificates and revoke access following Trust procedures.
1.8. To record and update cardholder information changes as required. Ensuring the appropriate procedures are followed.
1.9. Manage time effectively to meet challenging deadlines whilst maintaining the day-to-day running of the Identity card processes ensuring accuracy and always protecting access to systems.
1.10. Carry out any additional duties as appropriate and commensurate with the grade of this post following consultation with the post holder.
1.11. Liaise with the Workforce Information Manager to ensure there is always cover for these functions within the Workforce team.
2. WORKFORCE SYSTEMS
2.
2.1. Take an active role in the roll out, use and support of expansion packs within ESR and other workforce systems, Manager Self-Service and Employee Self-Service, Healthroster and e-Recruitment,
2.2. Participate effectively in locally organised user and project groups.
2.3. Maintain appropriate records associated systems with the use of ESR in the Trust and carry out monthly audits of system access and provide evidence for the external audit team.
2.4. Provide regular and adhoc reporting using data acquired from ESR and other Workforce systems.
2.5. Maintain and administrate the VAF process within ESR including position maintenance.
2.6. Co-ordinate the Trusts annual Staff Survey process provide workforce information to support the Staff survey and analyse results of the staff survey.
2.7. Administer workforce systems to ensure consistent data quality.
2.8. Provide support for e-Rostering password and username reset and generation.
Person Specification
Education & Qualification
- Education to level 3 and/or relevant experience
- Level 3 qualification in statistics, or relevant experience
Experience & Knowledge
- Experience in general administrative duties and working in a busy office.
- Good skills of Microsoft packages MS Excel and MS Word
- Experience of HR systems
- Experience in data collection
- NHS Experience
Skills & Abilities
- Good communication skills with staff of all levels
- Ability to identify, define and develop information requests.
- Methodical and rigorous approach to analysing data
- Excellent Customer Service Skills
- Effective time management skills
- Experience of training others
Personal Qualities
- Attention to detail
- Ability to work to tight deadlines.
- Systematic approach
- Ability to learn new skills and take responsibility.
- Flexible approach to working hours/duties
- Ability to work autonomously.
- Ability to work with difficult people.
- Commitment to team working
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
West Suffolk NHS Foundation Trust
Address
West Suffolk Hospital
Hardwick Lane
Bury St Edmunds
IP33 2QZ
https://www.wsh.nhs.uk
- Company
- West Suffolk NHS Foundation Trust
- Location
- Bury St Edmunds, United Kingdom IP33 2QZ
- Employment Type
- Fixed-Term
- Salary
- £22816.00 - £24336.00 a year
- Posted
- Company
- West Suffolk NHS Foundation Trust
- Location
- Bury St Edmunds, United Kingdom IP33 2QZ
- Employment Type
- Fixed-Term
- Salary
- £22816.00 - £24336.00 a year
- Posted