Following a recent consultation within People and Organisation Development Directorate (POD), the Recruitment and People Data and Information teams have now come together, to work as one team supporting the wider Trust. The team supports transactional processes relating to Recruitment and Employee Staff Records.
The team plays a vital role in ensuring accurate, timely payment of staff, with their work directly affecting pay.
Main duties of the job
As a key member of the Recruitment and ESR Team, you will provide a high quality People, Data and Information service to colleagues and the Trust by providing administrative and technical support to facilitate the planning, organization and smooth running of centralized processes such as Recruitment, Electronic Staff Record (ESR) and Registration Authority Smartcards (RA).
You will enter data onto a variety of electronic and manual systems in accordance with documented business processes. You will process personal and sensitive information regarding the Trusts workforce every day, therefore, maintaining confidentiality and adhering to data protection principles is vital.
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the BAME network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our armed forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programmebalancegateshead.comto cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job responsibilities
Respond to routine/non routine questions and queries from staff/line managers across the Trust regarding a variety of workforce processes, directing customers to the appropriate solution, source or referring more complex queries to the Team Leader as required.
Provide advice, instruction and guidance to users of all abilities of all Recruitment and ESR systems.
Maintain effective communication channels and working relationships with finance, external payroll/pensions, bank/Health Roster, HR Team and Learning & Development.
Communicate with outside organisations in relation to Recruitment and ESR processes when required.
Welcome all visitors to the department/attendees to events, and ensure they are dealt with promptly.
Deal with telephone and email enquiries as appropriate and be point of contact for all calls to workforce information.
To answer the telephone promptly and in accordance with departmental procedures.
Communicate clearly with clinical/non clinical managers from across the Trust in relation to both straightforward and complex issues (ie. ESR hierarchy, medical salaries).
Provide instruction and guidance on manager hierarchy in ESR to enable the use of manager self service.
Maintain a variety of Recruitment and ESR systems and databases, checking accuracy of data and undertaking data cleanse when required.
Run standard reports from Recruitment and ESR systems using pre-agreed parameters on a regular basis and pass to the appropriate person for action.
At set times, run standard reports from the Recruitment and ESR systems in relation to revalidation/professional registration expiry dates.
Writing standard letters to employees/line managers, cross checking with professional bodies websites and inputting updates into the system when required.
When processing information/updating staff records, make judgements as to the quality of the information requesting clarification when required.
Troubleshoot access issues to systems including MSS, ESS and smartcards.
Work within set timeframes when organizing tasks (ie. Set daily, weekly or monthly requirements).
Time manage and plan own workload appropriately to ensure that strict deadlines are met, taking a flexible approach to activities and re-prioritising regularly, raising workload concerns with line manager.
Manage workload, sometimes under pressure, to complete tasks due to strict deadlines.
When required assist with arranging meetings/schedules as directed by colleagues.
Person Specification
Qualifications
* Min of 5 GCSEs including Maths and English or equivalent
* ECDL or IT qualification or equivalent
* NVQ level 3 in Admin, Customer Service or equivalent
Experience
* Customer focused service
* Experience of Microsoft Office packages
* Experience of a busy office environment
* Experience of ESR
* Experience of NHS
* Registration Authority experience
* Experience of TRAC
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.
People & Information Systems Team Manager
Full-time,Part-time,Job share,Flexible working,Compressed hours
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