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Detailed job description and main responsibilities

Service Delivery 

Workforce Planning

• Lead on the production of workforce plans and information reports and appropriate documents
• Deliver a workforce planning and performance analysis function, including the design and production of workforce reports and completing external and internal workforce information returns
• Lead co-ordination of the Trust’s annual workforce planning processes, collaborating with key stakeholders where appropriate
• Lead on co-ordination, completion and submission of the Trust’s numerical and narrative workforce planning submissions to Staffordshire and Stoke-on-Trent Integrated Care System (ICS) and to NHSE, working closely with Finance and People Business Partners to understand future workforce changes, investment and challenges
• Undertake statistical analysis of workforce information to project trends covering future workforce demand, vacancy fill rates, turnover, workforce development schemes and bank and agency usage
• Understand and articulate the impact of Trust-wide workforce development schemes, e.g. apprenticeships, to project impact on workforce plans, working closely with colleagues in Nursing & Quality and Organisational Development
• Present assurance and progress updates against workforce plans to the Trust’s People, Culture and Development Committee and wider People, OD and Inclusion Directorate
• Work closely with Finance and People Business Partners in relation to data validation and quality
• Lead on the roll out of workforce planning methods, tools and techniques in relation to workforce planning and information for use within the Trust
• Active membership and contribution to the Workforce Planning Peer Network and other System workforce planning conversations / meetings, within the Staffordshire and Stoke-on-Trent ICS
• In relation to Trust workforce plans, provide assurance and respond to challenge at Workforce Planning and Information Oversight Meetings with the Staffordshire and Stoke-on-Trent ICS, disseminating information and key headlines with People Business Partners and key business stakeholders as appropriate
• Understanding of the NHS Long Term Workforce Plan, NHS National People Plan, NHSE West Midlands and Staffordshire and Stoke-on-Trent ICS Workforce Plans, to accurately translate the impact internally and where appropriate lead on the collation of assurance plans

Reporting and Analysis

• Provide expert advice and guidance on highly complex workforce information issues to key business stakeholders
• Work closely with Managers, Finance and People Business Partners to identify, interpret and communicate the relationship between activity, workforce trends and budget (including bank/agency usage)
• Have an overview of all ESR data accuracy, ensuring data is readily available, using expertise and knowledge as an ‘expert end user’ of data and software
• Responsible for providing solutions/recommendations relating to workforce information as required
• Provide analytical, statistical, forecasting and modelling capability in order to support managers and People Business Partners to meet the workforce planning needs of the Trust
• Lead on providing accurate and timely workforce information reports, including statutory reports, contractual reports, benchmarking, dashboard reports, internal reports and ad-hoc reports
• Establish effective and efficient processes to ensure collection, validation, analysis, interpretation and reporting of workforce data across the Trust
• Have oversight of the provision of data to support People Business Partners, when requested, in occasionally contentious and sensitive circumstances
• Oversee the development of Workforce Information processes and policies identifying opportunities to improve the service provided, including identifying new/innovative ways/opportunities to improve service delivery
• Use both manual and a computerised system to record Workforce information and generate workforce information reports, ensuring data is handled appropriately and in line with Data Protection requirements
• Be responsible for planning, producing, analysing, and reporting on highly complex workforce information by utilising a variety of tools including the Electronic Staff Records and data warehouse
• Provide subject-matter expertise in relation to workforce information; researching and undertaking statistical analysis and information as necessary
• Develop and maintain a reporting cycle of business and supporting infrastructure which enables the organisation to have visible, timely workforce informatics on key compliance areas
• Collect and interpret sensitive and highly complex workforce data to enable the Trust to measure workforce performance.
• Deliver timely and accurate workforce information for internal, regional, compliance and statutory reporting
• Support the People Business Partners to analyse and interpret workforce activity and performance data in order to identify trends
• Review information against set tolerances/targets/benchmarking and understand the implications of validity/reliability issues.
• Regularly benchmark data and performance against other Trusts and other comparator organisations
• Undertake scoping and external benchmarking activities and data intelligence gathering and analysis to identify key trends and comparable data, presenting data in a meaningful format.
• Research and gather information regarding workforce planning and development initiatives, liaising with colleagues across the region.
• Provide and interpret regular management information and intelligence to managers within the trust.

Governance

Systems

• Use, develop and introduce a range of workforce reporting tools and databases (including ESR) to support and inform the workforce information elements of workforce planning activity in the Trust.
• Ensure full benefits realisation, leading on the implementation of ESR Employee Self-Service (ESS), Manager Self-Service (MSS) and other key ESR features.
• Develop policies and operating procedures relating to workforce information systems, ensuring they are relevant, up to date and user friendly
• Escalate ESR issues in line with internal and external processes
• Ensure an integrated approach for systems management across the Trust is in place, managing interdependencies between workforce systems, finance systems, and any other contingent information systems, in conjunction with relevant colleagues in workforce/finance/performance
• To link and liaise with external providers on workforce database requests and issues e.g. payroll
• Act as the ESR Lead for engaging with regional workforce bodies/organisations
• Implement new reporting functionality as required e.g. Business Intelligence Reporting function of ESR

Data Integrity / Validity

• Conduct regular analysis of issues and work with internal and external stakeholders/suppliers to address and rectify root cause issues
• Liaise with various services to improve data entry issues if applicable, using influencing and persuasive skills where appropriate e.g. following a management of change
• Work with People Business Partners and the People Operations Team to initiate and conduct regular audits of the data held in the ESR system

Establishment Control in ESR

• Take the lead role in responsibility for the establishment management of ESR, ensuring accurate baseline data at all times
• To liaise with finance colleagues to continuously improve processes in relation to the establishment management of ESR
• Management and maintenance of the workforce hierarchy structures within the ESR System; ensuring all positions are set up correctly and that the system accurately reflects the baseline establishment
• Regularly check/audit the ESR system and rectify any data validation issues      

Information Governance

• Ensure that workforce information systems such as ESR can be used effectively to report on compliance with local and national performance requirements e.g. CQC targets on statutory and mandatory training and other performance monitoring requirements as requested
• To ensure that data is maintained and accurate through the use of audits (e.g.) annual staff validation exercise)

Managerial/Leadership

• Manage and lead the Workforce Information Team in providing an efficient and effective workforce information service to the Trust
• Act as a role model to others in the workforce and wider People Team demonstrating the Trust values, Line manage staff within the Workforce Information Team including day to day management/supervision including appraisal, reviewing and managing sickness absence, conduct and performance improvement as required
• Be responsible for writing and implementing policies and SOPs for immediate work area
• Establish effective working relationships with colleagues and teams within the wider People Team, the Trust, stakeholders and external agencies that are productive in terms of supporting and delivering own work and that of the overall organisation to ensure processes are streamlined and improved where appropriate.
• Represent the Workforce Information Team at relevant meetings.
• Promote and develop ways to improve the service and the use of the ESR portal across the organisation.
• Use own initiative/work autonomously as the lead specialist within the Workforce Information Team, reviewing data and making recommendations in relation to workforce information system issues, policies and procedures
• Review data and be able to make recommendations and decisions regarding workforce information system issues, policy and procedure.
• Ensure a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns.

Education/Learning

Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in KSF/appraisal, supervision, action learning and by maintaining a professional/personal portfolio of learning.