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Workforce Information Officer job description
To act as the systems administrator for the current workforce information system ‘ESR’, ensuring the system is maintained on a daily basis and that the system is used to its full functionality.
To work with the HR Business Partner’s and managers at all levels to provide reports/data needed to facilitate the running of their service and assist with workforce planning at local and corporate levels.
1 To input new starters onto ESR liaising with recruitment and working in conjunction with ORGANISATION jobs. To also ensure all relevant paperwork is completed regarding new starters e.g. sending paperwork to training and development and making up new files.
2 Action authorised change forms, ensure they are correctly completed by authorising Manager, investigate incomplete forms and ensure appropriate action is taken to complete. Amend ESR accordingly, confirm change in writing to the employee and send relevant documentation to the Salaries and Wages department, ensuring payroll deadlines are met.
3 Action authorised termination forms, ensure Leavers Forms are correctly completed by authorising Manager, investigate incomplete forms and ensure appropriate action is taken to complete. Liaise with the Salaries and Wages department, update ESR accordingly, confirm termination details in writing to the employee. Send appropriate paperwork to Salaries and Wages department, ensuring payroll deadlines are met.
6 Input necessary data into flexible working register. Produce reports as required for HR Business Partners.
7 To be responsible for checking professional registration in line with Organisation and regulatory body procedures, where necessary verify using the appropriate website. Send letters to staff and update ESR. Place copies of appropriate documentation on the individuals personnel file.
8 To produce honorary contracts as requested.
9 To be the Organisation Systems Administrator, creating new users on ESR, setting up passwords, maintaining the system by changing responsibilities and deleting leavers.
10 To monitor, log and action ESR User notices on a weekly basis as necessary.
11 To provide training and update sessions on ESR to other departments and new starters.
12 To attend meetings internally and externally and feedback.
13 To take responsibility for raising SR’s for HR queries.
14 To update and maintain workstructures in liaison with Business support.
15 To create workforce profiles as requested by HR Business Partner by directorate.
16 To produce standard monthly reports as agreed with the Head of HR and HR Business Partners in an appropriate format for the executive team.
17 To write adhoc reports as requested and manipulate/analyse data into agreed formats with HR Business Partner or manager.
18 To complete the annual census and other surveys liaising with the data warehouse where necessary.
19 To run the standard data cleansing report on a monthly basis, identify missing information and work with managers to populate gaps.
20 To complete the FIMS return on a monthly basis and liaise with business support to ensure accurate information.
21 Deal effectively and promptly with incoming telephone enquires in line with the Data Protection Act.
22 Provide timely written and verbal responses to ad hoc queries from staff and managers, informing enquirers about aspects of HR policies and procedures and terms and conditions of employment within the scope of responsibilities set by the HR Business Partners.
23 To produce ID badges for new starters, current members of staff, volunteers, radio staff etc using photographic software.
24 Deal sensitively with personal and confidential information and ensure confidential waste procedures are adhered to within the department.
25 To ensure all filing systems within the department are maintained.
26 Participate in the review and audit of the department policy, processes and procedures and comment on changes.
27 To look up ex/employee data from a history database as required
28 To act as a Registration Authority agent, authorising ID and using the NCRS computer software system to issue Smart Cards and allowing appropriate access to national Care Records System.
29 To receive visitors to the office in a professional manner (internal and external), ensuring they are given accurate information/documentation as requested, or refer them to the appropriate individual
30 To work flexibly and cover for other colleagues when service demands for example signing new starters onto the payroll.
4 Send out exit interview forms to leaving employees, log the information returned on an excel spreadsheet and use this to compile bi annual reports for the HR Business Partners (using graphs and charts).
5 Liaise with appropriate line manager on a monthly basis with regard to the expiry of fixed term contracts. Complete appropriate paperwork as required, issue revised Contract of Employment and update ESR accordingly.