JOB DESCRIPTION
Job Title: Workforce Information and Systems Administrator
Reporting To: Workforce Information and Development Manager
Department(s)/Location: Human Resources/HQ
Job Reference number (coded):
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JOB PURPOSE
The post holder will support the Workforce Information and Development Manager in providing
Human Resource Management Information and helpdesk support to users of the Human
Resources Information System. The role will also provide administrative support to the Deputy
Director of Human Resources and Workforce Planning and Development Team.
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ORGANISATIONAL POSITION
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SCOPE AND RANGE
Number of NHS 24 staff:
Approximately 1,700 (headcount), 1050 (WTE)
Support
Provide support to all employees of
NHS24 when using the HR Management Information
system.
Site:
Role provides support over 4 main geographical sites
but may involve travel to local and remote sites on
occasions
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MAIN DUTIES/RESPONSIBILITIES
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Provide Helpdesk support to all internal HR Management Information system (CIPHR) users to
ensure maximum availability of the system and to resolve non complex user issues or problems.
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To ensure employee records are stored and maintained in accordance with the Data Protection
and Freedom of Information Acts. Assist in the undertaking of regular audits of the system and
help produce exception reports as appropriate to ensure compliance.
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To support system users and the Workforce Information and Systems Analyst with resolving
faults and providing technical support this may require the post holder to liaise with external
systems providers on operational issues. Ensuring users are provided with necessary
information in relation to any system changes.
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To take ownership for the maintenance of the HR Management Information System exception
log which reflects the exceptions or system issues identified, these will vary in complexity and
will require the post holder to assess the issue in detail to determine the appropriate course of
action this may involve liaising with system providers to resolve these exceptions, or where
appropriate escalate complex issues to the Workforce Information and Systems Analyst.
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To create system user accounts ensuring adequate access is provided to allow managers and
HR users to perform their role.
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To assist in the monthly collation of the Human Resources Management Information Report to
provide current workforce information to the Executive Management Team and Senior
Management Team.
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To assist in the collation and production of Human Resource reports/returns yearly planner to
meet all statistical requests, staff governance statistics and Scottish Executive information
requests accurately and in a timely manner.
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To deliver training to all HR Information System users, providing subject matter expertise as
required ensuring that all users are adequately equipped to use the system and have the skills,
knowledge and resources to fully utilise the system in order for it to assist them in their roles.
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To support the Workforce Information and Systems Analyst in designing a broad range of
effective training materials and standing operating procedures for system users, also plan
the practicalities of how this will be delivered and implemented, in negotiation with other
directorates/line managers.
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To assist with the creation of the annual system development plan, and participate with the
delivery of appropriate delegated targets.
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Perform weekly/monthly audits of information held within the HR Management Information
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system including but not limited to pay number, SWISS number, job family, group code/pay point
audits, reconciling the information held within the CIPHR against the SWISS Workforce
Information Repository and Payroll. Where required escalate any anomalies and identifies if
required any training needs for system users.
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Regularly assist in the production of standard reports from the HR Management Information
System for various departments i.e. CRT, Service Delivery and Payroll.
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To provide fortnightly detailed absence information which is highly sensitive by nature to external
payroll providers and where required investigate, answer or if required escalate any queries
which could have an impact on staff monthly payments.
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Update and audit the frontline reporting structures through management of the team lists on a
monthly basis when information is received from each centre therefore ensuring that reporting
mechanisms are in place to allow managers to be able to access and update staff information for
their team members.
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To support the Workforce Information and Systems Analyst in the roll out of the self-service HR
Information System. Assisting with the user training programme to ensure all system users are
adequately equipped to use the system and have the skills, knowledge and resources to fully
utilise the system in order for it to assist them in their roles.
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Will feedback to the Workforce Planning and Development Team potential
changes/improvements to existing processes and procedures directly linked to the HR
Management Information System and how it is utilised.
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To provide ongoing administrative support to the Deputy Director of Human Resources and
Workforce Planning and Development Team through, diary management and organising formal
meetings for the Deputy Director of Human Resources including the production of formal
minutes. And arranging meetings and assisting the team with projects by collating relevant
information and undertaking associated administrative tasks.
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To assist with the development, enhancement and maintenance of the HR intranet site in relation
to workforce planning and development to ensure it is a useful communication tool , user friendly
accurate, up to date, relevant and provides all staff with a means of accessing information on the
HR Directorate, particularly in the out of hours.
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Generating Purchase Orders and processing invoices and expenses on behalf of the Deputy
Director of Human Resources to assist in the control of associated Departmental budgets,
processing financial information and providing financial reports to Deputy Director of Human
Resources.
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To coordinate a variety of meetings, producing agendas, recording and producing formal minutes
not limited to the Operational Workforce Planning Group and tracking follow-up actions to
completion, which will support the effective operation of these groups. A proportion of the
meetings the post holder will record minutes for are formal committees which requires the
minutes to be submitted onwards to the Executive Management Team for approval.
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To coordinate and organise job evaluation panels to ensure an adequate cohort of trained job
evaluation panellists is in attendance in accordance with national and local procedures,
ensuring the application of agreed policy on staff side and management representation.
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To maintain and update the Computer Aided Job Evaluation System (CAJE), ensuring that all
data is kept up to date.
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5.
SYSTEMS AND EQUIPMENT
This post requires the use of a PC, software used will include:
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Microsoft Word - for the provision of committee papers, reports, communication.
Microsoft Excel – to enable the generation, manipulation and analysis of workforce information
into agreed formats not restricted to pivot tables and graphical charts.
Microsoft Outlook - for effective and efficient communication with everyone in the organisation
and external stakeholders as well as diary management.
Microsoft Powerpoint - for producing presentations to update stakeholders
Microsoft Project – for the maintenance and updating of key stages in relation to HR projects
in relation to HR Management Information System.
Internet – to research benchmarking information in relation to workforce planning and workforce
information toolkits and trends.
HR Management Information System - in relation to support, security, training and generating
information in agreed formats.
Ciphr Decisions (Data Manipulation and Analysis Software) – to analyse workforce
information.
Ciphr Net (Self Service HR MI Information System) – to request annual leave and update
personal details. The post holder will also train this application out to all NHS 24 staff.
Organisational Plus (Organisational Charting Software) – to generate organisational charts
upon request for the organisation.
PECOS – to raise PO’s and manage invoices
Business Objects – to generate reports from the National Workforce Information Repository.
Content Management System – for updating the Workforce Planning and Development
section of the NHS 24 intranet.
Report writing software – Crystal Reports – to design basic reports within the HR
Management Information System and to generate reports upon request.
CAJE (Computer Aided Job Evaluation System) – to run standard reports in relation to job
roles, scoring and to audit the data held within the system to ensure it is accurate.
Scottish Workforce Information Standard System – for reconciling workforce information
within the local HR Management Information System and the Workforce Information Repository
to ensure national and local reporting is aligned.
In addition this post holder is required to provide statistical returns in various formats often utilising web
based software.
6. DECISIONS AND JUDGEMENTS
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This post holder is supervised by the Workforce Information and Development Manager but is
expected to use own initiative and take decisions within defined parameters.
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The post-holder is required to work with a high level of autonomy at all times, although advice is
available when required.
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As the first point of contact for HR Information System issues the post holder will be expected to
identify the issue, interpret the matter and to action accordingly, this might require decisions to be
made regarding the escalation of calls to the external central helpdesk.
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The post holder will often be required to produce straightforward management information reports
on an ad-hoc basis and will be required to determine the format of the report depending on the
purpose of the information request and establish which system is best to source the information.
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The Workforce Information and Systems Administrator is expected to work within NHS 24 policies
and procedures, taking advice when required from the Workforce Information and Planning
Manager.
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A formal performance review takes place on a 6-monthly basis where objectives are agreed and
reviewed in line with the performance management system.
7. COMMUNICATIONS AND RELATIONSHIPS
Good communication skills are key, as the post-holder is required to liaise with staff regarding the
resolution of issues.
The post holder is required to communicate with and develop good working relationships across all
levels both internal and external to NHS 24.
An effective, professional relationship with equivalent post holders internally and externally is critical in
order to optimise cooperation between Directorates and joint working.
INTERNAL
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Main working relationships are with the following groups, and communication is mainly in
writing, face to face, electronic and by telephone:
Human Resources Directorate staff – provide support in their use of the Human Resource
Management Information system and supply statistical information to them or gain information
from them in order to present to the Executive Team.
All system users to provide support assistance and training.
HR Advisors and HR Business Partners to request information.
IT – liaison necessary for the resolution of software/hardware issues affecting the HR system.
Information Governance Officer – to provide information relating to Freedom of Information data
requests.
Communications Team – to provide information in response to press enquiries.
Finance Directorate – to provide monthly payroll and annual budget reports.
Central Resource Team – to provide weekly absence reports.
Service Support Teams – to liaise and update team structures within the HR Management
Information System.
EXTERNAL
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Communication with external groups can take the form of face to face communication,
telephone calls, electronic and written mail:
HR Systems Providers including Helpdesk to ensure all issues are resolved within the
contractual arrangements to ensure system availability.
SEHD/Other Boards – particularly in relation to SWISS and Workforce Information Repository
developments
Information & Statistics Division of National Services Scotland – to provide statistical returns.
Atos Origin – with regards to issues with the National Workforce Information Repository.
External Payroll provider to provide monthly absence information
This communication can be sensitive and confidential, often representing the professional position of
the Deputy Director of Human Resources and dealing with issues requiring tact and diplomacy.
8.
PHYSICAL DEMANDS OF THE JOB
Physical
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This post holder will be required to spend approximately 90% of working time sitting at desk
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using a PC.
Mental
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Working within an open plan office, the post holder will be required to maintain pro-longed
levels of concentration for data handling in response to queries, analysing audits and system
testing, whilst being subject to frequent interruptions.
Maintain high level of concentration when attending formal meetings and recording formal
minutes and transcription of formal committees such as the Operational Workforce Planning
Group,
Emotional
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This post holder will have indirect exposure to highly sensitive absence information in providing
reports for our external payroll provider which on occasion might require further investigation and
require the post holder to input absence information into the HR Management Information
System on a line manager’s behalf.
Removing leavers from the HR Management Information System which will expose the post
holder to reasons for staff members terminating employment which can be highly sensitive and
confidential by nature.
Working Conditions
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9.
The role necessitates a frequent requirement to travel between various sites of NHS 24 for
meetings and as required or to carry out training sessions to core system users.
MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
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The most challenging area of the job is multi-tasking and balancing a diverse workload with tight
deadlines whilst combining the role of providing the HR systems helpdesk with providing
administrative support for the Deputy Director of Human Resources and Workforce Planning and
Development Team. This aspect of the role will often require working with confidential
employees records with the commensurate level of discretion and diplomacy this entails, at all
times adhering to the NHS Code of Confidentiality.
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Accuracy and the requirement to work to strict deadlines are essential in relation to producing
KPI and MI reports.
10.
KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
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Qualified in Certificate in Personnel Practice or equivalent HR systems experience.
Excellent IT Skills – particularly using Excel and databases.
General Administrative experience within an office environment, ideally with experience of
working with a corporate HR system.
Ability to work autonomously or as a fully supportive and integrated team player contributing to
effective performance in achieving strategic goals for the Department.
Experience in formal minute taking.
Experience in training one to one and group training sessions.
Ability to think laterally to solve problems.
Ability to communicate and influence verbally and in writing with a variety of individuals with
differing levels of understanding.
Ability to prioritise workload and balance conflicting priorities.
Good communication skills
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12.
JOB DESCRIPTION AGREEMENT
Job Holder’s Signature:
Date:
Head of Department Signature:
Date:
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