Employer Bedfordshire Hospitals NHS Foundation Trust
Employer type NHS
Site Luton and Dunstable Hospital
Town Luton
Salary £26,530 - £29,114 pa
Salary period Yearly
Closing 09/04/2025 23:59
Workforce Information Assistant (Luton and Dunstable Hospital)
NHS AfC: Band 4
Job overview
This is an exciting time to join the Workforce Information Team at Bedfordshire Hospitals, as there are several ambitious projects and developments planned. The Trust is embarking on a significant digital transformation journey, aiming to enhance the efficiency and accuracy of workforce management through advanced analytics, self-service, Robotic Process Automation (RPA) and the integration of cutting-edge technologies.
The Workforce Information Assistant plays a crucial role in supporting the effective management of workforce data within the Trust. Utilising the Electronic Staff Records (ESR) HR and Payroll system, this position ensures the accurate entry, amendment and reporting of employee information.
The post holder will work with the Workforce Information / Payroll Supervisor and Workforce Information Manager and Digital Lead to run the RA service and provide an effective administration service to the function. This may include occasional project support to the Workforce Information Senior Management Team.
Main duties of the job
Please see 'Detailed job description and main responsibilities' section below, plus attached Job Description and Person Specification PDFs.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Detailed job description and main responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities.
1. To assist the Workforce Information / Payroll Supervisor with issues / queries raised by the Payroll Services Team.
2. To assist with minute taking at the quarterly Payroll Contract Review meetings as and when required.
3. To maintain knowledge of ESR functionality and other workforce information systems in order to provide support to Trust staff and HR colleagues.
4. Provide accurate input of confidential information relating to staff and positions onto the ESR payroll system.
5. To assist the Workforce Information / Payroll Supervisor with payroll and pension enquiries relating to the ESR system, liaising with the Payroll Services Team to resolve any issues.
6. To input and maintain staff data as required, ensuring timely, accurate data is available. Including all new starters, leavers and changes to employment information.
7. Identify any lack of understanding / competence with users and rectify with one-to-one support or by signposting to the national ESR training sessions.
8. To distribute materials for training sessions/workshops for all staff required to use ESR Manager/Supervisor Self-Service.
9. To provide support to the Workforce Information management team as required.
10. Report any risks relating to the workforce function to the Workforce Information / Payroll Supervisor.
11. Maximise the use of information systems available in the Trust.
12. Assist in the administration of tasks associated with the delivery of staff surveys, preparing, collating and disseminating where appropriate.
13. Advise staff and managers around policies and procedures relating to workforce information.
14. To promote the use of self-service capabilities at all opportunities.
15. To provide support to users of the electronic expenses system the Trust uses.
Audit and Compliance
1. To assist with specific audit preparation work as requested.
2. To help and support with internal and external audits.
Registration Authority (RA)
1. To assist with the RA process, ensuring that requests are carried out in a timely manner and to a high standard.
2. To promote the use of Smartcard Self-Service at all opportunities.
3. Follow approved policies, processes and procedures to register, update and remove user access rights.
4. Register users on the Care Identity Management (CIM) Service.
5. Ensure that registration forms are completed correctly, photograph users and issue Smartcards.
6. Ensure users are reminded about their responsibilities, particularly in respect to protecting their PIN.
7. Assist users when problems arise, such as unlocking cards and re-setting passcodes.
8. Update the internal register of Smartcards issued.
9. Liaise with ESR/RA Lead to report any issues, which fall outside the steps defined in the approval process.
Projects, Streamlining and Self-Service
1. To carry out occasional project support work as part of the service development, including E-Rostering projects.
2. To support managers and employees with the use of self-service capabilities.
3. To attend regular team meetings and provide ideas for improving the service.
Right to Work
1. Work with the Visa Compliance Officer to ensure all Trust staff have a valid right to work.
Person specification
Experience
* ESR Experience
* Administrative experience in a busy, customer-focused environment
* Experience of dealing with staff of all levels
* Experience of using a variety of computer packages and databases, including Microsoft Office / 365
* Experience of using SharePoint
* Experience of working in Workforce Information / HR environment
* Experience of project work and associated administration
Skills
* Excel
* MS Office Suite
Knowledge
* Knowledge and understanding of ESR
* Knowledge of Data Protection and its application to workforce information
* Understanding of the need of confidentiality awareness at all times
* Understanding of information governance requirements within the NHS
* Thorough understanding of Workforce Information in the NHS
* Understanding of NHS Terms and Conditions of Service
* Knowledge and understanding of the RA function
Qualifications
* Educated to GCSE level or equivalent
* Evidence of CPD
* European Computer Driving License (ECDL)
* Business Administration (Level 3)
It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
All new staff will be subject to a probationary period covering their first six months in post.
Employer certification / accreditation badges
Name Dipi Pydiah
Job title Workforce Information Payroll Supervisor
Email address Dipi.Pydiah@bedsft.nhs.uk
Telephone number 01582 718066
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