Job summary The HR People Systems Teams are responsible for the production of all people related management information using systems such as ESR and eRoster systems. It is also responsible for the issuance of ID badges and Smart cards for the Trust and managing the administration transactional input into ESR. We are looking for an enthusiastic and committed individual to join us to support our People Systems Team working within the Human Resources function at our office in Regent Point, Gosforth. You will have a proactive and positive approach, with some experience using HR systems, ideally with the ESR and RA systems, the role will involve working at a computer screen during every shift. The role would suit someone who enjoys systems and process improvement, interaction with people and the ability to work well under pressure to ensure deadlines are met. The role is a part time position where hours can be flexible to suit both the right candidate and the requirements of the service. Although specific system experience is not essential, applicants should be able to demonstrate a good understanding of IT systems to meet the requirements of this role and be keen to learn. Please note this is an office based role. Interview Date 2 December 2024 32 Hours 15 Minutes/Week You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy NO AGENCIES PLEASE Main duties of the job Providing administration support to the onboarding processes including the production of ID badges and smart cards, input of data into the electronic staff record (ESR), creation of user accounts. Providing efficient telephone support to systems users across the Trust. Meet and greet new starters at reception at the Royal Victoria Infirmary and Freeman Hospital for ID check checking, ID badge and smart card issue and to support individual staff queries. Be a main point of contact for HR People Systems enquiries via email, phone and in person. Input of accurate data into Electronic Staff Records (ESR) and other HR systems to support the Trust with access to high quality information. General administrative and clerical duties as required. About us Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites: o Freeman Hospital o Royal Victoria Infirmary (RVI) o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site) o Newcastle Dental Hospital o Newcastle Fertility Centre o Northern Centre for Cancer Care, North Cumbria o Northern Genetics Service o Cramlington Manor Walks These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS. We also have offices at Regent Point in Gosforth and community sites. Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'. For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust Date posted 08 November 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rata Contract Permanent Working pattern Part-time Reference number 317-2024-30-010-A Job locations Regent Point 317 Regent Point NE3 3HD Job description Job responsibilities To work in close collaboration with managers and staff to provide first line support in the form of a help desk, assisting with queries. Postholder must be adaptable to cover holiday/sickness for other staff within the team. To work as part of the People Systems team providing an efficient service covering all aspects of administration. To co-ordinate the Trusts RA processes for staff including the processing of access control requests, issuance of NHS CRS Smartcards to all Trust staff and the assignment of appropriate access, liaising with other departments such as Workforce Information, Medical Staffing, Staff Bank, and IT. Provide general advice to staff and managers on terms & conditions, policy, procedure, and good working practice. To support the RA team with the production, administration and delivery of the ID badge/Smartcards and clinics at the acute sites. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you. Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay. Job description Job responsibilities To work in close collaboration with managers and staff to provide first line support in the form of a help desk, assisting with queries. Postholder must be adaptable to cover holiday/sickness for other staff within the team. To work as part of the People Systems team providing an efficient service covering all aspects of administration. To co-ordinate the Trusts RA processes for staff including the processing of access control requests, issuance of NHS CRS Smartcards to all Trust staff and the assignment of appropriate access, liaising with other departments such as Workforce Information, Medical Staffing, Staff Bank, and IT. Provide general advice to staff and managers on terms & conditions, policy, procedure, and good working practice. To support the RA team with the production, administration and delivery of the ID badge/Smartcards and clinics at the acute sites. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you. Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay. Person Specification Qualifications & Education Essential oNVQ level 3 in administration or equivalent qualification or equivalent level experience Knowledge & Experience Essential oWorking knowledge and understanding of confidentiality e.g. awareness of requirements of Data Protection Act, Freedom of Information Act, Trust's Confidentiality Statement oWorking knowledge and understanding of Microsoft packages Word and Excel etc. oKnowledge of employment processes and electronic staff records Desirable oNHS experience oAwareness of terms & conditions of employment oKnowledge of Registration Authority (RA), Electronic Staff Record (ESR), eRostering its procedures and applications Skills & Abilities Essential oExcellent IT skills and knowledge of windows based software oProven excellent Customer Care Skills oAbility to work unsupervised: Prioritise work as necessary / Work well under pressure and deliver to tight deadlines on a daily basis Person Specification Qualifications & Education Essential oNVQ level 3 in administration or equivalent qualification or equivalent level experience Knowledge & Experience Essential oWorking knowledge and understanding of confidentiality e.g. awareness of requirements of Data Protection Act, Freedom of Information Act, Trust's Confidentiality Statement oWorking knowledge and understanding of Microsoft packages Word and Excel etc. oKnowledge of employment processes and electronic staff records Desirable oNHS experience oAwareness of terms & conditions of employment oKnowledge of Registration Authority (RA), Electronic Staff Record (ESR), eRostering its procedures and applications Skills & Abilities Essential oExcellent IT skills and knowledge of windows based software oProven excellent Customer Care Skills oAbility to work unsupervised: Prioritise work as necessary / Work well under pressure and deliver to tight deadlines on a daily basis 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name The Newcastle upon Tyne Hospitals NHS Foundation Trust Address Regent Point 317 Regent Point NE3 3HD Employer's website https://careers.nuth.nhs.uk/why-us (Opens in a new tab)