Non Clinical - Workforce Information Systems Assistant

  • Department Administrative Service
  • Salary £19,737.00 – £21,142 per annum
  • Closing Date 18/06/2021
  • Location Shrewsbury Business Park
  • Grade NHS AfC: Band 3
  • Job ref 223-SWA-135-B
  • Pension NHS Pension
  • Holidays Generous Holiday Allowance
  • NHS discount Eligible for NHS Discounts
  • Contract 12 months (fixed term)
  • Hours 37.5 hours per week (Full time 37.5 hours per week)

Job overview

If you have excellent computer and customer service skills, love data and enjoy maintaining systems and records, then this is the job for you.

As part of our busy Workforce Assurance team you will be responsible for the maintenance of electronic employee records using the Trust’s workforce information systems and providing support and advice to managers on processes and system use.

Experience of using Microsoft Office, with intermediate level Excel skills is essential.  Working knowledge of workforce information systems would be advantageous.


Main duties of the job

To ensure all new starters, termination of contracts and employee change of circumstance forms are processed in all systems accurately and in a timely manner.
To clarify with managers any ambiguous or missing information on forms.
To ensure only authorised signatories sign forms.
To ensure all changes to Professional Registration are processed promptly and accurately, reporting to managers as and when professional registrations have expired.
To ensure all reference requests received are responded to promptly and accurately.
To ensure all DBS checks received are processed promptly and accurately.
To assist in maintenance of accurate work structures within workforce information systems including setting up and updating positions and ensuring hierarchies enable appropriate access rights to be granted on all system users.

Working for our organisation

The Workforce Assurance Department has an exciting opportunity for an enthusiastic individual to join our diverse and supportive team as a Workforce Information systems assistant. This one year fixed term contract is well suited to those who strive to deliver a professional and friendly customer service and enjoy maintaining systems and records. We actively encourage  open communication, collective working to achieve common objectives and motivation within the team. To enable the post holder to thrive within this role all training will be provided under the guidance of the Workforce Systems Team Leader. In addition we aim to offer a flexible working approach that may currently include on site or home working options . The post is 37.5 hours per week from Monday to Friday. 

Detailed job description and main responsibilities

For full duties and responsibilities please refer to the attached document entitled Job Description.

Person specification

Experience & Knowledge

Essential criteria

Knowledge of data protection legislation

Desirable criteria

Previous experience of a workforce or payroll function
Working knowledge of workforce information systems such as ESR, E-rostering, BankStaff, HealthRoster

Skills and abilities

Essential criteria

Good understanding and experience in the use of Microsoft Office software, with intermediate level of Excel
Ability to work on own initiative, prioritise workload and work independently in order to meet deadlines
High levels of accuracy and attention to detail
Ability to deliver high quality customer service
Ability to deal with telephone enquiries effectively using tact and diplomacy
Experience with using GDPR


Essential criteria

Able to travel between Trust sites


Essential criteria

Good standard of general education, including numeracy and literacy skills

The well-being of our staff is of the upmost importance to us.  If you are offered a role at our Trust, and fall into the increased and higher risk categories as set out by Public Health England (PHE) and NHSI/E, your line manager will complete an risk assessment with you.  This will be completed in conjunction with the latest guidance from Public Health England in relation to Covid-19.

By submitting your application to Trac, you are giving your consent for parts of your application data to be transferred to the NHS Electronic Staff Record (ESR) and other secure, internal NHS Workforce systems. This is to support and manage your recruitment and employment within your employing organisation. 

If successful, by completing the NHS Jobs application form you authorise the Trust to obtain any previous NHS service details including all electronically held sickness information, via the Inter Authority Transfer process on the national ESR.

If the role requires a qualification/professional registration, you will need to provide proof during the recruitment process. By submitting your application you are giving the Trust permission to check the qualification certificates provided back to the source provider. Please note that a sample of all applicant’s qualifications will be checked with the educational institution or provider.

In the event of a high response to this advertisement, this post will be closed. Early applications are advised.
Unfortunately we do not accept CVs or keep them on file. If you are unable to apply online please contact the person named in the advertisement for the post you are interested in.
We are committed to offering an interview to all applicants with a disability who meet the minimum criteria for the above position and will support reasonable adjustments wherever possible.  In addition, whilst all applicants will be judged on merit alone, we particularly welcome applications from candidates who are male, from black and minority ethnic backgrounds or who have a disability, as these are currently under-represented in our workforce.
We are committed to equal opportunities in employment. The policies and practices of the Trust aim to promote an environment that is free from all forms of unlawful or unfair discrimination and values the diversity of all people. At the heart of our policy, we seek to treat people fairly, flexibly and with dignity and respect.

Thank you for your interest in The Shrewsbury and Telford Hospital NHS Trust, we look forward to receiving your application for employment.

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