Workforce Information Assistant

The Workforce Information Assistant plays an important role in supporting the Trust's workforce information, payroll administration and Registration Authority (RA) services. Working within the Workforce Information Team, the post holder will be responsible for maintaining accurate employee records within the Electronic Staff Record (ESR) system and processing a range of workforce transactions, including contractual changes, pay-affecting amendments, expenses and leaver administration.

The post holder will work closely with the Workforce Information & Payroll Supervisor and Workforce ESR & Registration Authority Lead to deliver a high-quality administrative service, support NHS Smartcard and system access processes, respond to workforce-related enquiries, and help ensure data quality and compliance standards are maintained.

The role will also contribute to workforce reporting, service improvement initiatives and digital transformation projects, supporting the ongoing development of workforce systems and services across the Trust.

Administer the NHS Care Identity Service (CIS) and Registration Authority (RA) service, ensuring compliance with national and local policies and procedures.

Create, amend, maintain and revoke smartcard access for staff, ensuring appropriate system access is granted based on role requirements.

Complete identity verification checks and issue smartcards to new and existing employees.

Diagnose and resolve smartcard and system access issues, including unlocking accounts, resetting profiles and replacing cards where required.

Maintain accurate RA records and databases, ensuring leavers' access is removed promptly and audit requirements are met.

Support internal and external audits relating to Registration Authority activities and information governance compliance.

Provide advice and guidance to staff and managers on smartcard access and national system requirements.

Produce, validate and distribute workforce reports and management information from ESR and other workforce systems for managers, HR, Finance and senior leadership teams.

Analyse workforce data and identify trends, anomalies and data quality issues, escalating concerns where appropriate.

Maintain workforce databases, trackers and reporting tools, ensuring information remains accurate, current and fit for purpose.

Support statutory and internal reporting requirements through the provision of high-quality workforce information.

Assist with data validation exercises, audits and reconciliations to ensure the integrity of workforce records.

Contribute to the development and continuous improvement of workforce reporting processes and data collection methods.

Ensure workforce information is handled in accordance with GDPR, NHS confidentiality requirements and Trust policies.

Reconcile complex workforce data, identifying discrepancies and implementing corrective actions where necessary.

Electronic Staff Record (ESR) and Workforce Administration

Maintain a comprehensive understanding of ESR functionality and workforce administration processes.

Accurately process and maintain employee information within ESR, ensuring data quality and compliance with payroll deadlines.

Process a wide range of workforce transactions, including:

New starters and onboarding activity

Changes to contracted hours

Contractual amendments

Banding and pay changes

Expenses and payroll adjustments

Salary sacrifice schemes

Maternity, paternity and other employee life-cycle changes

Leaver and termination processing

Ensure pay-affecting changes are processed accurately and within required timescales to minimise the risk of payroll errors and delayed payments.

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.

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.

Qualifications

Essential: - Educated to GCSE level or equivalent; - Evidence of CPD

Desirable: - European Computer Driving License (ECDL); - Business Administration (Level 3)

Experience

Desirable: - Experience of using SharePoint; - Experience of working in Workforce Information / HR environment; - Experience of project work and associated administration

Knowledge