Workforce Systems Analyst
Southampton University Hospital
Total years of experience :20 years, 4 Months
Manage the different interfaces and data quality between HR systems, primarily the eRostering and ESR systems
•Preparation of assigned HR Information reports whether regularly scheduled or Ad Hoc
•Deliver essential operational activities to fixed timelines including the monthly payroll interface process.
•Run daily staffing report, ESR sync report, leavers report, Joiners report, onboarding report.
•Liaise with finance department and update the budgets.
•Design testing for new Systems.
•Absence and sickness management
•Update Organisational hierarchies and setup new users.
•Liaise with service provide to fix any technical problems in the system.
•Involved in the implementation of new/upgrade HR systems.
•Develop and maintain comprehensive “how to” / “help” and training guides for using the HR Systems.
•Update HR pages on website.
•Run gateway process twice a week to maintain data accuracy.
•Manage and develop customer relationships while educating and advising customers on a series of complex and potentially contentious HR systems and process issues
•Analyse, interpret and provide reports on complex HR information
•Design, implement, deliver and measure user support initiatives in the use of key HRIS, e.g. Electronic Staff Record, eRostering Employee On Line, etc
Develop workforce plans for each directorate, and where appropriate localities and teams, to ensure that these align to the strategic aim and direction of the Organisation and with national and local drivers for change
* Work and regularly meet with Directorates, Localities, Services and Teams to understand their business and services needs and to be able to interpret this when developing workforce plans
* Provide specialist advice on best practice in workforce planning methods
* Work in collaboration with Finance to ensure that the Monitor Plans are submitted on time an annual basis
* Take a Lead project manager role to Implement ESR system throughout the whole organisation.
* Provide regular reports of the planned workforce position against actuals, identifying and effectively communicating any trends or information that may impact on the plan to appropriate managers/teams and revising the workforce plan as required
* Research and compare national and local workforce models against the Organisation models
* Develop and run training programmes, in a format that is suitable to the audience, ensuring managers are skilled up on the workforce planning process, modelling techniques and tools
* Provide ongoing support to managers around the understanding and use of workforce modelling tools and techniques in the development of workforce plans and ensure that regular reviews are in place to with managers to review and revise workforce plans
* Liaise with Recruitment to establish a link between the workforce plans and recruitment activity including the details of changes and timing are communicated effectively
* Participate in local and national workforce planning networks and groups to develop and share best practice with colleagues in other Organisation and regions
Take responsibility as audit project lead for the Essence of Care audit programme.
•Supervise team members in order to achieve project outcomes
•Develop audit tools
• Analyse audit results and liaise with Divisional Governance Managers to ensure local action plans are agreed and followed up.
•Compile reports for the mid-year and end of year review of annual audit plans.
•Process complex audit information and analyse quantitative and qualitative data.
•Advice on sampling techniques, analyse and interpret data using a variety of techniques.
• Develop specialist knowledge of clinical audit software packages to provide expertise to wide range of staff involved in clinical audit. Undertake training
•Advise clinical teams on audit project design. Working closely with clinical audit leads to ensure that appropriate clinical audit tools are designed to measure standards of care e.g. defining
criteria for audit
•Use clinical audit software databases to design tools, collate and analyse data and run reports to support audit activity
•Using excel/VBA to create automated reports
•Able to compile accurate and high quality reports to Board of Directors and other Trust committees and groups
•Undertake background evidence searches which underpin key clinical audit activity
•To make recommendations based on audit findings, which will contribute to improving patient care. To identify the need for further changes in practice through the audit process
•To support clinicians by submitting clinical audit projects for publication through appropriate media (journals, posters and presentations)
•Support the development and delivery of clinical audit training. Provide clinical audit training to large groups of individuals from across the organisation.
•Ensure the clinical audit e learning package is posted on the Clinical Effectiveness web pages, and remains current.
* Sourcing documentary evidence to support external assessments
* Seeking to identify alternative evidence if standard evidence is not available, in liaison with the Trust Governance and Risk Managers.
* Providing administrative support for the Trust Governance and Risk manager and Associate Director for Governance and Risk
* Writing reports from the Risk Register.
* Participating in the detailed review of evidence documentation in line with specific national documents/requirements, as guided by the Trust Governance and Risk Managers e.g. proof-reading, reviewing policy documents for completeness etc.
* Arranging, attending and minuting meetings as required
* Maintain a database of evidence to support external assessments
Review the implementation of existing projects with the intention of highlighting lessons learned and potential future solutions for new developments;
•Identify changes to existing work-practices to accommodate the use of new systems;
•Post-implementation of all new systems, follow-up with the benefits-realisation plan for the Trust;
•Motivate staff of all levels and the ability to negotiate a change in process to overcome staff barriers or concerns, demonstrating empathy regarding users concerns.
•Support other IT strategic projects by providing supplementary training and changes as needs are identified;
•Assess and analyse issues as they occur and will need the ability suggest alternative solutions or alternative methods of approach in order for the users to gain maximum benefit.
•Provide updates to project plans and other project documentation;
•Monitor usage levels and patterns of system use, identifying areas that require further support;
•Act as point of contact, identifying, resolving and escalating issues as appropriate;
•Monitor and update the Helpdesk System accordingly and provide user support;
•Work flexibly and provide limited out of hours support for projects
Spring Fashion limited.
•Review current organisational effectiveness and make recommendations for improvements
•Monitor the effectiveness of specific projects to see whether or not their objectives are being met
•Implementation of IT projects using PRINCE 2 approach.
•Work on various initiatives with members of the management team, with a view to controlling costs and generating new streams of income
•Recommend ways of improving the use of staff, materials, equipment and other resources
•Analyse factors that affect business performance and predict possible outcomes and remedial measures.
Majors in Project management/governance/workforce
EDUCATION