Band 8A - Workforce Intelligence Manager - 3 month contract - London

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TO BE CONSIDERED FOR THIS ROLE YOU MUST BE EDUCATED TO DEGREE LEVEL AND HAVE A MASTERS LEVEL QUALIFICATION OR EQUIVALENT IN IT, ANALYTICS OR STATISTICS 

The post holder will be the manager for the Manager Self-Service/ESR support services and E-Rostering sub-teams within the Workforce Intelligence Team and related team budgets – therefore significant experience with ESR is essential.

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. In July 2004, we were one of the first NHS trusts to achieve Foundation Trust status.

We provide academically-led acute and specialist services, to people from the local area, from throughout the United Kingdom and abroad.

Our vision is to deliver top-quality patient care, excellent education and world-class research. We provide first-class acute and specialist services across eight sites:

 

Workforce Directorate

The Workforce Directorate is made up of six corporate teams (recruitment; medical workforce; workforce intelligence, employee relations, education and core skills and health and wellbeing). The three clinical boards and corporate functions are each supported by an HR business partnering function.

The Directorate aspires to make day-to-day contributions that improve patient care as well as informing UCLH’s and future NHS strategies that forecast and meet future challenges for our staff and the services our patients need. In 2014/15 we have placed particular emphasis on:

  • Engaging with staff; fully involve staff (and their representatives) in the significant organisational planning and change, enabling them to understand and contribute to the changes, act accordingly and support them to make their maximum contribution.
  • Enhancing leadership; develop a vibrant community of leaders at all levels across the organisation confident and competent to undertake their role.
  • Reducing workforce costs; remove waste and improve productivity whist improving patient outcomes, safety and experience.
  • Improving compliance and performance; on key workforce metrics to include reporting and levels of sickness absence, mandatory training, appraisals and induction.
  • Simplifying workforce processes; make it easier for managers to manage and leaders to lead.

 

Job Purpose

The post holder will be responsible for deputising for the Workforce Intelligence HR Business Partner, and directly managing two sub-divisions within the Workforce Intelligence Team (WIT), which is part of the Corporate Workforce Team.   This team consists of 12 people and is in charge of delivering the workforce intelligence function for the trust.  This includes the following areas of responsibility:

  • Development of the trust strategy for workforce intelligence function at UCLH, to enable the trust to become a national leader in the use of ESR, by creating a Model ESR hospital environment;

  • Leading the workforce planning process on behalf of the trust;
  • Enabling the trust to meet its statutory requirements in relation to the Registration Authority;

  • Managing and improving the establishment control process for the trust in relation to all staffing posts;
  • Ensuring the honorary contract recruitment process is robust and the records are properly managed in order to support trust delivering its obligations as an employer and compliance to statutory and mandatory training requirements for this group of staff; and
  • Oversight and scrutiny of the trust approach to Manager Self-Service, through which the trust allows service managers to manage their staffing budgets and other pay-related matters.This includes the trust-wide responsibility for the development and delivery of the training strategy for this system.
  • Managing and providing management oversight of the e-rostering systems adopted by the trust to support the deployment of all our medical and non-medical clinical staff.

 

The post holder will be the manager for the Manager Self-Service/ESR support services and E-Rostering sub-teams within the Workforce Intelligence Team and related team budgets.  In delivering these functions, the post holder will also be day-to-day operational manager for the trust establishment control system and e-rostering systems.  The post holder will be expected to be the relationship manager for these suppliers, and act as the first point of contact in the trust for any issues.

The post holder will be required to have highly developed communication skills to manage sensitive conversations with other teams, as the first escalation point for complaints for the ESR service. 

The post holder will also be a technical expert, be able to deal with simple system issues, and able to act as team lead for resolving any more complex system challenges with our suppliers.  A significant part of the role will be in conveying extremely complex analytical information to a lay audience and to manage multiple forms of engagement in developing the service for internal and external stakeholders.

The post holder will be required to be fluent in the use and interrogation of ESR/OLM/Learning Management Systems to provide workforce information relating to various compliance indicators.  The post holder will also be an expert in Excel, Access and SQL in order to lead the development and implement our technical strategy to support the overall workforce intelligence direction of travel. 

 

Workforce Intelligence

In developing the trust strategy for workforce intelligence, the post holder will:

  • Marshal their technical expertise, to support the continuous development of workforce intelligence at UCLH which takes account of the impact of future local and national strategic and policy changes, which enables professional leads to proactively manage workforce supply and demand and uses high quality data and information to identify workforce opportunities and risks;
  • Be responsible for developing technical solutions for actively monitoring all workforce performance indicators, with specific responsibility for right to work and professional registration processes, escalating risks to the relevant Heads/s of Workforce as required;
  • Manage the development and production of regular and ad hoc internal reports to a consistently high standard which are required for a range of audiences and groups including the Executive Board reports and Nursing and Midwifery dashboard etc;
  • Use their technical expertise to develop the UCLH data warehouse, leading the benefits realisation agenda, supporting operational line managers to use the system to manage metrics such as sickness absence, temporary staffing usage, turnover and vacancy rates etc;
  • Work in partnership with finance colleagues to develop and implement compliance reports to monitor workforce spend against budgets and ensure the reconciliation between establishment information from ESR and the Finance Ledger.
  • Act as the subject matter expert on technical solutions for workforce intelligence and planning

 

Workforce Planning

  • Support the Workforce Intelligence HR Business Partner by providing the technical expertise to support the development of the workforce planning process on behalf of the trust to support national policy decisions on training and education;
  • Create technical solutions to develop and implement robust processes to incorporate divisional input into the development of a workforce plan for the trust;
  • Act as the key contact point for the national ESR team and to participate in national user groups, including chairing the national user group for Manager Self Service to improve the use of ESR in the NHS.

 

Registration Authority

The post holder is a RA Manager for the trust and supports the Workforce Intelligence HR Business Partner to implement the overall Registration Authority strategy on behalf of the trust in consultation with the Information Governance Team. This includes responsibility for:

  • Developing the process to ensure that the trust is adhering to all policies and procedures concerning the Registration Authority;
  • Ensuring that the trust meets all requirements laid out in the Registration Authorities Operational Process via compliance reports and audit;
  • Operational responsibility for uploading UIM Access Positions in accordance with all requirements laid out in the Registration Authorities Operational Process.

 

Establishment Control

The post holder will have delegated authority from the Workforce Intelligence HR Business Partner to:

  • To work in conjunction with finance colleagues to develop and implement a robust establishment process to support good budget management across the trust;
  • To ensure that there are process in place to ensure compliance to the agreed standard operating procedures in relation to establishment control;
  • To ensure that there is a ‘helpdesk’ functionality within the team to provide support for services who are encountering problems with the establishment control system;
  • To ensure that the system is working and maintained at all times.

  • As this is a critical area of functionality and management for the trust, the development of a business continuity plan and process in the event that the system stops functioning.

 

Manager Self-Service

The post holder will have delegated authority from the Workforce Intelligence HR Business Partner to:

  • To work in conjunction with finance colleagues to develop and implement a training to support the appropriate use of this system across the trust;
  • To ensure that there are process in place to ensure compliance to the agreed standard operating procedures in relation to manager self-service;
  • To ensure that there is a ‘helpdesk’ functionality within the team to provide support for services who are encountering problems with manager self-service;
  • To ensure that the system is working and maintained at all times;
  • As this is a critical area of functionality and management for the trust, the development of a business continuity plan and process in the event that the system stops functioning.

 

Honorary Contracts

  • To deputise for the Workforce Intelligence HR Business Partner to manage the honorary contracts team to deliver a holistic recruitment service for honorary contract staff and observerships;
  • To provide technical expertise to establish and implement protocols to ensure that the trust adheres to legal and good governance processes in relation to employing this type of staff, in line with the new approach to this group of staff that the trust has adopted from 2017/18;
  • To develop technical solutions to enable compliance and audit processes are in place to ensure that the trust is meeting its legal and governance responsibilities in this area; and
  • To develop technical applications to support the implementation of protocols to ensure that appropriate records are maintained for this group of staff so that statutory and mandatory training compliance and their contribution to service can be correctly reported.

E-Rostering

The post holder will have delegated authority from the Workforce Intelligence HR Business Partner to:

  • To manage the e-rostering team to deliver management oversight and administrative support to the nursing directorate in utilising the e-rostering across the trust;
  • To ensure that the team has effective protocols in place to ensure compliance to trust-wide rules for rostering;
  • To put in compliance and audit processes are in place to ensure that the trust is meeting its legal and governance responsibilities in this area;
  • To develop and implement protocols to ensure the interface between ESR, the bank booking system and this system are maintained;
  • To ensure that there is a ‘helpdesk’ functionality within the team to provide support for services who are encountering problems with e-rostering;
  • To ensure that the system is working and maintained at all times
  • As this is a critical area of functionality and management for the trust, the development of a business continuity plan and process in the event that the system stops functioning;
  • To ensure that this team works effectively with the Exemplar Ward project team to report appropriate KPIs to support the project and measure the effectiveness of e-rostering across the trust;
  • To develop and implement a strategy for the integration of medical and non-medical rostering into an aligned process in relation to management and oversight.

 

Staff Management

  • To manage the working arrangements of the team members which the post holder has direct responsibility for, including implementing appraisal, develop and cover and leave arrangements within trust policies;
  • To ensure the team members the post holder directly manages are supported and to be responsible for performance management of individual members of team in line with trust policies.

 

Financial Management

  • To be the relationship manager for the establishment control system, currently provided by Cloud 2 Services;
  • To put in processes and procedures to ensure that the provider of the establishment control system meets its contractual obligations within the agreed budget to the trust;
  • To be the relationship manager for the e-rostering system(s) currently provided by SMART (Kronos) and Medirota;
  • To put in processes to ensure that the provider(s) of the e-rostering system(s) meets their contractual obligations within the agreed budget(s) to the trust;
  • To abide by the terms and conditions of the Trust’s standing orders.

 

Bank Partners is an employment agency/employment business (as defined by the Conduct of Employment Agencies and Employment Businesses Regulations 2003) and is acting on behalf of its client in relation to this vacancy.

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