Job Description
Job Details
Job Title: Workforce Information Analyst
Business Unit: Corporate Services
Department/Ward: Human Resources and Organisational Development
Location: Cobalt
Pay Band: 4
CAJE No: ADM7494
Main Purpose of the Job
To maintain quality and content of data held within information systems within HR, eg
ESR/Learning Management, HealthRoster, TRAC, Cohort, etc.
Providing statistical and analytical information to support the HR/OD Strategy and the
Business Units as well as first line support to all staff within Northumbria Healthcare NHS
Foundation Trust in the provision of Management Information. To ensure reporting strategy
meets the requirements of governance standards.
Inputs and processes information in accordance with procedures.
Responds to enquiries from customers and data providers.
Dimensions
To work in close collaboration with managers and staff to provide first line support in the
provision and analysis of workforce information. Developing a reporting strategy to support
business processes. Post-holder must be flexible and adaptable as they may be required to
provide holiday/sickness cover for other staff within the team.
Document version – 2017 1
Organisational Chart
1. Communications and Relationships
Provides and receives complex information.
The skill to effectively communicate, both orally and in writing, complex data analyses and
data quality issues with other staff within and outside the Trust.
Ability to overcome barriers to understanding when discussing data and information queries
with data suppliers (e.g. HR Managers and HR Advisors etc.) or with clients for example
Directors, General Managers, Operational Services Managers, all Business Unit Managers
and staff as well as HR Partners in relation to the provision and analysis of management
information.
Reporting to the Workforce Information Manager, to develop and maintain a reporting strategy
to support HR/OD objectives and those of the Business Units. Working closely with R&S for
co-ordination of TRAC Reporting; Occupational Health for Cohort Reporting, Training for
Learning Management Reporting and ESR to ensure there is a co-ordinated approach to data
collection for reporting purposes.
Liaise with external organizations in respect of problems/issues of a technical nature which
require resolution.
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2. Knowledge, Skills, Training and Experience
Range of work procedures and practices, majority non-routine, intermediate level theoretical
knowledge.
Essential
HNC/HND (or equivalent) in a subject with a substantial numerate content, or equivalent level
of acquired knowledge and experience.
Thorough knowledge and experience of Microsoft Office packages/Advanced Excel skills is
essential as well as the ability to adapt reporting and analysis skills to new software as
required.
Familiar with and have an understanding of computerised HR/Time & Attendance and
eRostering Systems.
Ability to develop and produce reports using Business Intelligence and Oracle Discoverer.
Ability to effectively communicate at all levels within the Trust and external bodies; face to
face, written and verbal.
Ability to work independently with minimal supervision.
Ability to work closely and well as part of a team sharing best practice and advice.
Desirable
Knowledge of NHS Information (gained in post if necessary)
3. Analytical Skills
Deal with a range of facts or situations requiring analysis
To maintain ESR Reporting undertaking data cleansing/comparing data from different sources
to ensure quality, consistency and accuracy.
To produce reports from HealthRoster, TRAC, Cohort and any other HR System as well as
providing analytical support to users via help desk support function.
To analyse and interpret management information produced for HR/OD and Business Units as
well as providing feedback on that analysis to the relevant parties.
Ability to investigate and deal with information and data quality queries using analytical and
judgement skills to identify and resolve a range of problems.
Ability to assess activity reports, tables and charts for robustness, consistency and accuracy
Undertaking a data cleansing role, comparing data from difference sources to ensure quality,
consistency and accuracy.
Ensure robust mechanisms are in place to protect the integrity of data within ESR and
HealthRoster and other HR Systems.
To run more complex reports using Business Intelligence and Discoverer report writer which
may require further manipulation with Advanced Microsoft Excel skills. This could involve
using formulae and lookups.
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4. Planning & Organisational Skills
Plan and organise straightforward activities, some ongoing
Develop a planned reporting strategy to ensure timely reports are available for HR/OD and
Business Unit boards.
Ability to organise, prioritise and manage own workload to tight deadlines, making adjustments
as necessary for changing priorities, variable workload and interruptions.
Ability to manage the distribution of analyses produced to a wide range of individuals across a
number of organisations for example HEE and DoH,
Through:
maintenance of a complex distribution matrix
maintenance and use of spreadsheet templates
maintenance of reports and analyses on the HR Shared Drives
Organisational skills to carry out a complex schedule extracting data files from HR systems
covering multiple data types to meet critical, monthly, quarterly and annual deadlines, with the
ability to reschedule plans at short notice if necessary, to comply with logged ad hoc requests
for reports such as urgent NHS Board level reports, Department of Health and Freedom of
Information requests.
Plans activities requiring adjustment due to fluctuating workload, prioritizing unpredictable and
conflicting demands, this may result in changing priorities and fluctuating deadlines which
need to be taken into account within the overall reporting strategy.
To respond in a timely manner to external NHS Trusts in the production of reporting for
benchmarking purposes, eg sickness absence rates.
5. Physical Skills
Standard keyboard skills/inputting and manipulating data within spreadsheets/databases.
Accuracy is essential to ensure reports are correct with no loss/transposing of data whilst
extracting to other computer software packages for manipulation.
6. Patient/Client care
Assists patients/clients during incidental contacts.
7. Policy & Service Development
Implements policies within own HR Department, proposes changes to working practices as a
result of new guidelines or legislation.
Ensure Data Protection Legislation is adhered to.
Follow Trust policies and procedures and advise managers on same as and when required.
Monitor, review and propose changes and make recommendations to daily working practice,
HR procedures and system processes to ensure the delivery of a high quality, effective
service.
8. Financial & Physical Resources
Observe personal duty of care in relation to office equipment/orders and maintains stationery
stock.
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9. Human Resources
Demonstrates activities and work routines to other in own work area.
Provide daily advice and support to managers/supervisors at all levels offering first line
assistance in the operation of ESR, HealthRoster, TRAC, DMS.
10. Information Resources
Regular requirement to develop and create reports, documents; responsible for maintaining
one or more information systems, significant job responsibility.
Provide system administration support in respect of reporting of Management Information from
ESR, HealthRoster, TRAC, NHS Jobs, DMS and other HR Systems.
Using Business Intelligence/Discoverer Report Writer creates/produces standard and complex
reports some of which may require further manipulation within other computer software
packages (especially Advanced Excel) in order to produce required output. This could be use
of spreadsheets to summarise data.
Maintain and co-ordinate a number of systems within HR used for data collection and analysis
and ensure systems are adapted to reflect changes in data collection processes.
Ensure programme of reporting meets the requirements of governance standards.
You will be expected to have basic functional skills, including literacy, mathematics and digital
skills. Digitally literacy is the ability to locate, organise, understand, evaluate and analyse
information using digital sources. This is in line with ‘digital readiness indicator for health and
social care’, which has been developed in the Building a Digital Ready Workforce Programme
(BDRW), between Health Education England (HEE) and NHS Digital, and is part of the
Government’s Digital Transformation Portfolio (DTP) (2019)
11. Research & Development
Undertakes audits as necessary to own work and specific audit projects to improve are of
service.
Completion of staff survey.
12. Freedom to Act
Operates on own initiative taking advice from Manager if required.
Guided by policies and procedures.
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Standards
The statements outlined below are the standards of which all employees of Northumbria Healthcare Trust are
expected to comply.
Works to the standards expected in the Northumbria Healthcare NHS Foundation Trust statement of values.
Risk Management - to deliver the quality standards and targets outlined in the Trust’s Risk Management Strategy
and local operational policies
Infection Control:
It is your responsibility to adhere to infection control polices and guidelines in order to promote cleanliness and
reduce infections. Hand hygiene must be undertaken correctly to prevent the spread of infection. Personal
protective equipment must be used in accordance with Trust policy. You must contribute to the cleanliness of the
work environment and keep it "clutter free" and tidy. You must also attend mandatory training and updates to
ensure you receive training appropriate to your role
Health and Safety:
Managers have a duty to ensure that safe systems of work are used within their area of responsibility; to
investigate accidents and incidents; to arrange for risk assessments to be conducted annually, and to ensure staff
attend appropriate health and safety training.
All employees have a duty to take reasonable care for their own health and safety, and that of others who may be
affected by their activities; to cooperate with the Trust by complying with all health and safety rules and safe
systems of work; and to inform their line manager of any work situation, or practice which may be considered a
danger to health and safety.
Patient, Carer & Public Involvement:
Managers have a duty to ensure that the principals of patient, carer and public involvement are adhered to
throughout all areas of responsibility in line with Section 242 of the NHS Act 2006 (as amended by the Act 2012)
which requires the duty to involve and consult users. A ‘user’ is defined as someone who is using services, or
someone who may use them. In addition, this requires NHS organisations to involve and consult patients and the
public in; The planning and provision of services and the development and consideration of proposals for changes
in the way services are provided.
This ensure that patients are the focus of everything we do, we share good practice in line with Trust policies and
procedures, this includes learning from complaints and concerns.
Safeguarding:
The safeguarding of all those who are vulnerable is an enormous obligation for all of us who work in the NHS and
partner agencies.
Safeguarding children and adults at risk of abuse or neglect is complex, frequently under review and we must all
take responsibility to ensure that it works effectively.
Safeguarding is everyone’s responsibility. It remains the responsibility of every NHS organisation and each
individual healthcare professional working in the NHS to ensure that the principles and duties of safeguarding
adults and children are holistically, consistently and conscientiously applied with the needs of adults at risk or
abuse or neglect at the heart of all that we do.
Partnership working is also key and it is vital that local practitioners continue to develop relations and work closely
with colleagues across their local safeguarding system to develop ways of working that are collaborative,
encourage constructive challenge and enable learning in a sustainable and joined-up way.
NHS England will continue to seek assurance that the safeguarding arrangements across the health system are
effective.
Environment and Sustainability:
The trust aims to be an exemplar organisation that embraces sustainability and meet its corporate responsibility. It
is the responsibility of all employees to support the Trusts’ vision for sustainable
development. To undertake their duties in a way that is not wasteful of
environment, financial and social resources throughout their daily activities.
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Appendix 1
NOTE: This appendix is not intended to form part of the ‘official’ Job Description, but is intended for
Job Evaluation purposes only.
Effort and Environment:
Physical –
• Frequent sitting in a restricted position
• Uses computer more or less continuously.
Mental –
• Frequent prolonged concentration
• Requirement for ongoing concentration to maintain data collection systems, process
data or write reports, all of which require attention to detail and accuracy.
Emotional –
• Exposure to distressing or emotional circumstances is rare.
• Ability to deal with clients calmly and sensitively in situations where problems have
occurred with the HR Systems resulting in staff not being paid, delays, etc.
Working Conditions –
• Use VDU equipment more or less continuously.
• Generally the staff member will be office based, although there will be occasion when
they will be required to go out to users at all of the Trust’s sites.
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Appendix 2
Grid
DUTIES AND RISK FACTORS OF THE POST Yes No
1. Exposure Prone Procedures (EPP’s)* x
2. Manual Handling Operations x
3. Dust, Dirt, Smells x
4. Chemicals, Fumes or Gasses (Glutaraldehyde, fixer, x
anaesthetic gases, reconstitution/handling of cytotoxic drugs)
5. Patient Contact x
6. Babies/Children Contact x
7. Food handling / Preparation x
8. Driving x
9. Fork Lift Truck Driving x
10. User of Display Screen Equipment x
11. Noise x
12. Infestation x
13. Blood and Body Fluids/Waste/Samples/Foul Linen x
14. Excessive Cold x
15. Excessive Heat x
16. Inclement weather x
17. Radiation x
18. Laser Use x
19. Heights over 2 metres x
20. Confined Spaces x
21. Vibration i.e. Power Tools x
22. Using machinery with moving/exposed parts x
23. Shift work x
24. Use of latex products x
25. Physical violence / aggression x
26. Employment of young people x
27. Any other hazards please specify x
28. Other
If any hazard is identified above please give details below.
*Definition of Exposure Prone Procedures (EPP’s)
Exposure prone procedures are those where there is a risk that injury to the Health Care Worker may result in the exposure of the patient’s open tissues to
the blood of the HCW. These procedures include those where the HCW’s gloved hands may be in contact with sharp instruments, needle tips and sharp
tissue (spicules of bones and teeth) inside a patients open body cavity, wound or confined anatomical space
where the hands or fingertips may not be completely visible at all times.
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Person Specification
Job Title: Workforce Information Analyst
Department: Human Resources and Organisational Development
Location: Cobalt
Specification Essential Desirable
Qualifications / HNC/HND in a subject with a substantial
Professional numerate content or equivalent level of
Registration acquired knowledge.
Experience and Thorough knowledge and experience of Knowledge of NHS Information
knowledge Microsoft Office packages in particular (gained in post if necessary)
Advanced Excel Skills
Well developed keyboard and computer
skills.
The ability to adapt computing skills to new
software as required.
Familiar with and have an understanding
of computerized HR Systems.
Skills and abilities Ability to develop and produce reports
using Business Intelligence/Oracle
Discoverer.
Ability to communicate at all levels within
the Trust and external bodies; face to face,
written and verbal
Ability to work independently with minimal
supervision.
Ability to work as part of a team sharing
best practice and advice.
Personal attributes Works with great attention to detail
Enjoys working as part of a team and
takes actions to promote positive team
working
Other requirements
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