[ref. q16708500] People Systems Admin Assistant

Job overview

This role will work as part of a team to deliver accurate, timely and customer focused services within the People Systems & Workforce Information Team to employees of the Trust and other clients.

The role is responsible for the accurate inputting of data into our People Systems, as well as regular reporting to support our weekly and month data requirements.

The roles will provide administrative support to the function, this will include; supporting with admin and minute taking within regular meetings, act as first point of call on all customer service queries, solve routine queries and escalate any complex issues as required.

There is a requirement to work across teams within People Systems to ensure that work pressures are covered, and service standards are maintained. Relevant cross team training will be supported by appropriate periodic rotation between teams.

• Provide general clerical administrations support across a range of duties within the People Systems & Workforce Information Team.
• Produce and distribute regular reporting in accordance with documented procedures, schedules and deadlines.
• Undertake data input across all People Systems as required.
• Act as first point of call for all customer service requests, through administration of the various People Systems & Workforce Information email inboxes and over the phone.
• Solve routine queries received by the People Systems team and to escalate any complex queries to relevant subject matter experts.
• Ensure that processes are carried out in accordance with documented procedures, protocols and schedules and deadlines.
• Sort and distribute post.
• Demonstrate the Trust’s agreed behaviours and values within the team.
• Establish and maintain effective relationships with colleagues, other departments, clients and external agencies.
• Act as first point of call for all customer service requests, through administration of the various People Systems & Workforce Information email inboxes and over the phone.
• Solve routine queries received by the People Systems team and to escalate any complex queries to relevant subject matter experts.
• Maintain user access to all People Systems (ESR, eRoster & Easy Expenses).
• Undertake any other reasonable duties commensurate with this role.

Working for our organisation

DBTH is one of Yorkshire’s Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues.

At DBTH we have a comprehensive framework of behaviours that guide us in our daily working lives, these form the DBTH Way. We pride ourselves on our commitment to the values of We Care and now the DBTH Way builds upon these foundations, providing further clarity on what it means to embody these values in our everyday interactions.

As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under-represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

• Extensive range of learning opportunities
• NHS Pension Scheme
• Generous holiday entitlement in line with Terms & Conditions
• Comprehensive health and wellbeing support
• NHS Car Lease schemes and a range of salary sacrifice scheme
• Discounts on restaurants, getaways, shopping and finance through external providers.

Detailed job description and main responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read both documents carefully.

Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Person specification

Knowledge and Experience

• Experience in a customer focussed environment
• Able to run reports from system and ability to manipulate data in Excel
• General Knowledge of data protection and legislation principles
• Experience of a wide range of clerical duties

• Experience of working with large scale integrated HR/payroll systems (ideally ESR)
• Experience of NHS payroll, Agenda for Change terms and conditions

Qualifications/Training

• Business Administration NVQ level 2 qualification or equivalent relevant experience (or willingness to work towards)

Personal Attrinutes & Skills

• Good communication skills
• Good analytical and numerical skills
• Customer Focused
• Ability to work to tight time scales and deadlines

• Please note that all correspondence will be sent you to via email. If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system. In submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
• We reserve the right to close down this advert early should there be a high number of applicants.
• The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community.
• All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken. The Trust is now passing the charge for undertaking a DBS check on to candidates in the event that they are successfully appointed into the post for which they have applied. Please note that this check will be charged for in two instalments when you commence employment with Doncaster & Bassetlaw Teaching Hospitals NHS Foundation Trust. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.