Band 4 Information and Registration Authority Officer - Bath NHS House
Job overview
You will be part of a small friendly team responsible for registering users on the NHS Care Identity Service Spine Portal, printing and distributing Smartcards and adding the right level of appropriate access to allow users access to patient records.We also oversee the Trusts ID Badges and are responsible for maintaining access to ESR (Electronic Staff Record-payroll system) for Employee and Managers to use self-service.
You will be required to carry out administration tasks in connection with the Registration Authority/Smartcard/ESR processes which involves assisting new users to enrol and resolving any access issues in a timely, efficient and professional manner whilst adhering to strict guidelines.
The Teams ultimate goal is to assist end users to gain access to systems, giving the appropriate guidance and support to enable them to carry out vital work.
As a team we are looking for someone who is self-motivated and can use their own initiative. You will need a good understanding of systems, problem solving skills and an attention to detail. Although we work as a team, supporting each other and adapting to changes of workloads, the majority of the day is working independently (mainly home working), solving queries and interacting with users.
We look forward to receiving your application.
Main duties of the job
The post holder will be responsible for inputting and maintaining data in the Electronic Staff Record (ESR) and provide comprehensive Smartcard support and access (to systems) support to relevant Staff (and Students) working within the Trust.
Working in accordance with correct policies and procedures, you will manage your own workload and ensure that the Electronic Staff Record (ESR) and Registration Authority (RA) system is maintained accurately and Payroll deadlines are met. You’ll assist in the production of timely and accurate workforce data and run weekly and monthly processes to ensure we have robust and accurate People information.
Working for our organisation
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust) a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Detailed job description and main responsibilities
Run various workforce information reports to provide workforce data e.g. sickness absence, and, where appropriate liaise with relevant departments and managers regarding workforce data.Carry out professional registration, Visa and reference checks in accordance with the membership body and Trust’s procedures.
Support the regular validation of People related data held within the ESR.
Support managers and staff with ESR self-service and RA enquiries.
Respond to complex queries relating to work processes associated with ESR and RA.
Create and maintain positions within ESR.
Register staff/students (check ID and photo) and issue Smartcards using the relevant Systems and Smartcard Printers.
Person specification
Education and Qualification
Essential criteria- Diploma level qualification in relevant field or equivalent experience.
Experience and Knowledge
Essential criteria- A proven understanding of a large organisation's HR systems or other complex data systems.
- Proven experience of Microsoft Word and Excel.
- Experience of working in an NHS Trust.
- Experience/knowledge of the Registration Authority/NHS Smartcards/ESR.
Skills and Abilities
Essential criteria- Understanding and knowledge of IT systems and databases.
- PC Skills and a good knowledge of Microsoft Office software including Word, Excel and Outlook.
- Data input to a high level of accuracy.
- Able to work flexibly to accommodate peak periods of work.
- Ability to work in a team and using own initiative.
- Able to maintain confidentiality.
This includes people with a variety of disabilities and neurodivergent conditions (for example autism, ADHD, sensory, physical and learning disabilities).
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service users.
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Please apply to join us, we would love to hear from you. Any personal details you supply to us are kept safe in line with the General Data Protection Regulations.
Adverts normally close for application a few minutes before midnight on the closing date and we will let you know if we are offering you an interview by email via our recruitment system ‘TRAC’. We contact all applicants within 4 weeks after the closing date, so please check your emails regularly once you have submitted your application; you are welcome to contact us, via the TRAC system, if you have any queries about your application.
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