Workforce Systems (WS) Improvement Officer (12mths fixed term)

The Royal Wolverhampton NHS Trust; Wolverhampton; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare organization in Wolverhampton seeks a Workforce Systems Improvement Officer for a fixed-term role. The candidate will enhance data quality and implement ESR functionalities, while providing training and support to colleagues. Strong IT skills and experience with data systems are essential. This role offers the opportunity to work in a diverse and supportive environment dedicated to compassionate patient care.

Benefits

Flexible working arrangements

Supportive working environment

Opportunities for professional development

Qualifications

• Experience working with data systems, including data entry and quality checking for accuracy.
• Advanced IT proficiency, especially in Microsoft Office, including Excel with formulas.
• Understanding of data protection and confidentiality principles in healthcare.

Responsibilities

• Investigate and resolve data quality issues within ESR and workforce systems.
• Support the implementation of ESRGo functionality and data audits.
• Develop standard operating procedures and user guides for workforce systems.

Skills

Data entry and cleansing

Problem-solving

Report generation

Microsoft Office proficiency

Data protection principles

Communication skills

Education

NVQ Level 4 or equivalent in Business Administration

ECDL or equivalent IT qualification

Tools

Microsoft Office Suite

Electronic Staff Record (ESR)

Job description

Workforce Systems (WS) Improvement Officer (12mths fixed term)

The Workforce Systems (WS) Improvement Officer (Band 4) is a crucial 12-month fixed-term role within The Royal Wolverhampton NHS Trust (RWT) ESR (Electronic Staff Records) and Workforce Intelligence (WI) service.

This position primarily supports the enhancement of ESR data quality and the successful implementation of ESRGo functionalities, directly contributing to our vision of a decision support unit that empowers data-driven decision-making.

The post-holder will be instrumental in investigating and resolving routine to moderately complex data discrepancies within ESR and other workforce systems, moving beyond basic data entry to actively identifying and addressing the root causes of inaccuracies.

A key responsibility involves supporting the development and implementation of process improvements for ESR operations, especially those related to increasing self-service utilisation and reducing reliance on manual interventions, as identified in the ESR Improvement Plan.

The WS Improvement Officer will assist in developing user guides and delivering practical support/training to colleagues on new or improved system functionalities, fostering greater data ownership and colleague experience. The role requires collating, analysing, and distributing regular workforce reports, ensuring their accuracy and relevance for operational and strategic insights across both Trusts.

Main duties of the job

Enhancing ESR data quality aligned with the successful implementation ofESRGo functionalities.

Investigate and resolve data discrepancies across workforce systems, proactively addressing root causes of inaccuracies.

Supporting the development of process improvements to increase workforce system utilisation and reduce manual interventions.

Support the development of ESR data quality best practice process guides and colleague training.

By focusing on continuous improvement and streamlining ESR processes, this role directly supports the efficiency and integrity of workforce data, which is fundamental to effective establishment control, thereby enhancing patient outcomes.

About us

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

Job responsibilities

Investigate and resolve data quality issues within ESR and other workforce systems, ensuring accuracy and consistency of information.

Support the implementation of ESRGo functionality, assisting with data quality improvements across workforce systems, leading on the update of ESR records and promoting new ways of working which support the long-term success of ESRGo implementation.

Conduct regular data audits and validation checks to identify discrepancies and contribute to the maintenance of high data integrity standards.

Develop and update standard operating procedures and user guides for ESR and workforce systems, enhancing clarity and communication for users.

Extract, collate, and manipulate routine and ad-hoc workforce reports from ESR and other relevant systems for internal and external stakeholders.

Assist in the analysis and interpretation of workforce datasets, highlighting trends or anomalies that may impact data quality or service delivery.

Provide practical support and guidance to ESR users on system functionalities, processes, and data entry best practices, including initial troubleshooting.

Support the ESR Establishment Control Process by verifying data accuracy and ensuring alignment with recruitment and financial planning requirements.

Participate in small-scale improvement workstreams aimed at streamlining workforce systems processes and enhancing operational efficiency.

Liaise effectively with internal departments such as HR, Finance, and Resourcing to ensure consistent data practices and resolve inter-system data challenges.

Contribute to the reduction of manual processes by actively supporting the adoption and increased utilisation of ESR self-service features.

Identify and escalate complex technical issues or persistent data problems to senior team members, proposing potential solutions where appropriate.

Maintain up-to-date knowledge of ESR functionalities, national guidance, and Trust policies related to workforce information and data governance.

Provide administrative support to the ESR & WI team as required, ensuring the smooth operation of daily activities.

Person Specification

Qualifications

• NVQ Level 4 or Diploma equivalent experience in Business Administration, Information Management, IT, or a related field.
• Advanced IT proficiency, including demonstrable experience in Microsoft Office Suite (Word, Excel with intermediate formulae, Outlook).
• ECDL or equivalent IT/systems qualification or demonstrable equivalent knowledge and experience in data management or information systems support.

Experience / Skills

• Demonstrable experience of working with data systems, including data entry, cleansing, and quality checking for accuracy.
• Experience in producing, interrogating, and manipulating routine data reports for inaccuracies and suggesting improvements.
• Working knowledge and practical experience of the Electronic Staff Record (ESR) system, including its operational functions and data structures.
• Proven problem-solving ability, including investigating and resolving routine to moderately complex data or system-related queries.
• Experience in contributing to process improvements or supporting the implementation of new system functionalities.
• Ability to organise and prioritise a varied workload effectively and work to tight deadlines with minimal supervision.
• Demonstrable ability to build and maintain effective working relationships with colleagues and stakeholders across various departments.
• Good understanding of data protection and confidentiality principles in a professional healthcare setting.
• Ability to identify and escalate issues appropriately, seeking senior advice when required.
• A keen eye for detail with a methodical and organised approach to work.

Communication Skills

• Clear and effective verbal communication skills, with the ability to provide routine advice and support to system users.
• Strong written communication skills, including the ability to draft clear emails, user guides, and routine reports.
• Ability to understand, manipulate, and present numerical data in a clear, user-friendly format for routine reports.

Flexibility

• Willingness to be flexible in approach and attitude, including travel across RWT and WHT estates and the Black Country as and when required.

Other

• Adaptable, calm and professional when dealing with difficult situations.
• Able to work in an environment that often demands high levels of concentration.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.