JOB DESCRIPTION. Tatchbury Mount base and other Southern Health Sites as required Lead Manager for Workforce Resourcing & Planning

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1 JOB DESCRIPTION Job Title: Band: Hours: Department: Location: Accountable to: Workforce Planning & Information Manager Band 7 (TBC) 37.5 per week Tatchbury Mount base and other Southern Health Sites as required Lead Manager for Workforce Resourcing & Planning 1. MAIN PURPOSE OF JOB The Workforce Planning & Information Manager is responsible for ensuring that workforce planning is integral to the Trust through collaboration working with HR, Finance and Service Managers as part of the service redesign processes. Supporting managers with modelling of the current and future workforce models through changes to skill mix, cost improvement plans, activity drivers etc. enabling the Trust ensure the most effective use of its workforce. Monitoring plans against the actual position and redesigning where appropriate and providing training for managers on the workforce planning process The post holder will be is responsible for ensuring that the Trust has access to high quality workforce data and information to support workforce planning, monitoring and development of services. Providing in depth analysis of workforce information, identifying trends and benchmarking data both internally and externally to the Trust The post holder will have responsibility for the day to day operational manager of the Workforce team reporting to them and would be expected to initiate projects and develop improvements in the performance of the service to meet the need of the Trust 2. POSITION IN ORGANISATION Please see structure charts 3. SCOPE AND AUTHORITY Reporting directly to the Lead Manager for Workforce Resourcing & Planning, the post holder is responsible for the day to day delivery Workforce Planning & Information services for their area either Integrated Community Services or Mental Health & Learning Disabilities Directorates The post holder will be expected to take a lead role in workforce planning across their area and ensure that have a good understanding of the Trust s aims and strategic direction Develop the Trust s capability for workforce planning, developing robust modelling arrangements to ensure all relevant data is captured and analysed effectively and providing specialist advice The post holder will be required to work autonomously in the role, representing the HR team in a variety of forums both internal and external to the organisation and will provide

2 expertise and HR support as required to Service and Clinical Managers, HR team and staff in workforce planning and information 4. KEY RESULT AREAS Workforce Planning In conjunction with Finance, Information and Services develop workforce plans for each directorate, and where appropriate localities and teams, to ensure that these align to the strategic aim and direction of the Trust and with national and local drivers for change Work and regularly meet with Directorates, Localities, Services and Teams to understand their business and services needs and to be able to interpret this when developing workforce plans Provide specialist advice on best practice in workforce planning methods Work in collaboration with Finance to ensure that the Monitor Plans are submitted on time an annual basis Provide regular reports of the planned workforce position against actuals, identifying and effectively communicating any trends or information that may impact on the plan to appropriate managers/teams and revising the workforce plan as required Research and compare national and local workforce models against the Trust models Develop and run training programmes, in a format that is suitable to the audience, ensuring managers are skilled up on the workforce planning process, modelling techniques and tools Provide ongoing support to managers around the understanding and use of workforce modelling tools and techniques in the development of workforce plans and ensure that regular reviews are in place to with managers to review and revise workforce plans Liaise with Recruitment to establish a link between the workforce plans and recruitment activity including the details of changes and timing are communicated effectively Participate in local and national workforce planning networks and groups to develop and share best practice with colleagues in other Trusts and regions Workforce Information Ensure that efficient reporting requirements are in place, liaising with Directorates to understand their business needs and how the Workforce team can support them with provision of workforce information Ensure that robust systems are in place for reporting requirements to meet the need of the Trust Board, Performance and Operational Management Boards, Data Warehouse and other statutory bodies

3 Provide highly complex workforce analysis e.g. triangulating workforce information with finance and activity data to identify trends through the use of the Trust Data Warehouse and linking these with the Trusts strategic aims Interpret workforce information and Key Performance Indicators (KPI s) advising the Workforce Resourcing & Planning team, HR colleagues, Service Managers and other colleagues where appropriate where trends need to be addresses. Providing solutions to issues Support and establish the development of targets and KPI s to measure HR management performance in internal and external to the Trust Periodically review reporting processes to ensure they are effective and meet the requirements Work in collaboration with the Information Team and Finance Team to develop the reporting functionality of the Data Warehouse in line with the requirements that will help support the workforce information, planning and service redesign functions of the Trust and support the communication of any developments in the workforce information to HR colleagues and service managers Provide expert advice to support the Workforce Analyst in ensuring that high quality workforce information reports are produced in suitable formats for the audience Establish appropriate systems to ensure effective collection, validation, analysis, interpretation and reporting of workforce intelligence across the Trust Provide complex ad hoc reporting and develop advanced forecasting to meet the needs of local and national requirements Provide specialist knowledge and advice on a range of workforce information systems communicating complex technical issues to non-technical audiences, and coaching and training staff across the Trust in the effective use of workforce information and its reporting and presentation systems Report on workforce information requirements to the Department of Health, Strategic Health Authorities and other public bodies as required ESR Management Responsible for developing the ESR system to ensure the accuracy of data held, including personal data, organisational structures and coding information Responsible for projects managing the implementation of developments in ESR within the Trust, working in partnership with relevant departments and ESR Central team/mckesson Ensure ESR processes and procedure documentation is maintained when new releases and developments are implemented Ensure that data quality of information held in ESR is high, up to date and adheres to the data protection Act 1998

4 Oversee the management of data cleansing and data validation exercises of personal and contractual information held in ESR and ensure that these are completed in a timely manner Registration Authority (RA) Support the management of the RA processes in partnership of the RA Manager Provide supervision and support to the RA Officer Ensure the interface between ESR and User Identity Management are implemented in partnership with the Trust s RA Managers and RA Officer Support the RA Officer to ensure issues with the links with ESR are effectively resolved Pay & Job Evaluation (JE) Oversee the management of the Pay & JE processes Provide supervision and support to the Pay & JE Officer Support the Pay & JE Officer to ensure complex pay queries are resolved efficiently Ensure changes to pay and terms and conditions are implemented successfully in ESR General Requirements Work in partnership with the other Workforce Planning & Information Manager role and other colleagues to implement new systems e.g. Data Warehouse, Manager Self Service and E-Rostering, taking an active role in the individual projects and ensuring any proposed data interfaces are secure and regularly updated to protect the integrity of the source Contribute to the development and effective management of information systems and other related projects within the Trust Demonstrate a commitment to Continuing Professional Development (CDP) and network with workforce planning and information colleagues across the local and national networks Provide leadership and management to the Workforce Resourcing Team Be responsible for the day-to-day prioritising, co-ordination and supervision of the work of the Workforce Information Team to ensure the most efficient use of resources to enable the Workforce Information Department to deliver a first-class, comprehensive and proactive workforce information service to the Trust Provide information for the evaluation of Trust employment policies and practice audits to gauge the effectiveness of implementation. Health & Safety It is the responsibility of all employees to work with managers to achieve a healthy and safe environment, and to take reasonable care of themselves and others. Specific individual responsibilities for health and safety will be outlined under key responsibilities for the post. Equality & Diversity It is the responsibility of all employees to support the Trust s vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of Equality & Diversity Strategies and Policies.

5 Confidentiality In the course of your employment you will have access to confidential information of a personal and/or clinical nature, including information relating to the Trust, its clients, patients, employees and other parties. You must not use such information for your own benefit nor disclose it to other persons without the consent of the Trust and the party concerned unless required to do so by law. This applies both during and after the termination of your employment. Any breach of confidentiality during employment may be regarded as serious misconduct and could lead to summary dismissal. Personal Development Review The Trust is committed to providing a high quality service through the effective management and development of its employees. The Personal Development Review process ensures that the Trust is able to achieve its key aims of commissioning and delivering cost effective, high quality and responsive healthcare, whilst enabling employees to understand how the outcome of their contribution fits within these overall aims. All staff will be expected to participate fully in the process and comply with the Policy. Statutory and mandatory training compliance must be reviewed during the Appraisal. Statutory and Mandatory Training The Trust will assess the requirements for Statutory and Mandatory training requirements for all new staff prior to commencement and aims to ensure that all Statutory and Mandatory training requirements are completed before staff start their full duties. All required Statutory and Mandatory training must be completed within the first three months of staff starting within HCHC and refresher training must also be undertaken on a regular basis and in accordance with the Trust s policy. Safeguarding Children and Vulnerable Adults This is a regulated position and the post holder will be subject to an enhanced Criminal Records Bureau disclosure upon appointment, and every three years thereafter. From July 2010, post holders will also require registration with the Independent Safeguarding Authority to enable the Trust to monitor an individual s status when working with children or vulnerable adults. The Trust is committed to safeguarding children, young people and vulnerable adults within its care. As an employee you are accountable to ensure that you know how to respond when you are concerned for the safety of a child, young person or vulnerable adult. The Trust will support you in this process by providing training, support and advice. There is a safeguarding team for children and young people and leads for vulnerable adults, who can be contacted for guidance and who provide safeguarding supervision. The Trust works in partnership with key agencies to protect children, young people and vulnerable adults. For children you should be aware of your responsibilities detailed in the 4 Local Safeguarding Children Boards Child Protection Procedures and for vulnerable adults in the Safeguarding Adults Policy. Infection Prevention and Control The Trust has designated the prevention and control of infection and the full implementation of the Code of Practice (2008) as a core component in the organisations clinical governance, managing risk and patient safety programmes. All employees are expected to follow consistently high standards in the prevention and control of infection, especially with reference to hand hygiene, adherence to dress/uniform code and for clinical staff all procedures

6 involving aseptic technique, be aware of and follow all Trust Infection Control guidelines and procedures relevant to their work, participate in mandatory training and annual updates. Protecting patients from infection is everyone s responsibility. Rehabilitation of Offenders Act 1974 This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act This stipulates that all previous convictions, including those that are spent must be declared. Previous convictions will not necessarily preclude an individual from employment but must be declared in writing at the appropriate stage during the recruitment process. Data Protection As your employer, the Trust needs to keep information about you for purposes connected with your employment. The sort of information we will hold includes information for payroll purposes, references, contact names and addresses and records relating to your career with the Trust. These uses are covered by our notification with the Information Commissioners Office under the Data Protection Act The information which we hold will be for our management and administrative use only but we may need to disclose some information we hold about you to relevant third parties (e.g. Inland Revenue).We may also transfer information about you to the NHS Executive solely for purposes connected with the management of the NHS. Records Management and Quality As an employee, you are legally responsible for all records that you gather, create or use as part of you work within the Trust and they remain the property of the Trust. This includes patient, financial, personal and administrative records, whether paper based or on computer. All such records are considered public records and you have a legal duty of confidence to all service users. You should consult the Trusts Records Management Policy and ask for guidance from your manager if you have and doubt about the correct management of records with which you work. All staff have a responsibility to ensure information quality standards are achieved. Information Security Under the provisions of the Data Protection act, it is the responsibility of each member of staff to ensure that all personal data relating to patients and members of staff, whether held in manual or electronic format, is kept secure at all times. Computer passwords must not be shared either between systems or users. The Trust may monitor messages, any files stored on the networks or on equipment and usage of the Internet, NHS.net and computer systems, irrespective of whether these relate to trust or personal use. Access and usage of the Trusts computers must be in accordance with the Trust s Policies. Safehaven procedures are to be used for all electronic transfers of personal data. This is in order to protect the Trust s patients and staff, and its reputation and to ensure that it complies with the law and other guidelines. Smoke-free Policy The Trust operates a Smoke-free policy. This means that smoking is not permitted anywhere within owned or leased premises, including within their grounds and within owned or leased vehicles. In the interests of promoting responsible healthcare all staff are to refrain from smoking when off-site in uniform or wearing an identifying NHS badge in any public place.

7 The policy also applies to all staff employed by the Trust at any location they may work, whether within or external to the Trust s premises. The policy contains further details including support facilities. Failure to comply with this policy may result in disciplinary action. The duties of the post will be reviewed regularly in conjunction with the post holder, in accordance with the Personal Development Review Process.

8 PERSON SPECIFICATION Job Title: Band: Reports/Accountable to: Workforce Planning & Information 7 TBC Lead Manager for Workforce Resourcing & Planning Criteria Essential Desirable Method of assessment Education, qualification Degree or equivalent in Mathematics, Statistics or relevant subject with post graduate qualification or equivalent experience in a workforce data analysis relevant discipline Project Management skills Evidence of continuous professional development A post-graduate (masters) qualification in relevant subject Comprehensive training and knowledge in the Administration of the Electronic Staff Record (ESR) and the Discoverer Reporting tool Application Form/Certificati on CIPD Knowledge Experienced and proficient in the use of the Microsoft suite of products including Access, Excel, Powerpoint, Word and Project. (Minimum level of advanced MS Excel) Understanding of the HR information requirements of a large organisation Knowledge and experience of developing information solutions in a large/complex organisation and of ensuring information solutions are designed to optimise data analysis and reporting Knowledge of how to use macros in developing decision support systems Knowledge and understanding of the information requirements which are necessary to support Workforce Planning Working knowledge of NHS and current developments. At least 2 years experience in an NHS information environment Application Form/Interview Experience 2-3 years experience in similar role/work related field Experience of workforce planning and modelling Substantial information analysis experience, ideally workforce related, in a similar complex organisation. Previous NHS Experience

9 Experience in the production of reports or similar transferable skills Experience of managing HR Systems Experience of preparing complex written information and presenting information verbally Skills Abilities and Evidence of excellent organisational and communication skills Imaginative and innovative approach in the development of information management systems Good negotiating skills required to plan and agree deadlines for system or process design, information requirements or presentation of data formats, with both internal and external staff Attention to detail with strong numerical reasoning Demonstrable ability in critical reasoning and high degree of problem solving Evidence of providing comprehensive training to users of different abilities Ability to work flexibly and deliver complex tasks to tight deadlines Good planning, organisational skills and project management skills and ability to manage a heavy, unpredictable and diverse workload Skills Abilities and Strong IT skills, competent user of Microsoft packages and databases Strong organisational skills, effective time manager and able to use own initiative Strong leadership and a good team worker Personable/approachable and able to deal confidently and tactfully with all levels of staff Flexible Strong interpersonal and communication skills with the ability to communicate complex information Ability to problem solve complex problems through analysis Negotiation and influencing skills Project management skills Application from/interview

10 Good report writing and presentation skills Behaviours Customer Focussed Responsive and flexible Seeks to improve customer service Promotes service improvement Maximising Value Seeks opportunities to provide medium term value Addresses issues and inefficiencies quickly Seeks to streamline ways of working Achieving Results Solutions focussed attitude Focuses self and team to deliver results Takes responsibility for problem solving Inspirational Leadership Motivates the team Celebrates success Makes things happen Manages underperformance Promotes development and continuous learning Working Together Promotes team working Works collaboratively with teams within the Trust and local networks Resolves conflicts effectively Assertive, honest and open