JOB DESCRIPTION Job Title: Band: Hours: Location: Accountable to: Lead Manager for Workforce Planning & Resourcing 8a 37.5 per week Tatchbury Mount base and other Southern Health Sites as required Deputy Director of HR Strategy 1. MAIN PURPOSE OF JOB The Lead Manager for Workforce Planning and Resourcing is responsible for the operational delivery of key aspects of the Trust s Workforce Strategy. The post holder will be responsible for the management of the Workforce Resourcing and Planning teams, providing leadership, developing the skills of the team, and providing senior HR support to Directors and Heads of Service. The post holder will have lead responsibility for: Recruitment services Workforce planning, systems and information services Pay, terms and conditions of employment (including job evaluation) 2. POSITION IN ORGANISATION Director of Workforce and Development Head of Operational HR Head of Operational HR (Mental (Integrated Community Services) Health & Learning Disabilities) Deputy Director of HR Strategy Associate Director of Educa and Development Medical Staffing Manager E-Rostering Project Manager Lead Manager - Workforce Planning & Resourcing (This Post) Business Manag Recruitment Team Workforce Systems, Planning & Information Team
3. SCOPE AND AUTHORITY Reporting directly to the Deputy Director of HR Strategy, the post holder is responsible for the day to day delivery of effective operational services, enabling the organisation to plan, recruit, retain and report on workforce issues according to business needs. The post holder will be expected to take a lead role in ensuring that the systems and processes in place for recruitment, workforce planning, information management, pay, terms and conditions are robust and congruent with the Trust s overarching strategies and deliver the organisation s objectives. The post holder will be required to exercise a high degree of autonomy in the role, representing the HR team in a variety of forums both internal and external to the organisation and will provide expertise and HR support as required to Service and Clinical Managers, HR team and staff. Working as a senior member of the team, the post holder is required to maintain a good understanding of the strategic direction of the organisation and to equip themselves and their team to provide robust and efficient services across the organisation. There is also a requirement to deputise for the Deputy Director of HR Strategy as and when required. 4. KEY RESULT AREAS Recruitment Services Provide leadership for the recruitment team in order to provide an effective, efficient and customer focused service, which meets the changing needs of the NHS, the organisation, managers, employees and members of the public. Undertake regular reviews of recruitment, selection and transactional procedures to ensure the provision of a best practice service and motivate the recruitment team to effectively function within a demanding role, ensuring their workload is suitable, development needs are met and they are aware of the importance of the function to the success of the organisation. Ensure highly specialist advice is given to managers/staff in all matters of recruitment and selection, providing innovative and cost effective solutions to recruitment challenges in keeping with current employment legislation, national and local initiatives and processes. Lead the implementation of electronic recruitment systems and processes, ensuring they are used to their full potential where this best meets the needs of the Trust. Develop project plans to ensure the effective expansion of the systems. Develop and deliver training programmes for HR staff and recruiting managers as required to increase organisational awareness and capability in using a competency based approach and promoting best recruitment policy and practice. Lead in promoting NHS Careers with local schools and higher education institutions, planning and representing at local events, implement processes for work experience placements and work with service managers and the Learning and Development team to to promote apprenticeships, student placements and ongoing opportunities for newly qualified staff across all professions.
Maintain and further develop the system of reporting recruitment activity, ensuring key stakeholders are kept informed of progress and any risk areas. Such stakeholders will include the Deputy Director of HR, Heads of Operational HR Services, Managing and Divisional Directors, Senior clinicians and management teams and the Workforce Information team. Oversee the management of the recruitment of the volunteer workforce, working collaboratively with services to ensure that NHS Employment Standards and best practice principles are adopted and adhered to, and ensuring there is a robust governance system in place to monitor their engagement. Lead the review of temporary workforce solutions including protocols for use of bank staff, agency workers and links to flexible resource allocation using the Trust s E-Rostering system, ensuring robust policies and systems are in place to deploy the workforce as effectively as possible, supporting productivity and efficiency measures in addition to appropriate use of the organisation s financial resources. Where appropriate manage the provision of recruitment advertising services and associated materials for the Trust, ensuring services provided are appropriate, cost effective and monitored regularly. Pay, Terms and Conditions of Employment (including Job Evaluation) Support the development and operational implementation of all pay and development related systems/processes including the provision of expert knowledge regarding Trust pay, terms and conditions, KSF, Computerised Administration Job Evaluation (CAJE) and redundancy and retirement processes. Deliver the Trust s processes for job evaluation (JE), ensuring there is a best practice, transparent process to appropriately grade all jobs within the Trust. Implement a system which ensures good use of Staff Side, Management and HR time within the process and which reflects national Agenda for Change/KSF requirements alongside local need, and producing frequent reports on JE activity and monitor consistency of application. Support the development and implementation of the pay and reward strategy, ensuring effective communication and implementation across the workforce. Ensure regular communication to the Remuneration Committee, JCNC and wider workforce on local and national developments in relation to pay, terms and conditions, preparing papers and recommendations for consideration or consultation as appropriate. Implement effective reporting systems within the operational teams to ensure that any temporary pay arrangements are effectively monitored and managed. As the main point of contact from HR with the Trust s payroll provider, monitor the effectiveness of the service provision through performance reports and client meetings, investigating ongoing problems and overseeing solutions through a customer focused approach. Workforce Planning, Systems and Information Services Provide leadership for the workforce team in order to provide an effective, efficient and customer focused service, which meets the changing needs of the NHS, the organisation, managers, employees and external stakeholders.
Undertake regular reviews of workforce information and reporting requirements to ensure the provision of a best practice service and motivate the team to effectively function within a demanding role, ensuring their workload is suitable, development needs are met and they are aware of the importance of the function to the success of the organisation. Ensure highly specialist advice is given to managers/staff in relation to workforce planning methods, working collaboratively with operational HR colleagues to devise effective solutions to workforce challenges which support national and local initiatives and processes. Production of detailed workforce reports and plans at organisational, directorate and locality level, which provide regular updates to management teams and Boards as appropriate in relation to performance targets and delivery. Ensure workforce plans make best use of key recruitment, retention and workforce reform initiatives within and external to the NHS, for example where joint working with the local authority may improve the quality/quantity of workforce and therefore the delivery of care to service users. Work with the Deputy Director of HR to develop and monitor Key Performance Indicators (KPIs) for the Trust s workforce, reflecting performance in relation to the strategic direction of the organisation and evidence best practice in workforce planning resourcing and a business focused approach to people management. Ensure managers are regularly communicated with in relation to workforce performance relevant to their services and through collaborative working with the operational HR teams, that they are aware of the significance of trends and benchmarking to counterpart services within and external to the Trust. Lead the Workforce Team in the management and development of the ESR, ensuring systems expertise are developed to deliver high standards and best practice in data management and quality, and enabling effective and reliable provision of workforce information at all times. Lead the team in the development and effective delivery of HR processes associated with UIM (Unique Identity Management) and RA (Registration Authority), ensuring robust policies are implemented and auditable, that staff and managers across the organisation are clear about their roles and responsibilities and that associated systems are maintained in accordance with external information governance and management guidelines. General Requirements Support the operational HR teams in the delivery of highly complex, change management projects, ensuring workforce elements are planned, effectively managed and delivered to agreed timescales. Work closely with colleagues internal and external to the department to ensure the teams are providing customer focused services relevant to the direction of the Trust. Devise systems to monitor the quality of service and manage problems in a timely manner, recognising learning points to continuously improve the service provided. Provide leadership to the team at all levels, translating the workforce and development Directorate strategy into individual objectives, regularly reviewing staffing levels and competencies, appropriate provision of resources and ensuring team development needs are met.
Regularly report any risks relating to the workforce function to the Deputy Director of HR and devise/implement plans for the mitigation of such risks. Work collaboratively with the Business Manager to co-ordinate the Directorate s response in providing assurance to Monitor, the Trust Board and Quality and Governance Committees in relation to risk management, internal audit, compliance with external standards (NHSLA, CQC, NHS Employment Standards), and support with other internal processes including business planning processes and response to freedom of information requests. Participation in local networks and an awareness of objectives and priorities of local partner organisations such as Social Service, Acute Trusts, other Mental Health, Learning Disabilities, Community and Primary Care Providers, contributing to and promoting collaborative working as appropriate. Contribute to the development of HR Policies to ensure that they are coherent with the Trust s aims, objectives and values and employment legislation. Undertake appropriate research in developing HR Policies and strategies to ensure that they reflect best and effective practice. Contribute to the wider HR team both in terms of development of the wider HR agenda and the provision of expert HR advice and support. (recruitment, TUPE, redeployment/redundancy, employment law, workforce planning, information and systems) Act as deputy to the Deputy Director of HR as required, internally and externally to the Trust. Authorised signatory for workforce budget for equipment, staffing and contracts of employment/payroll authorisations, countersignatory for CRB disclosures and UKBA licence holder. 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. 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 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 1974. 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 1998. 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 e-mail 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. 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.
PERSON SPECIFICATION Job Title: Band: Reports/Accountable to: Lead Manager - Workforce Planning & Resourcing 8A Deputy Director of HR Strategy Criteria Essential Desirable Method of assessment Education and Qualifications Full CIPD qualification or equivalent postgraduate qualification Application Form/Certificates Masters degree Knowledge Evidence of continuous professional development Highly developed knowledge and understanding employment legislation and practice, particularly: Recruitment Pay Job Evaluation Redeployment and redundancy TUPE Contracts of employment Workforce Systems and Planning Workforce Information and Reporting Knowledge in relation to provision of Mental Health, Learning Disability and Community Health Care Services Knowledge of NHS pay, terms and conditions of employment Knowledge of NHS employment check standards Knowledge of ESR system functionality Application/Interview Knowledge of workforce planning processes Knowledge of job evaluation systems Knowledge of current and future employment legislation. Knowledge of current and
Experience emergent HR best practice Minimum of three years post qualification, relevant HR experience. experience to include working at a strategic and operational HR level Experience in managing through change, and supporting managers in delivering organisational change Experience of ensuring support services reflect the strategic direction and priorities of the organisation Previous NHS experience Experience in using Electronic Staff Record (ESR) Database and extracting data, analyzing information and reporting effectively. Experience of trendanalysis/ benchmarking to Key Performance Indicators (from a workforce perspective) Application Form / Interview Experience of managing a team within a business partner model Experience in managing through change, and supporting managers in delivering organisational change Experience in utilising E- Rostering systems Experience in managing Service Level Agreements with external providers Experience of researching customer needs and planning and providing relevant services. Experience of planning and providing workforce information. Experience in managing through change, and supporting managers in delivering organisational change Skills and Abilities Strong IT skills competent user of Microsoft packages and databases Coaching skills Project management skills Interview/ Application Form Strong organisational skills Highly developed interpersonal and communication skills with the ability to articulate complex information. Numerate
Behaviours Ability to problem-solve complex problems through analytical and structured thought processes. Able to deal confidently and tactfully with people at all levels of the organisation, including Directors, Senior Managers and Trade Union representatives Highly developed negotiation and influencing skills Strong analytical skills and able to exercise discretion and make decisions Strong report writing and good presentation skills Customer Focused Responsive and flexible Innovative approach to improving customer experience Promotes service improvement Maximising Value Seeks opportunity to provide medium long term value Addresses inefficiencies quickly Evaluates and streamlines ways of working Achieving Results Proactive, solutions focused attitude Focuses self and team to deliver results Provides clear goals and objectives Takes responsibility for resolving problems Inspirational Leadership Makes things happen Motivates and nurtures talent Celebrates success Competency based/situational interview
Manages underperformance Promotes continuous learning Working Together Promotes cohesion and team working Works collaboratively with teams within the Trust and across the local health economy Resolves conflict effectively Assertive, honest and open