Workforce Directorate
Human Resources
Recruitment Team
High East, Crichton Hall, Dumfries DG1 4TG
Fax: 01387 244043
Email: dg.applications@nhs.net
JOB DESCRIPTION for the following vacancy:
VACANCY REF No: 464.15
VACANCY (Post Title):
WORKFORCE INFORMATION OFFICER
Workforce Directorate
High East, Crichton Hall
GRADE:
SALARY:
Band 4
£19, 502-£22,458 (pro rata)
HOURS:
15.00 hpw Permanent
The Workforce (HR) Directorate are inviting applications from enthusiastic, hard working and
flexible individuals looking to gain experience in a fast paced, exciting and varied role within the
NHS Dumfries & Galloway Workforce Directorate.
This post will work within a small team based at Crichton Hall, Dumfries and will be responsible
for supporting the production of workforce information to ensure NHS Dumfries & Galloway
meets all national and local returns as well as generating reports to meet the needs of the
organisation and support information management and analysis.
To succeed in this role you will have interest in working with data and large volumes of
information and it is therefore essential that you have advanced skills in Excel and Access.
Interviews are planned to take place on week commencing 17th August – shortlisted candidates
will be contacted by e-mail.
Informal enquiries to Tracy Parker, Workforce Planning, Systems and Recruitment Manager on
01387 244322 (ext 34322) or email tracy.parker6@nhs.net
Closing Date: Thursday 30th July
at 5.00pm
NHS Dumfries & Galloway
1.
JOB IDENTIFICATION
Job Title:
WORKFORCE INFORMATION OFFICER
Department(s):
WORKFORCE DIRECTORATE
Job Holder Reference:
ADMIN020HR
No of Job Holders:
2.







1
JOB PURPOSE
To produce timely, accurate workforce information and statistics using a variety of
analytical and reporting tools
To provide data support to the eESS (electronic Employee Support System) Project
To manage ad-hoc data requests
Monitor data quality, taking remedial action as necessary
Prepare and submit national and local statistical returns to time and quality
Prepare commentary and interpretation to support routine and ad-hoc reporting
arrangements
Respond to Freedom of Information Requests (FOI) in a timely manner
3. ORGANISATIONAL POSITION
Deputy Workforce
Director
Workforce Planning, Systems &
Recruitment Manager
Recruitment Team
eESS Project
Team
This Post
.
4. SCOPE AND RANGE
NHS Dumfries and Galloway employs over 4,000 staff
The Workforce Information function sits within the Workforce Directorate and is
responsible for the development, maintenance and production of performance reports and
analysis. The team are responsible for data migration/data cleansing and data upload for
the new Workforce Information System eESS.
5. MAIN DUTIES/RESPONSIBILITIES
1. To use technical and analytical techniques to specify and develop complex
queries/reports using a range of tools including database, business intelligence
reports and queries.
2. Undertake data support for eESS Project including complex data reconciliation
between different systems to ensure data in eESS is up to date and accurate.
3. To participate in the design, development, management and maintenance of
workforce information systems, processes and procedures.
4. Automate and schedule workforce information reports and work proactively to seek
solutions to information and reporting problems.
5. To deliver workforce statistical returns both nationally and locally on time and to an
agreed level of quality.
6. Support the development of workforce information dashboards in particular to
support management reporting for eESS System.
7. Undertake report writing to develop reports for non-technical staff.
8. Create, update and maintain key statistical reports for Board Committees etc.
9. Assist in the development of ad-hoc requests for workforce data e.g. Freedom of
Information enquiries, ensuring that customer requests are dealt with efficiently.
10. Ensure that complex information is presented in a format that is easy to interpret
and understand and is appropriate for the needs of the audience to which it is
directed.
6. SYSTEMS AND EQUIPMENT






Computer – used for the majority of working day
Microsoft Word, Excel, Access, Power Point – to produce reports, spreadsheets
Scottish Workforce Information Standard System (SWISS), Payroll System and
associated Business Objects reporting
HR.NET/eESS to record employee data, extract information, produce reports.
Internet skills for accessing nationally available statistics.
Outlook – to communicate with staff internally and with any external contacts.
7. DECISIONS AND JUDGEMENTS
The post holder will report directly to the Workforce Planning, Recruitment & Systems
Manager meeting monthly to agree workplans and objectives.
The post holder will prioritise their own workload duties will be carried out without
supervision, although line manager is available for advice.
The post holder will identify and solve unpredictable problems confidently and
professionally.
8. COMMUNICATIONS AND RELATIONSHIPS
Within own Dept/Division
Communication with all staff within Workforce Directorate
Within other Depts/Divisions
Communication with all levels of staff throughout the Organisation
External To NHS Dumfries & Galloway
Other NHS Boards – information sharing and benchmarking
Information Services Division (ISD)
Scottish Government
The postholder will be required to communicate complex and sensitive information in relation
to workforce information to different audiences.
9. PHYSICAL DEMANDS OF THE JOB
Physical
 The postholder will spend a significantly high proportion of the day using a VDU.
 Advanced keyboard skills.
Mental
 Be able to work under constant pressure e.g. able to meet strict deadlines and
be able to cope with pressure from managers with different deadlines
 Prioritising workload demands
 Concentration and attention to detail in relation to collation of statistics
Emotional
The postholder would, if any, have rare exposure to emotional circumstances within the
workplace.
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
The need to communicate the results of complex analyses and technical workforce
information to non-technical staff including operational managers.
The need to plan and organise the quality and timelines of reporting effectively which
will involve coordinating and prioritising competing demands
11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
The post holder will be educated to diploma level or have achieved an SVQ Level 4 in
Business and Administration/Computing or similar.
The post-holder will be able to demonstrate experience of working within a relevant
administrative environment.
The postholder will have experience of statistical analysis, data extraction tools and
techniques.
The post-holder will be numerate (being able to handle, analyse and interpret data and to
present information in a meaningful way).
The post-holder will have computing skills in a range of analytical software tools (which
might include Business Objects, Microsoft access, Visual Basic, SQL).
The postholder will have advanced keyboard skills and be an advanced user of Microsoft
Excel and Access.
The postholder will have communication skills sufficient to explain complex and sensitive
workforce information to non-experts.
The postholder will have an awareness of the Data Protection Act, Information
Governance and security issues including Caldicott and work within guidelines.
The ability to prioritise many different tasks with competing time demands and constraints
and be able to work autonomously.
Attention to detail – ability to anticipate problems or service needs and to resolve them.
Car driver – the post may involve travel on occasions
12. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each
jobholder to whom the job description applies.
Job Holder’s Signature:
Date:
Head of Department Signature:
Date:
NHS Dumfries & Galloway
Workforce Information Officer – Band 4
PERSON SPECIFICATION
ESSENTIAL
DESIRABLE
QUALIFICATIONS
SVQ Level 4 in Business Admin/Computing
or similar
Diploma Level Qualification
SKILLS
Advanced MS Excel, Access
Visual Basic, SQL
Report writing e.g. Business
Objects/Business Intelligence software
Ability to develop reports using queries,
formulae etc
Numerate, and be able to handle, analyse
and interpret data
Excellent communication, writing and
presentation skills
Ability to meet deadlines
EXPERIENCE
Previous relevant experience of working in
an administrative environment.
NHS experience
Experience of data extraction tools and
techniques.
Experience of statistical analysis.
KNOWLEDGE
Knowledge of the governance and security
of workforce information.
Detailed knowledge of Data Protection,
Information Governance principles
PERSONAL CHARACTERISTICS
 Attention to detail
 Ability to anticipate problems and resolve
them
 Ability to prioritise many different tasks
 Well developed interpersonal skills
Completed by: Tracy Parker
Date: 8th June 2015