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Workforce Intelligence Officer

Reference number: SW-011748
  • Salary: Competitive
  • Job Type: Full-time
  • Employer: Guy’s and St Thomas’ Hospital – NHS
  • Location: London
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Guy’s & St Thomas NHS Foundation Trust
Dedication to the communities we serve is at the heart of everything we do, providing high quality and personal care.

We are guided by our values: putting patients first, taking pride in what we do, respecting others, striving to be the best and acting with integrity.

As part of King’s Health Partners, an academic health sciences centre, we’re pioneers in health research, and provide high quality teaching and education. This partnership helps us provide the latest treatments for you alongside the best possible care.

Royal Brompton and Harefield hospitals became part of Guy’s and St Thomas’ in February 2021, bringing together world-leading expertise and research in heart and lung disease.

The Trust comprises two of London’s oldest and best known teaching hospitals.  The hospitals have a long history, dating back almost 900 years, and have been at the forefront of medical progress and innovation since they were founded.  Both hospitals have built on these traditions and continue to have a reputation for excellence and innovation. 

Organisational Values:

The post holder will:

  • Put patients first – consider the patient’s needs and wishes in all that they do
  • Take pride in what they do – strive for highest standards on own work and challenge colleagues to do the same
  • Strive to be the best – in terms of patient care & teamwork
  • Act with integrity – maintain the privacy & dignity of patients, work with integrity and be trustworthy, be accountable for own work
  • Respect others – patients, visitors and colleagues. Actively give and receive feedback

Job Summary
The Trust has implemented its integrated HR and Payroll ESR (Electronic Staff Record) system in June 2007.
This system is used to capture our workforce information including employee personal data, pay, establishment and employment history information. The data available on ESR, the Bank, Finance and recruitment systems, enabling Trust to produce comprehensive workforce intelligence.  At the same time ESR establishment data is used for the Trust’s establishment control process.

Working within the Workforce Intelligence Team, the post holder will be responsible for supporting the delivery of the team’s core responsibilities, including production of workforce information, workstructures maintenance and transactions, ESR user support and system access administration.

Key Relationships
Build effective relationships with staff from HR, IT, Payroll, Finance and other teams/areas as appropriate.

Duties and Responsibilities

Workforce information 

  • With support and expertise from the Workforce Information Officer, produce accurate and timely regular and ad-hoc workforce reports.
  • Assess customer requirements through discussions and provide suggestions for the most appropriate data and presentation formats to meet their needs.
  • Identify, within the workforce data, potential trends, issues and areas of interest for further investigation and progress these with input from Workforce Information Officer.
  • Ensure data governance protocols are followed when releasing data to customers (e.g. using passwords, ensuring sensitive data is excluded). 


Workstructures administration

  • With the support and guidance from the Workforce Systems Officer the post holder will action all workstructures related transactions on ESR.
  • Carry out creation, amendment and deletion of positions and other associated changes in relation to workstructures on ESR, whilst ensuring governance protocols are followed.
  • Identify workstructures data quality issues, reasons and propose solutions to overcome these.
  • Undertake ongoing monitoring, audit and evaluation of processes, documentation and provide suggestions for improvements. 

Systems support

  • Promote the ESR system and act as a champion for the system to encourage acceptance by users.
  • Help run the ESR helpdesk service for users by providing timely support and advice.  Carry out initial analysis of all queries and triage them to relevant team members accordingly.
  • Provide administrative support for the Super Users Group, including taking minutes.
  • Carry out ESR system administration, including the creation and amendments of user accounts; password re-sets, whilst ensuring governance protocols are followed.
  • Identify data quality issues, reasons and propose solutions to overcome these and support any data cleanse exercise.
  • Collate and document feedbacks, issues and comments from users and managers and use these to investigate and develop future improvements to systems.
  • Provide basic training on the use of ESR for new staff, for example logging on and navigating through the system. 

Other areas

  • Maintain logs to monitor delivery against agreed service level agreements and to ensure effective audit trails are retained.
  • Plan day to day activities, making adjustments for fluctuating workloads where necessary to ensure delivery of a variety of outputs.  Ensuring team members are kept updated on progress or of issues.
  • Update and maintain the Workforce Intelligence Team website.
  • Support the preparation of user guides, training materials and delivery of training to users.
  • Provide cover on other functions of the Workforce Intelligence Team.
  • Deputise for Officers at systems, information or workstructures related meetings.
  • Undertake any other duties commensurate with the posts that could be reasonably required.


The post holder is required to follow Trust policies and procedures which are regularly updated including:

Confidentiality / Data Protection / Freedom of Information
Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff.   If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal.   Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.

Following the Freedom of Information Act (FOI) 2005, post holders must apply the Trust’s FOI procedure if they receive a written request for information.

Equal Opportunities
Post holders must at all times fulfil their responsibilities with regard to the Trust’s Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trust’s health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs.  All post holders must comply with Trust infection screening and immunisation policies as well as be familiar with the Trust’s Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.

Risk Management

All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trust’s use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated by the Trust to be mandatory.

Safeguarding children and vulnerable adults
Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

It is the responsibility of all staff to minimise the Trust’s environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimising water usage and reporting faults promptly. 

Smoking Policy
It is the Trust’s policy to promote health.  Smoking, therefore, is actively discouraged. It is illegal within Trust buildings and vehicles. 

Review of this Job Description
This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation.   To be reviewed in conjunction with the post holder.

Please email Andreia for more info at

Date posted: 18/11/2022

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