Our Managing Director, Tracey Sopp joined our Electronic Staff Record Team (ESR) to find out what it takes to manage and maintain thousands of staff records. Not only is it hugely complicated but it is hugely important to make sure records are up to date and accurate. Their job is to ensure that ESR is an accurate electronic replica of the real world, with up to date information on who works here, where they work, and what role they are doing.
The team maintain staff records for CNTW and NTW Solutions and have to make sure that every detail is correct, from staff names, to cost centres and hours worked. Other systems rely on this information and it ultimately ensures that staff get paid correctly. Those details are changing all the time and in the last 12 months they processed over 5000 change forms with updated information. That’s on top of mass changes to teams which are processed separately.
They also manage professional registrations and ensure that details are up to date for various clinical professions as well as teams such as accountancy and estates. It’s vital this information is up to date, especially where registration is a requirement to allow people to work. The team are also the keepers of every job description and their evaluation under Agenda for Change. They have been heavily involved in large projects to support CNTW moving to ESR self service and using it to record annual leave.
Tracey spent some time with the team and heard what they were working on and how they are essentially solving puzzles and engaging in detective work. The team have to think logically and not just process what they are presented with in case it’s not correct. One example was where someone was struggling with their annual leave entitlement and eventually the team discovered they were using a Scottish leave calculator which has additional bank holidays built in.
Tracey heard how there’s no time to get bored and the volume and variety of work keeps the team on their toes. Establishing length of service could be straightforward but it might mean they are requesting paper files to go back through decades of dusty paperwork. It’s a friendly team which is there to support each other and they are always helping each other out and learning new things.
The team go above and beyond to get the job done and when someone’s professional registration came in out of hours on a Friday it meant someone coming back into the office to process it so that they could work as scheduled over the weekend. Tracey saw first hand how the variety and teamwork makes for an interesting and rewarding job that gives the team a sense of satisfaction.
