A Guide to the Staff Group, Job Role and Area of Work
Contents
1. Health amp Social Care hscic Information Centre Document filename A Guide to Staff Group Job Role and Area of Work classifications used in ESR Document Reference Staff Group Job Role and Area of Work Status Final Version Owner Jill Clark Version 4 0 Author Jill Clark Version issue date 01 07 2014 Electronic Staff Record Programme NHS A Guide to the Staff Group Job Role and Area of Work classifications used in ESR For more information on the Tel 0845 300 6016 a IS dopumeNt piese Email enquiries hscic gov uk with Staff Group Job Role and Area of Work in the subject field Internet http Awww hscic gov uk Date of Issue July 2014 Staff Group Job Role and Area of Work Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 Document Management Revision History Version Date Summary of Changes 0 7 July 2012 Final Draft 0 8 July 2012 Incorporating final comments and amendments 1 0 July 2012 Final version 2 0 December Incorporating changes to NWD 2 5 2012 3 0 May 2013 Incorporating changes to NWD 2 6 and minor text amendments 4 0 July 2014 Incorporating changes to NMD 2 7 and minor text amendments Reviewers This document must be reviewed by the following people author to indicate reviewers Reviewer name Title Responsibility Date Version Approved by This document must be approved by2. Occupation Codes have been structured in their current form since 1995 and have been used for national workforce collections for many years therefore providing a consistent means of comparison of broad staff groups across sectors and patterns of change over time Whilst Occupation Codes are limited to pre defined combinations Staff Group Job Role and Area of Work add flexibility and allow a lower level of detail about what staff do and where they work Importantly they allow analysis across staff groups and within teams or areas The Occupation Code matrix for Medical and Dental staff notably identifies only the specialty being worked in and not the nature of the role undertaken Job Role and Area of Work can be used alongside Occupation Codes as complementary coding schemes and to add a further dimension to the classification of the workforce Please note that in order to allow the maximum level of flexibility there is no direct link between the choice of Area of Work or Job Role and Occupation Code It is therefore theoretically possible to have any combination of Occupation Code and Area of Work or Job Role Users are therefore required to ensure correct and appropriate combinations are entered when creating or amending a Position Further information and advice regarding combinations is available in the Occupation Code Manual Medical and Dental Occupation Codes Medical and Dental occupation codes consist of three numerical characters whi
3. The latest version of the document will also be available via the ESR KBase If you wish to be on the contact list for updates or you wish to make comments or suggestions or require further information please contact the HSCIC with Staff Group Job Role and Area of Work in the subject line enquiries hscic gov uk Page 5 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 2 Introduction This document provides guidance on the usage of Staff Group Job Role and Area of Work values as determined by the National Workforce Data Set NWD and made available in the Electronic Staff Record ESR and other systems These fields are key data items relating to Positions Posts in the ESR system They have an important relationship and when linked together provide a detailed classification of the position that an employee undertakes These fields provide a flexible means of recording and analysing the workforce to reflect different ways of working team configurations and staff mix Job Role and its associated Staff Group is a significant field on ESR as it is a defining characteristic of a position and integral to the work structure Please note that once saved against a position the Job Role field cannot subsequently be changed by the user if a change is required a Service Request SR must be raised via Remedy with the ESR team
4. hscic gov uk article 2267 National W orkforce Data Set NW D guidance documents ESR Knowledge Base KBase User Manual User Notices etc https www electronicstaffrecord nhs uk kbase User manual direct link http portal mhapp nhs uk esrusermanual NHS Occupation Code Manual http www hscic gov uk article 2268 NHS Occupation Codes National Workforce Data Set NWD http www hscic gov uk datasets nwd Standardisation Committee for Care Information SCCI http Awww england nhs uk iscg scci NHS Workforce Data Health and Social Care Information Centre HSCIC http www hscic gov uk workforce iView http www hscic gov uk iview Page 21 of 21 Copyright 2014 Health and Social Care Information Centre
5. to add a further dimension to analysis of the workforce This linkage and the structure and use of Occupation Codes is discussed in further detail later in the document Occupation Codes are also contained in the National Workforce Data Set NWD and since version 2 7 have been included with standard Amd 22 2013 prior to this they had their own standalone Information Standard ISB 0141 therefore changes or amendments are also subject to SCCI approval as detailed in the section above Page 11 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 6 Staff Group Job Role and Area of Work Definitions and relationships This section provides an introduction to the fields their basic definition and structure and how they can be used effectively Further information and lists of values are available in the appendices please see Useful Links on page 21 6 1 Staff Group Staff Group is a defined grouping of related job roles Staff Group Definition Example Job Roles Additional Clinical Services Staff directly supporting those in clinical roles Support to nursing AHPs Call Operator Emergency Healthcare Scientists and other Scientific staff are included Have significant Care Assistant Healthcare patient contact as part of their role Assistant Nursery Nurse Additional Professional Scientific amp Technical Scientific staff
6. Paediatrics This information could be used to identify the staff mix of the paediatric workforce or for analysis by staff group or job role across different teams 7 Link with occupation codes Occupation Codes are a long established set of codes used to classify NHS staff Occupation codes are three character codes presented as a matrix by broad staff group showing the level on the vertical axis and area of work on the horizontal axis The current Occupation Code manual can be found here http www hscic gov uk article 2268 NHS Occupation Codes An example of an Occupation Code matrix can be found below Page 16 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 Chiropody Dietetics Occupa tional Orthoptics Physio Radiography Radiography Art Music Speech amp Podiatry therapy diagnostic therapeutic Drama therapy language therapy Consultant Therapist Scientist Manager see notes 1 3 see note 32 see note 32 see note 32 see note 32 see note 32 see note 32 see note 32 see note 32 see note 32 see note 32 Scientific Officer Technician ae see note 8 one see note 16 Instructor teacher see note 10 see note 9 Tutor roe see note 4 Support to Qualified Allied Health Professionals Assistant Practitioner Student trainee Helper assistant
7. including registered Pharmacists Psychologists Social Pharmacist Chaplain Social Workers and other roles such as Technicians and Psychological Therapists Worker Osteopath Administrative amp Clerical Non clinical staff including non clinical managers administration officers Accountant Chief Executive executive board members who do not have significant patient contact as part Clerical Worker Receptionist of their role Allied Health Professionals Registered clinical staff providing diagnostic technical and therapeutic patient Dietitian Physiotherapist care including Dietitians Radiographers and Physiotherapists Includes Paramedic Drama Therapist qualified ambulance staff such as Paramedics Specialist Practitioner Estates amp Ancillary Non clinical support and maintenance staff including gardeners plumbers Electrician Housekeeper cooks and housekeepers who do not have significant patient contact as part of Telephonist their role Healthcare Scientists Healthcare Scientist Registered qualified and other staff working in a defined Healthcare Scientist Consultant Healthcare role including Clinical Scientists and Biomedical Scientists and Technicians Scientist Healthcare Science working in Healthcare Science Practitioner Medical amp Dental Registered doctors and dentists Consultant Clinical Assistant Dental Officer Foundation Year 1 Specialty Doctor Nursing amp Midwifery Registered nurses and midwives Sta
8. is available on KBase https www electronicstaffrecord nhs uk kbase or here http portal mhapp nhs uk esrusermanual ESR User Manual Work structures Create and Maintain Position Job Below is a summary of the first steps required to create a new position and the key fields relating to this document Further details of the full process can be found in the ESR User Manual Users should be aware that once you start to create a position you cannot save the record until all mandatory fields are populated It is therefore important that all relevant information is available to you before beginning the process Most of this information should normally be provided by the recruiting manager or through your organisation s recruitment vacancy control process To Create a New Position Go to Local Work structures Admin Position Description A Decision box will open giving an effective date of the current date and asking whether you want to change it The effective date for the Position can be back dated or set in the future as required Please note that an employee can only be attached to a Position that exists at the time that they are appointed If you choose to accept the current date click No Decision 9 Your current effective date is O9 FEB 2011 Do you want to change it The Find Position form will open Click New Page 7 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Gr
9. lists available Further information on both fields is available later in the document Position Title is a free text field and is often used internally within organisations to report on staff so it is important to have clear and consistent naming conventions Page 8 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 Click OK and return to the main Position form In the Job field you must select the Staff Group Job Role from the list of values Further detailed information on this field and its values can be found later in this document Further detailed information on how to create or amend a Position record including how to enter Grade Registration details Contract Type and Workplace Organisation Code is available in the ESR User Manual which can be found on KBase Page 9 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 4 Use of Information Staff Group Job Role and Area of Work classifications can be used locally for workforce planning and other information analysis within Trusts and to support any regional comparisons The data is also accessed and used regionally and nationally for workforce analysis and planning via the ESR Data Warehouse The ESR Data Warehouse DW provides a mechanism for nation
10. al Services Staff Group This group should only be used for those support staff with patient contact forming a significant part of their role e Clinical management or administration Job Roles where a clinical registration is required to undertake the role can be found within their related clinical Staff Group e g Nurse Manager in Nursing and Midwifery Registered Call Operator in Additional Clinical Services Dietician Manager in Allied Health Professionals Further information and the list of values can be found in the appendices please see Useful Links on page 21 6 2 Job Role Job Role is a generic description of the role associated with a position Each position record created on ESR has to be given a Job Role chosen from the agreed national values The list of values is intentionally quite generic to allow for consistent cross organisation reporting and analysis The list is not intended to capture every possible role within the health service The list of values cannot be changed locally as it is a nationally defined standard Position Titles cannot be used to achieve the desired outcome in reporting as they are too localised and would therefore be too inconsistent for reporting purposes It is very important that the correct Staff Group Job Role is chosen when a Position is created as once it has been saved it cannot be locally amended Staff Group Job Role is a defining characteristic of a Position and therefore the database u
11. al and other supra Trust level reporting It is maintained in a separate database and is populated by monthly extracts from ESR It is used by a number of regional and national bodies such as Health Education England and its local committees LETB s the Health and Social Care Information Centre HSCIC Department of Health and NHS Wales Shared Services Partnership The specific role or team responsible for creating and maintaining Positions in ESR will vary between different organisations for example this role often falls to the Human Resources team but can also be performed by users in Finance or Payroll if allocated the appropriate User Responsibility Profile URP It is therefore very important that teams work together to ensure that data is entered correctly so that the right information can be extracted from the system Data will also be used locally within organisations by a range of people in addition to those mentioned above such as in Training and Development Workforce Information and Planning and Equality and Diversity The accuracy of data entered onto ESR will therefore impact on a number of issues at local level and beyond The HSCIC publish data on the NHS workforce providing information on a wide range of staff groups across the NHS This includes information collected via the ESR Data Warehouse Details of published data can be found on the HSCIC website http www hscic gov uk workforce Staff Group Job Role and Area of Wor
12. and the mass update process will be advised It is therefore very important that this field is accurately defined and input from the outset in order to avoid the more time consuming process necessary to effect changes This guidance also looks at the relationship between Job Role Area of Work and Occupation Codes and other relevant and linked data fields such as pay scale code known as Grade code in ESR Please note that in order to select the correct Job Role value the correct Staff Group must be identified first A list of Staff Groups and associated Job Role values is available as appendix B of this document please see Useful Links on page 21 In order to allow the maximum level of flexibility there is no set relationship between Area of Work and Job Role values It is therefore theoretically possible to use any combination of Area of Work and Job Role to best reflect the nature of the Position Similarly there is no fixed relationship between Area of Work or Job Role and other fields used to report on the workforce such as Occupation Codes Users should ensure with the help of this document that combinations of values chosen are compatible Page 6 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 3 Positions on ESR background and structure The ESR User Manual including the chapter relating to the creation of Positions
13. ch reflect clinical specialties and not the level of work The Occupation Code should reflect the Specialty e g Anaesthetics and the Job Role or pay scale code Grade Code on ESR should reflect their level of work e g Consultant The Area of Work should also reflect their Specialty so in this example a user would select the following Page 17 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 Occupation Code 091 Anaesthetics Staff Group Job Role Medical and Dental Consultant Area of Work Anaesthetics Locums should be identified by their occupation code which will begin with a 1 rather than a 0 for hospital based medical and dental staff and a 2 rather than a 9 for community and public health locums For example for a Locum Consultant in Anaesthetics the following would be selected Occupation Code 191 Anaesthetics Staff Group Job Role Medical and Dental Consultant Area of Work Anaesthetics Further details are available in the NHS Occupation Code Manual The Assignment Category field should also be used to identify Locums who do not have contracted hours This is found on the Assignment screen 8 Combining Staff Group Job Role Area of Work and Occupation Code Example Nurse in Intensive Care For example the fact that a staff nurse works in intensive care would not be identifiable using Occupatio
14. e 21 5 Linked Data Sets 5 1 National Workforce Data Set The lists of values for Staff Group Job Role and Area of Work fields were developed as part of the National Workforce Data Definitions project by a stakeholder group representing NHS organisations SHAs the Workforce Information Review Group WIRG DH and the ESR Central Team Definitions and lists of values for Staff Group Job Role and Area of Work are contained in the National Workforce Data Set NWD The NWD is an information standard Amd 22 2013 which sets out common definitions for those data items that are needed to support workforce planning for the NHS workforce at local regional and national level so that workforce related data will be recorded accurately and consistently Developed by the Workforce Information Review Group WIRG the NWD was approved as an inherited information standard by the Information Standards Board for Health and Social Care ISB in May 2008 As an information standard changes or amendments to NWD values are subject to approval by the Standardisation Committee for Care Information SCCI formally ISB The NWD and further relevant documentation can be found here http www hscic gov uk datasets nwd Applications for new or amended values can be sent via the HSCIC via enquiries hscic gov uk 5 2 Occupation Codes Staff Group Job Role and Area of Work can be used alongside Occupation Codes as alternative or complementary classification systems
15. e information that can be extracted the easier it is to spot anomalies such as a mismatch between Occupation Code and pay scale Example Qualified Health Visitor In order to check the number of Health Visitors and to ensure that the correct data is held a user could draw out more than just Job Role Area of Work and Occupation Code By including registration details for example users can check that those listed with a qualified Health Visitor Occupation Code also have the correct level of Nursing and Midwifery Council NMC registration By including information on pay scale users can check that the employee is being paid at an appropriate level to reflect their qualification and status It would be expected that a qualified Health Visitor would be assigned to a Position with an appropriate Occupation Code Area of Work and pay scale code Grade at a qualified level of Agenda for Change band and at a personal level have the relevant level of NMC registration A typical entry on ESR for a Health Visitor might contain the following information Occupation Code N3H Health Visitor Community Services Staff Group Nursing and Midwifery Registered Job Role Community Practitioner Area of Work Health Visiting Registration Type Specialist Community Public Health Nursing HV Pay Band Band 6 If the example employee had a qualified nursing Occupation Code but didn t hold the relevant qualification or was being paid at a lower Agenda
16. ff Nurse Midwife Registered Community Nurse Modern Matron Nurse Consultant Students Directly employed staff undertaking formal education including student nurses Student Midwife Student and midwives Dietitian Student Orthoptist Please note that Staff Group Job Role appears as a segmented field when a position is created on ESR Users therefore need to ensure they select the correct Staff Group first By choosing the correct Staff Group for the position the list of Job Roles available for selection is appropriately restricted Hints and Tips e Medical and Dental Staff Group should only be used for Positions requiring registered medical or dental staff e Qualified registered Ambulance Paramedic roles are found in the Allied Health Professionals Staff Group whereas Ambulance support roles such as Ambulance Care Assistant and Emergency Medical Dispatcher are found in Additional Clinical Services e The Student Staff Group should include only those directly employed and supernumerary students in Higher Education Page 12 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 e Staff supporting those in clinical roles within Nursing and Midwifery Registered Allied Health Professionals Healthcare Scientists and Additional Professional Scientific and Technical staff groups should be included in the Additional Clinic
17. fier tool and the BI Data Quality Dashboard report Full details are available on ESR Kbase https www electronicstaffrecord nhs uk kbase 86 Please note that Area of Work although not mandatory is a key field for external reporting purposes as it provides the only available generic field for comprehensive comparison of the nature of the function in which employees work within an organisation The organisational structures e g directorates departments etc used locally for reporting are not always comparable across Page 10 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 organisations and are therefore not made available via the ESR Data Warehouse They cannot therefore be reliably reported on regionally or nationally or be used for local benchmarking via systems such as iView It is therefore important that the Area of Work field is completed for accurate reporting at supra Trust level as well as internally In ESR users choose the appropriate Area of Work from a list of values Tertiary Area of Work In the Data Warehouse the higher level groupings of Secondary and Primary Area of Work are populated via a look up from the Tertiary level and all three levels are available to Data Warehouse users for analysis at regional and national level A full list of these values is available as an appendix please see Useful Links on pag
18. for Change band this could be highlighted as a potential error and investigated further Page 19 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 9 Good Practice Guide Each NHS organisation is likely to have its own system for approving creating and amending positions within its structure e g vacancy or establishment control processes By making sure that information and communication flows are working effectively this process can lead to improved data quality and system efficiency Based on the experience and expertise of NHS organisations some suggestions that can improve or benefit internal systems are listed below Implement a clear process for approving and creating positions A clear and documented checklist process for managing positions is most effective Working with other teams to establish what information is required at each stage of the process improves communication and relationships Such processes can also ensure that recruiting managers provide the right information in the right format and at the right time Approved forms and documentation also improve the process audit trail It is also important to ensure that there is effective documentation available to the team responsible for creating or amending positions on ESR in order to improve consistency and knowledge sharing as well as data quality Co
19. ical support Outpatients Outpatients Clinical support Chiropody Podiatry Chiropody Podiatry Corporate Finance Payroll Corporate Human Resources Human Resources Corporate Human Resources Medical Staffing Note that in the full list every Primary value is mirrored at the Secondary level and every Secondary value is mirrored at the Tertiary level this ensures that wherever a detailed area is not found in the list then a more generic value is available Area of Work is a key field for reporting purposes as it provides the only available generic field for comprehensive comparison of the area function or specialty where the work activity takes place within and across organisations Organisation structures e g directorates departments etc used internally are not available via the ESR Data Warehouse and therefore cannot be reported on regionally or nationally or used for local benchmarking as they vary between organisations It is therefore important that the Area of Work field is completed for accurate reporting outside of organisations Hints and Tips e Medical and Dental staff should be given an Area of Work value relating to their specialty e g Neurology Pathology e Other clinical and non clinical staff can also be assigned a medical specialty Area of Work value if they work in that area function or specialty For example a Cardiac Nurse should be assigned an Area of Work of Cardiology a Receptionist working in Endoscopy sh
20. k classifications are also available in iView an online service that provides aggregated health and social care data to authorised users within the NHS This information can be used by NHS organisations for benchmarking and comparisons across the sector and it uses Job Role Area of Work and Occupation Code as key comparison fields To register for iView please go to the following website http www hscic gov uk iview Data Quality The HSCIC and the ESR Central Team have created a joint reporting process known as the Workforce Validation Engine WoVEn to measure and feed back to organisations on the data quality of certain fields within ESR The aim is to highlight possible areas for improvement in terms of completeness and accuracy of key fields in ESR including Staff Group and Area of Work Organisations can then use this information to address missing or invalid values and to monitor improvements in their overall data quality The specific validation tests were determined through consultation with the service and are managed by the ESR Management Reporting National Special Interest Group For further information on the WoVEn reports the validations or the process involved please see the section on ESR Kbase https www electronicstaffrecord nhs uk kbase entry 399 and or contact the Health and Social Care Information Centre wip queries hscic gov uk Other validation tools are available within ESR such as the Occupation Code and Job Role veri
21. n Codes as they do not provide enough detail but it can be reported upon by reference to the Area of Work Occupation Code N6A Other 1 level Acute Elderly and General Staff Group Nursing and Midwifery Job Role Staff Nurse Area of Work Intensive Care Medicine Example Medical Secretary For example a Medical Secretary working in Cardiology cannot be identified through Occupation Codes but by using Job Role and Area of Work this provides enough detail to find more specific roles Occupation Code G2D Clerical and Administrative Clinical Support Staff Group Administrative and Clerical Page 18 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 Job Role Medical Secretary Area of Work Cardiology Building a detailed picture of the workforce By using a number of different fields effectively a more accurate fuller and descriptive picture of the workforce can be created By using additional fields to look at pay scale and registration details for example a full representation of a post and how it fits into the wider team can be created By looking at person level information such as age ethnicity and gender and linking this through to information on positions a full account of the workforce can be generated and analysed Linking such information together can also help to error check and audit data The mor
22. nderpinning ESR is designed on the premise that any change must actually mean that a new Position is required Users should therefore ensure that the documentation providing the authority to create new Positions includes the correct Staff Group Job Role prior to entry upon ESR In circumstances where it is felt inappropriate to create a new Position or where a significant number of historic errors need amending then a solution has been put in place whereby the NHS Central Team can run a routine to amend incorrect Staff Group Job Role values User Notice 972 issued 6 May 2009 gives details of the process and how organisations can request to make use of it The archive of ESR User Notices can be found on KBase https www electronicstaffrecord nhs uk kbase To find the relevant user notice use the search function and search for UN972 Please note that Job Role names are only unique within their respective Staff Group It is possible to find the same Job Role value in more than one Staff Group For example Technician appears in four different Staff Groups and Apprentice appears in three It is this multiple use of Job Role that makes it so important that users identify the correct Staff Group before setting up the position on ESR Where the same Job Role value exists within different staff groups and it is not clear which is the appropriate choice further information could be found within the recruitment paperwork such as the j
23. nsistency By being consistent when entering data particularly when there is more than one person responsible for creating positions in a team or organisation it will be easier to understand the information created and maintain data quality It is also easier to amend groups of records if they have been created consistently Communication between teams who share information Within organisations there are often additional teams who require access to the information within positions on ESR For example the Training and Development team might require a list of staff by Job Role or Occupation Code the Workforce Information and Planning team might create reports for the Executive Team or Board on the number and type of staff It is therefore important to establish these information needs and communicate any data issues or amendments The timing of data entry and extraction is also important Information for Finance Payroll training courses or new starters could be required at various times in the information cycle Documenting these requirements and the timetable involved in ESR updates can prove very useful Internal communication with employees Position information needs to be accurate for data quality purposes but it also will be seen by employees on any internal communications that use Position information Fields such as Position Title should therefore have consistent naming conventions perhaps only including information that the person wo
24. o Senior Manager Further information and the list of values can be found in the appendices please see Useful Links on page 21 6 3 Area of Work Area of Work is the area function or specialty where the work activity takes place As with Staff Group and Job Role the list of values is intentionally generic and cannot be changed locally to allow for consistent reporting and analysis within and across organisations Staff Group Job Role and Area of Work are complementary data items and when used together can enable more detailed multi disciplinary analysis of the NHS workforce composition Tertiary Area of Work the most detailed group is the only field visible to local ESR users Higher level groupings of Secondary and Primary Area of Work are automatically populated from this lower level and are available to Data Warehouse users for analysis at regional and national level Examples of Area of Work groupings are shown in the following table Page 14 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 Medicine General Medicine General Medicine Medicine General Medicine Acute Medicine Medicine Paediatrics Paediatrics Medicine Paediatrics Paediatric Community Child Health Surgery Cardio thoracic Surgery Cardio thoracic Surgery Surgery Cardio thoracic Surgery Clinical Perfusion Clin
25. ob description advert registration or qualifications required or from the recruiting manager The example of Technician is shown in the following table Page 13 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 Add Prof Scientific and Technical Technician Includes Pharmacy Technician Dental Technician Additional Clinical Services Technician Includes Ambulance Technicians Administrative and Clerical Technician ICT Helpdesk Technician IT Technician Technical Support Officer Clinical Systems Support Officer Network Engineer Estates and Ancillary Technician Estates technicians test and maintain certain types of essential equipment They might also be called out to a patient s home to test a vital medical device or to carry out an emergency repair Hints and Tips e Job Roles associated with qualified Ambulance Services staff are found in Allied Health Professionals Staff Group e There are a limited number of Job Roles included in the list of values if an exact match cannot be found the closest available match should be used e When selecting a closest available match the position of the role within the hierarchy of the team should be considered For example a person holding the job title Deputy Director should not be assigned to the Job Role of Director but rather t
26. ombining Staff Group Job Role Area of Work and Occupation Code 9 Good Practice Guide 10 Links and further information 01 07 2014 10 11 11 11 12 12 13 14 16 16 18 20 21 Page 4 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 1 Background and Purpose of Document This document was developed by the Health and Social Care Information Centre HSCIC in conjunction with the ESR Central Team the Workforce Information Review Group WIRG and a number of NHS organisations This document is intended primarily as guidance for organisations that use the Electronic Staff Record ESR but will also be of relevance to users of other systems that also make use of these classifications and to those who report or interpret data based upon them This guidance has been developed from and replaces the ESR document A Guide to Job Roles Staff Groups and Areas of Work which was last published in August 2004 This new document is intended as an enhanced guidance tool containing basic information regarding the principles and definitions of the relevant values as well as contextual detail This guidance is intended to be a living document which will be reviewed and updated as required and we welcome feedback and ideas for development When changes are made we will update the HSCIC website and email relevant contacts
27. ould be assigned to Endoscopy Administration staff working directly in a medical area such as a Medical Secretary should also be given the relevant medical Area of Work e The Administration Area of Work value should be used only to identify administration staff working within a central administration team that works across an organisation Admin and clerical staff are identified as such by their Staff Group and Job Role so the Area of Work is designed to capture the team or area they work in e g A Clerical Worker in Cardiology would have the Area of Work value of Cardiology and not Administration Further information and the list of values can be found in the appendices please see Useful Links on page 21 Page 15 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 6 4 Examples of Staff Group Job Role and Area of Work By using values from the three complementary data items a fuller picture of the workforce within an area or specialty can be created at local regional or national level The example below highlights three roles within a Paediatrics team Staff Group Nursing amp Midwifery Registered Job Role Staff Nurse Area of Work Paediatrics Staff Group Medical amp Dental Job Role Consultant Area of Work Paediatrics Staff Group Administrative amp Clerical Job Role Receptionist Area of Work
28. oup Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 The Position form will open When a user creates a position on ESR the screen will look like this Staff Group and Job Role Occupation Code and Area of Work Positiwn ame 11153347 AFC Staff Nurse N6A General Medicine Under R Work Terms Hiring Information Additighal Detail Budgets Start Date 01 JAN 1951 Data Effective Name 11153347 AFC Staff Nursel 5A General Medicine Type None Y Permanent Organizatioh amp Job Organization 050 Hospital A Proposed End Date Job Nursing and Midwifery Registered Staff Nurse Proposed End Date Hiring Status Status Active Start Date 01 JAN 1951 Proposed End Date Location 050 Location_A Status Effective Dates rom 01 JAN 1951 To Further Info INF Extra Position Info Valid Grades Others NB The fields shaded yellow are mandatory and must be completed in order to save the new record created Some fields contain lists of values which appear in drop down menus for selection Occupation Code Position Title and Area of Work are selected by clicking in the Date Effective Name field which opens a form called NHS Position Flexfield NHS Position Flexfield Position Number 11153347 Position Title AFC Staff Nurse Occupation Code N6A Other 1st level Acute Elderly and General Area of Work General Medicine 4 OK Cancel Clear Help You must choose Occupation Code and Area of Work values from the
29. the following people author to indicate approvers Name Signature Title Date Version Glossary of Terms Term Abbreviation What it stands for ESR Electronic Staff Record HSCIC Health and Social Care Information Centre ISB Information Standards Board for Health and Social Care KBase Knowledge Base ESR NWD National Workforce Data Set WIRG Workforce Information Review Group Page 2 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 Document Control The controlled copy of this document is maintained in the HSCIC corporate network Any copies of this document held outside of that area in whatever format e g paper email attachment are considered to have passed out of control and should be checked for currency and validity Page 3 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 Contents 1 Background and Purpose of Document 2 Introduction 3 Positions on ESR Background and structure 4 Use of Information 5 Linked Data Sets 5 1 National Workforce Data Set 5 2 Occupation Codes 6 Staff Group Job Role and Area of Work Definitions and relationships 6 1 Staff Group 6 2 Job Role 6 3 Area of Work 6 4 Examples of Staff Group Job Role and Area of Work 7 Link with occupation codes 8 C
30. uld want others to see e g not including their Agenda for Change band For example Staff Nurse Ward B might be preferable to XNO5 Staff Nurse Band 5 N6A Ward B Wider use of classification data The workforce classification data is used within ESR Workstructure reporting but also within other ESR functionality such as Oracle Learning Management System OLM and externally with other linked systems such as NHS Jobs and the Deanery interface This wider usage and exchange of data with other systems therefore means that data on ESR needs to be as accurate as possible Page 20 of 21 Copyright 2014 Health and Social Care Information Centre A Guide to the Staff Group Job Role and Area of Work classifications used in ESR V4 0 01 07 2014 10 Links and further information Appendix A Staff Group Values and Definitions http www hscic gov uk article 2267 National Workforce Data Set NWD guidance documents Appendix B Staff Group Job Role Alphabetical List http www hscic gov uk article 2267 National Workforce Data Set NWD guidance documents Appendix C Job Role Staff Group Alphabetical List http www hscic gov uk article 2267 National Workforce Data Set NWD guidance documents Appendix D Area of Work Tertiary Alphabetical List http www hscic gov uk article 2267 National Workforce Data Set NW D guidance documents Appendix E Area of Work Primary Secondary Tertiary Alphabetical List http www
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