Job summary
ESR System Administrator (Apprenticeship).
We have an exciting Band 3 Apprenticeship post available within the Workforce Intelligence ESR Team to provide support to managers and employees over the phone, face-to-face and by email with queries in relation to ESR (the electronic staff record system used by NHS organizations as their HR and payroll system).
At UCLH managers use ESR to make changes regarding their team such as changing hours; and individuals use ESR to view their employment information including their payslip, home address and bank details. We also use ESR as a reporting tool to support the organisation make decisions. As an ESR System Administrator you will be providing valuable help and advice to managers and employees using the system according to best practice, and so they can maximise its benefits.
Our ideal candidate will enjoy working with IT systems and possess excellent customer care skills. You will be someone who is curious about processes and understanding IT systems. You will need good attention to detail and be able to listen to manager's and employees' issues.
We are looking for applicants who are motivated, have good communication skills and have the ability to work on their own and as part of a team. Experience of working in a busy office environment would be beneficial - even better if you have ESR experience.
Main duties of the job
As an ESR System Administrator you will be responsible for the support and maintenance of the Electronic Staff Record (ESR) System and the Registration Authority.
The ESR System contains all of our people's information relating to position, organisation hierarchy, payroll, EDI data, annual leave, sickness and many other aspects.
ESR System Administrators will support managers with using Self-Service to make changes to their team member's records. As an ESR System Administrator you will also be one of the Trusts RA (Registration Authority) Agents, responsible for the issuance of smartcards.
Smartcards are used by staff to gain access to clinical systems such as Electronic Medical Records in order to treat patients.
We require the candidate to have some knowledge of ESR and experience working within the NHS, preferably in an acute Trust. The candidate will need to have an understanding of NHS jargon and organisational structure in Healthcare environments.
It is vital that the candidate has a good grasp of Information Governance due to the high level of sensitive information the post holder will be exposed to.
Please note, this role is an apprenticeship post.
About us
University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.
We provide first-class acute and specialist services across eight sites:
University College Hospital (incorporating the Elizabeth Garrett Anderson Wing) National Hospital for Neurology and Neurosurgery Royal National ENT and Eastman Dental Hospitals University College Hospital Grafton Way Building Royal London Hospital for Integrated Medicine University College Hospital Macmillan Cancer Centre The Hospital for Tropical Diseases University College Hospital at Westmoreland Street
We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women's health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.
At UCLH, we have a real 'One Team' ethos, and our values - safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.
Job description
Job responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
Please note that this is a two-stage application process:
Stage 1: Group assessment with group exercises- 27th March 2024
Stage 2: Individual interviews for those who pass the assessment stage- 28th March 2024
- Maths and English GCSEs or Functional Skills certificates will be required before being invited to the assessment session.
- Applicants must not have a qualification higher than a level 3 in the same subject.
- Applicants must not be in any other form of education this includes, school, college, university or any other apprenticeship programme.
We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.
Job description
Job responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
Please note that this is a two-stage application process:
Stage 1: Group assessment with group exercises- 27th March 2024
Stage 2: Individual interviews for those who pass the assessment stage- 28th March 2024
- Maths and English GCSEs or Functional Skills certificates will be required before being invited to the assessment session.
- Applicants must not have a qualification higher than a level 3 in the same subject.
- Applicants must not be in any other form of education this includes, school, college, university or any other apprenticeship programme.
We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.
Person Specification
Knowledge and Qualifications
Essential
- Minimum of 5 GCSEs grade A-C (or equivalent) . Maths and English certificates will be requested before being invited to an assessment. Must not hold a qualification in the same subject higher than a level 3
- Evidence of continuing professional development including regular attendance on internal and external study programmes
- Knowledge of Electronic Staff Records (ESR) in an acute NHS Setting
Desirable
- NHS Registration Authority smartcard administration experience
Experience
Essential
- Experience of working in recruitment or other high volume administration role
- Proven champion of customer experience
- Engaging and Motivating others
- Experience of being able to balance competing priorities and meet personal and organisational targets
- Proven track record of delivering to KPIs and targets
Desirable
- Proven NHS/public sector experience
Skills and Abilities
Essential
- Quality focussed with an innovative, flexible approach and the ability to problem solve
- Excellent attention to detail
- Well organised, systematic thinker
- Able to manage a high volume workload
- Ability to respond to urgent situations in a calm, empathetic and logical manner and manage stressful situations
- Sound IT skills (Microsoft Office, Word), experience of manipulating HR databases
Communication
Essential
- Ability to form, build, develop and maintain positive and effective working relationships with people from a wide range of personal and professional backgrounds including client managers and team members
- Excellent communication skills, written, verbal and listening
Responsibilities towards promoting Equality Diversity and Inclusion
Essential
- E.g., All posts to include Demonstratable understanding of the Equality, Diversity, and Inclusion and/or Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties
Other Requirements
Essential
- Right to remain and work in the United Kingdom. If you are here on a visa, your visa length must exceed the length of the apprenticeship course. Candidates must have been resident in the UK for the previous three years at start of study (depending on visa status). Candidates must live in England.
- Candidates must not be in any other funded training through the Adult Education Budget (AEB) or from the Department for Education (DfE)
Specific Requirements
Essential
- Requirement to work on-site and remotely according to Team rota.
Person Specification
Knowledge and Qualifications
Essential
- Minimum of 5 GCSEs grade A-C (or equivalent) . Maths and English certificates will be requested before being invited to an assessment. Must not hold a qualification in the same subject higher than a level 3
- Evidence of continuing professional development including regular attendance on internal and external study programmes
- Knowledge of Electronic Staff Records (ESR) in an acute NHS Setting
Desirable
- NHS Registration Authority smartcard administration experience
Experience
Essential
- Experience of working in recruitment or other high volume administration role
- Proven champion of customer experience
- Engaging and Motivating others
- Experience of being able to balance competing priorities and meet personal and organisational targets
- Proven track record of delivering to KPIs and targets
Desirable
- Proven NHS/public sector experience
Skills and Abilities
Essential
- Quality focussed with an innovative, flexible approach and the ability to problem solve
- Excellent attention to detail
- Well organised, systematic thinker
- Able to manage a high volume workload
- Ability to respond to urgent situations in a calm, empathetic and logical manner and manage stressful situations
- Sound IT skills (Microsoft Office, Word), experience of manipulating HR databases
Communication
Essential
- Ability to form, build, develop and maintain positive and effective working relationships with people from a wide range of personal and professional backgrounds including client managers and team members
- Excellent communication skills, written, verbal and listening
Responsibilities towards promoting Equality Diversity and Inclusion
Essential
- E.g., All posts to include Demonstratable understanding of the Equality, Diversity, and Inclusion and/or Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties
Other Requirements
Essential
- Right to remain and work in the United Kingdom. If you are here on a visa, your visa length must exceed the length of the apprenticeship course. Candidates must have been resident in the UK for the previous three years at start of study (depending on visa status). Candidates must live in England.
- Candidates must not be in any other funded training through the Adult Education Budget (AEB) or from the Department for Education (DfE)
Specific Requirements
Essential
- Requirement to work on-site and remotely according to Team rota.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
