Job summary
We have two exciting Band 3 Workforce Systems Administrator posts available within Workforce Intelligence 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), Smartcards and various other Workforce Systems.
At UCLH managers use ESR to make changes regarding their team such as changing hours, recording sickness and managing assignments; 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 a Workforce Systems Administrator you will be primarily providing valuable help and advice to managers and employees using the system according to best practice, and so they can maximise its benefits along with other Workforce Systems.
Our ideal candidates will enjoy working with IT systems and possess excellent customer service skills. You will be someone who is curious about processes and understanding IT and Workforce 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 a Workforce Systems Administrator you will be primarily responsible for the support and maintenance of the Electronic Staff Record (ESR) System and the Registration Authority. You will also be responsible for ensuring data quality is of the highest standard and supporting other Workforce Systems used within the Trust.
The ESR System contains all of our people's information such as position details, organisation hierarchy, payroll, EDI, annual leave, sickness etc.
Workforce Systems Administrators will support managers with using Self-Service to make changes to their team member's records. As a Workforce Systems Administrator you will also be one of the Trusts RA (Registration Authority) Agents, responsible for the issuance and management of smartcards.
Smartcards are used by staff to gain access to clinical systems such as Electronic Medical Records to treat patients.
We require the candidates 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.
The post holders will report directly to the Workforce Systems Lead, and they will be accountable to the Workforce Systems & Intelligence Manager.
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:
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.
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.
Come and be a part of the best NHS trust in England to work for, according to our staff*
UCLH top trust to work at in England for the second year running! : University College London Hospitals NHS Foundation Trust
*In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the second year in a row.
UCLH top trust to work at in England for the second year running! University College London Hospitals NHS Foundation Trust.
Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work.
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.
Come and be a part of the best NHS trust in England to work for, according to our staff*
UCLH top trust to work at in England for the second year running! : University College London Hospitals NHS Foundation Trust
*In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the second year in a row.
UCLH top trust to work at in England for the second year running! University College London Hospitals NHS Foundation Trust.
Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work.
Person Specification
Knowledge and Qualifications
Essential
- Educated to post GCSE level
- Evidence of continuing professional development including regular attendance on internal and external study programmes
Desirable
- Knowledge of Electronic Staff Records (ESR) in an acute NHS Setting
- NHS Registration Authority smartcard administration experience
Experience
Essential
- Experience of working in recruitment or other similar high volume administration role
- Proven champion of customer experience
- Experience of being able to balance competing priorities and meet personal and organisational targets
- Engaging and Motivating others
- 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
Person Specification
Knowledge and Qualifications
Essential
- Educated to post GCSE level
- Evidence of continuing professional development including regular attendance on internal and external study programmes
Desirable
- Knowledge of Electronic Staff Records (ESR) in an acute NHS Setting
- NHS Registration Authority smartcard administration experience
Experience
Essential
- Experience of working in recruitment or other similar high volume administration role
- Proven champion of customer experience
- Experience of being able to balance competing priorities and meet personal and organisational targets
- Engaging and Motivating others
- 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
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).
Employer details
Employer name
University College London Hospitals NHS Foundation Trust
Address
University College London Hospital
250 Euston Road
London
NW1 2PG
Employer's website
https://www.uclh.nhs.uk (Opens in a new tab)
