Job summary
This pivotal role supports the Workforce Information Manager and Digital Lead in delivering high-quality workforce data services across Bedfordshire Hospitals NHS Foundation Trust. Based at Bedford Hospital, the post holder will lead the Workforce Information Administration Team, acting as the central contact for ESR and Payroll-related matters.
Key responsibilities include maintaining ESR data quality, managing Smartcard and Care Identity Management (CIM) processes, supporting audit and compliance activities, and contributing to digital transformation projects such as Self-Service and Robotic Process Automation. The role also involves supervising team operations, ensuring training compliance, and supporting visa and right-to-work processes.
This is a dynamic position requiring strong ESR knowledge, excellent organisational skills, and the ability to lead and motivate a team in a fast-paced NHS environment.
Main duties of the job
- Supervise the Workforce Information Admin Teamat Bedford Hospital, including workload management, 1:1s, appraisals, and training compliance.
- Act as the central contactfor ESR and Payroll queries, liaising with the external Payroll Services Team and resolving issues.
- Maintain ESR data quality, monitor reports (e.g. WOVEN, BI dashboards), and deliver training to HR colleagues.
- Manage Smartcard and RA processes, including user registration, access rights, and promoting Self-Service.
- Support audits and compliance, assisting with internal and external audit preparation.
- Contribute to digital transformation projects, including Self-Service, E-Forms, and Robotic Process Automation.
- Create and update ESR positions and work structures, and suggest system improvements.
- Ensure Right to Work compliance, working with the Visa Compliance Officer to monitor and support visa processes.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Job description
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities
The ESR Workforce Lead and Office Supervisor plays a key role in supporting the Workforce Information Manager and Digital Lead to standardise ESR and Smartcard Self-Service processes across Bedfordshire Hospitals NHS Foundation Trust. Based at Bedford Hospital, the post holder will supervise the Workforce Information Administration Team and act as the central point of contact for ESR and Payroll-related matters. The role also supports audit preparation, data quality monitoring, and digital transformation initiatives, while ensuring compliance with Right to Work and Registration Authority (RA) requirements
Main Duties
- Team Supervision: Lead the Workforce Information Admin Team, manage workloads, conduct appraisals and 1:1s, and ensure training compliance.
- ESR and Payroll Liaison: Act as the main contact for ESR and Payroll queries, resolve issues, and attend Payroll Contract Review meetings.
- Data Quality and Reporting: Monitor ESR data using WOVEN and BI dashboards, deliver training to HR colleagues, and support data improvement initiatives.
- Smartcard and RA Management: Register users, manage access rights, issue Smartcards, and promote Self-Service functionality.
- Audit and Compliance: Assist with internal and external audits and maintain accurate records.
- System Maintenance: Create and update ESR positions and work structures, and suggest system improvements.
- Project Support: Contribute to streamlining projects such as E-Forms, Self-Service, and Robotic Process Automation (RPA).
- Right to Work Compliance: Collaborate with the Visa Compliance Officer to ensure all staff have valid work status and support visa-related processes.
Job description
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities
The ESR Workforce Lead and Office Supervisor plays a key role in supporting the Workforce Information Manager and Digital Lead to standardise ESR and Smartcard Self-Service processes across Bedfordshire Hospitals NHS Foundation Trust. Based at Bedford Hospital, the post holder will supervise the Workforce Information Administration Team and act as the central point of contact for ESR and Payroll-related matters. The role also supports audit preparation, data quality monitoring, and digital transformation initiatives, while ensuring compliance with Right to Work and Registration Authority (RA) requirements
Main Duties
- Team Supervision: Lead the Workforce Information Admin Team, manage workloads, conduct appraisals and 1:1s, and ensure training compliance.
- ESR and Payroll Liaison: Act as the main contact for ESR and Payroll queries, resolve issues, and attend Payroll Contract Review meetings.
- Data Quality and Reporting: Monitor ESR data using WOVEN and BI dashboards, deliver training to HR colleagues, and support data improvement initiatives.
- Smartcard and RA Management: Register users, manage access rights, issue Smartcards, and promote Self-Service functionality.
- Audit and Compliance: Assist with internal and external audits and maintain accurate records.
- System Maintenance: Create and update ESR positions and work structures, and suggest system improvements.
- Project Support: Contribute to streamlining projects such as E-Forms, Self-Service, and Robotic Process Automation (RPA).
- Right to Work Compliance: Collaborate with the Visa Compliance Officer to ensure all staff have valid work status and support visa-related processes.
Person Specification
Qualifications
Essential
- Educated to a degree level standard or equivalent experience.
Desirable
- Team leading qualification or desire to work towards.
Experience
Essential
- Experience of supporting a Payroll Service Team in the NHS.
- Demonstrable ESR experience within an admin capacity.
- Experience of working independently to solve problems.
- Understanding of relevant policies and procedures.
- Experience of using the Care Identity Management (CIM) system.
Desirable
- Experience of managing a team.
- Experience of working in a Workforce Information or Medical Workforce Team would be highly advantageous.
- Experience of creating/maintaining ESR positions and work structures.
Knowledge
Essential
- Data collection / retrieval.
- Understanding of Working Time Directive.
- An understanding of the ESR reporting and work structures.
Desirable
- Understanding of professionally registrations
- Understanding of Right to Work requirements
Skills
Essential
- Excellent planning and organisational skills.
- Able to organise own workload without supervision.
- Skilled user of IT including word, excel, outlook, PowerPoint.
- Attention to detail
- Ability to engage and motivate others and to use influencing skills where no direct line management is present.
- Self-motivated and able to work autonomously.
- Ability to work to work under pressure and within set timescales.
- Clear written and verbal communication.
- Enthusiastic, determined and energetic.
- Chair meetings with key stakeholders.
Person Specification
Qualifications
Essential
- Educated to a degree level standard or equivalent experience.
Desirable
- Team leading qualification or desire to work towards.
Experience
Essential
- Experience of supporting a Payroll Service Team in the NHS.
- Demonstrable ESR experience within an admin capacity.
- Experience of working independently to solve problems.
- Understanding of relevant policies and procedures.
- Experience of using the Care Identity Management (CIM) system.
Desirable
- Experience of managing a team.
- Experience of working in a Workforce Information or Medical Workforce Team would be highly advantageous.
- Experience of creating/maintaining ESR positions and work structures.
Knowledge
Essential
- Data collection / retrieval.
- Understanding of Working Time Directive.
- An understanding of the ESR reporting and work structures.
Desirable
- Understanding of professionally registrations
- Understanding of Right to Work requirements
Skills
Essential
- Excellent planning and organisational skills.
- Able to organise own workload without supervision.
- Skilled user of IT including word, excel, outlook, PowerPoint.
- Attention to detail
- Ability to engage and motivate others and to use influencing skills where no direct line management is present.
- Self-motivated and able to work autonomously.
- Ability to work to work under pressure and within set timescales.
- Clear written and verbal communication.
- Enthusiastic, determined and energetic.
- Chair meetings with key stakeholders.
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).
