ESR Advisor | Oxleas NHS Foundation Trust

Oxleas NHS Foundation Trust; Dartford; On-site; GBP 26,000 - 32,000; Full time

Job summary

Oxleas NHS Foundation Trust is seeking an ESR Advisor to support accurate workforce information and efficient people processes. You will work within the Workforce Systems Team to maintain records, resolve data quality issues, and support ESR and EASY usage for managers and staff.

The role focuses on first-line ESR support, system maintenance, and contributing to digital improvement initiatives while collaborating with HR, Payroll and Recruitment to ensure data integrity and timely payroll

Qualifications

• Strong administrative skills and attention to detail.
• Some HR systems or workforce information experience.
• Willingness to learn and develop expertise in workforce systems.
• Excellent digital skills and proactive mindset.
• Interest in digital transformation and process improvement.

Responsibilities

• Provide advice and support to managers and staff on ESR and EASY via service desk calls.
• Assist with workforce administration processes (contractual changes, leavers, work permits, registrations).
• Work with HR, Payroll, Recruitment, Finance to ensure data accuracy and timely pay.

Skills

Administrative skills

HR systems experience

Data quality

Digital skills

Tools

ESR

EASY

Healthroster

Job description

ESR Advisor | Oxleas NHS Foundation Trust

The ESR Workforce Advisor plays a key role in supporting the delivery of accurate workforce information and efficient people processes across Oxleas NHS Foundation Trust. Working within the Workforce Systems Team, the post holder will provide high-quality support to managers and staff, maintain workforce records, and assist with data quality activities.

This is an excellent opportunity for someone with strong administrative skills, some HR systems or workforce information experience who enjoys improving processes and solving problems. While experience of ESR (Electronic Staff Record) would be advantageous, it is not essential. We are looking for someone who is enthusiastic about learning, has excellent digital skills, and is willing to develop expertise in workforce systems.

The successful candidate will join a team that is committed to continuous improvement and innovation. An interest in digital transformation, automation, and the use of technology to improve efficiency would be highly beneficial. The role offers opportunities to contribute to service improvements, support new ways of working and help shape how workforce systems are used across the Trust.

Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.

To provide advice and support to managers and staff on the Trust’s workforce systems, including ESR and EASY, via service desk calls, escalating complex queries as appropriate and responding to requests in a professional, timely and customer-focused manner.

To support managers with workforce administration processes including contractual changes, leavers, work permits, professional registrations and workforce data queries.

To work closely with colleagues across HR, Payroll, Recruitment, Finance and operational services to ensure workforce information is accurate and employees are paid correctly and on time.

To contribute to regular data quality reviews, identifying inaccuracies and working with the team to resolve issues and improve data integrity.

To support and contribute to digital improvement initiatives across the Workforce Systems Team.

To identify opportunities to streamline processes, reduce manual administration and improve the user experience through automation and standardisation.

To contribute ideas for continuous improvement and support the implementation of innovative digital solutions.

To develop and maintain knowledge of ESR and wider workforce systems, recognising that enthusiasm for learning and system improvement is equally important as previous ESR experience

Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children’s centres, schools and people’s homes.

We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary’s Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.

Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:

To be responsible for verifying, entering, maintaining and accessing accurate and timely information on the Trust Personnel System (ESR), ensuring it complies with Trust Policies, NHS Employers Terms & Conditions, Local agreements and Legal Regulations, working closely with the Healthroster Team, Trust Managers, Finance and especially Recruitment, Payroll and Medical Staffing to ensure that staff salaries are paid correctly and on time.

To act as the first point of contact for end users of ESR suite of systems, dealing with first line support queries, both over phone and email, and to provide a friendly, welcoming, and efficient customer service to all staff, managers and visitors or callers.

To assist ESR Manager in the provision of in-house maintenance, training and first line support for ESR modules.

To contribute to the delivery of high-quality training on ESR for the Trust, making recommendations for the development, design & adaptation of training materials.

To have a good understanding of HR Policies and Procedures and provide staff with basic advice and support through the dedicated ESR service desk.

To work closely within the Human Resources Operations team to ensure stored information on ESR is the highest possible quality.

Key Tasks and Responsibilities

• To be responsible for verifying Workforce forms for newly appointed (eg. TUPE) or internally promoted employees and any other form introducing changes to Terms and Conditions of Employment for existing staff on a daily basis, saving all forms in relevant shared/personal files.
• To be responsible for entering the data from the aforementioned forms onto ESR system accurately and timely on a daily basis working closely with Recruitment team and Payroll to ensure pay cycle deadlines are met and staff are paid correctly and timely.
• To provide basic advice to managers and staff on the Trust’s ESR and Expenses Systems, via the dedicated Workforce inbox, referring complex queries appropriately to the ESR Manager.
• To have a good working knowledge of the NHS terms and conditions of service, and of Trust HR Policies and procedures.
• To assist managers in the resolution of pay impacting queries in relation to ESR and Expenses.
• To be responsible for verifying and entering leavers details on ESR system on a daily basis, including checking annual leave entitlement and contractual hours (Net Hours, Hours Left), ensuring the accuracy of the information to avoid overpayments.
• To be responsible for initiating Inter Authority Transfers, via ESR to request service details for employees on ad-hoc, in order to verify service and adjust annual leave, where appropriate.
• To be responsible for issuing and sending amendment to contracts containing the appropriate changes to Terms and Conditions of Employment, including Retire and Return contracts.
• To liaise with managers, payroll, HRBPs and Recruitment with regards to any queries politely advising on the relevant issues.
• To liaise with managers advising them of expiry dates for Fixed Term Contracts, Allowances and any temporary changes raising memos/forms for managers to complete ratifying or amending original arrangements.
• To liaise with managers and HRBP Team in relation to DBS, Right to Work Permits and Visas due to expire in accordance with standard operating procedure to include Employer Checking Service requests as necessary.
• To keep up-to-date details of professional registrations and expiry/renewal dates for all staff required to hold a professional registration. To liaise with the relevant professional bodies regularly to verify registration renewal in accordance with national requirements and Trust Policies. To inform the relevant manager of any employees’ registration which has lapsed and to follow up advising of most appropriate action and chasing progress regularly.
• To provide advice and guidance to staff, managers and other members of the workforce team on NHS Employers terms and conditions and workforce/pay related issues as and when required, only referring complex matters to ESR Manager.
• To assist ESR manager in the provision of protection of earnings estimates and advice as and when required.
• To report any ESR faults to ESR Manager and implement recommended action as directed where possible.
• To assist the ESR Manager in the implementation of any new software releases/developments.
• To assist other members of the team in maintaining the accuracy of work structures, locations, payslip delivery points, signatory list and establishment Information on ESR system making any necessary amendments as required and notifying other users.
• To have sufficient knowledge of other systems used within the department i.e. TRAC, NHS Jobs, Healthroster, etc to obtain any information necessary to own role.
• To assist ESR Manager and analyst with distribution of reports or mail shots to the relevant Trust managers/staff.
• To provide support to the team, performing any other duties consistent with the banding of this post.
• To ensure all reference requests received are responded to promptly and accurately.
• To re-issue any lost/faded ID Badges as required.
• To ensure the widow/widower are setup in ESR to make specific payments to a beneficiary.
• Maintain working relationships with Trust Management team to ensure that the Trust’s workforce information obligations are met.
• Negotiation and persuasion required when dealing when managers as their co-operation is essential.
• To respond to queries in the ESR service desk.
• To be a key point of contact for any communication related to the ESR system, providing first line system support.
• To promote ESR positively within the organisation and utilise different methods of communication, as appropriate.
• To encourage and persuade managers and staff to utilise the system effectively, sensitively dealing with any difficulties they are encountering, providing clear guidance and support.
• To be able to communicate complex information in a straightforward, sometimes simplified format, ensuring style is adapted to the audience’s capabilities and knowledge.
• To share knowledge with the team in a timely way, promoting best practice and improved ways of working.
• To respond to general enquiries from individuals and requests for information from external bodies where appropriate (including Tax Office, Department for Work and Pensions (DWP), Fraud) using initiative and judgement and ensuring compliance with the Data Protection Act and the Trust Confidentiality Policy.
• To extensively utilise IT systems on a day to day basis.
• To manage, maintain and be a "super-user" of ESR.
• Run reports from ESR, as required.
• To ensure paperwork is filed appropriately and in a timely way.
• To maintain confidentiality of own work, security of files and ensure all relevant policies, procedures and legislation relating to personal data are complied with.
• In the course of your employment with Oxleas NHS Trust you may handle confidential personal information concerning either patients or staff which may be held by the Trust. You must not read, discuss, disclose or pass on confidential information unless it is necessary in the pursuance of your legitimate duties.
• To have a good understanding of the key aspects of the Data Protection Act.
• Unauthorised disclosure of such information will be treated as a serious disciplinary matter. In addition, it is important that you realise that if this confidentiality is breached, this may result in civil proceedings or a criminal prosecution.
• This confidentiality must continue at all times and this agreement will continue beyond your period of employment with Oxleas.