ESR and Workforce Systems Administrator

Herefordshire and Worcestershire Health and Care NHS Trust; Worcester; Hybrid; Part time

Job summary

A local healthcare trust in Worcester is seeking a part-time ESR and Workforce Systems Administrator. In this role, you will manage employee data and provide support to staff using the NHS ESR system. The position requires strong data inputting skills and a customer service focus. Applicants should have a level 3 qualification in Business Administration or equivalent NHS experience. Join a supportive team with flexible working options and receive comprehensive training.

Benefits

27 days leave plus bank holidays

Generous NHS pension

Flexible working options

Supportive staff networks

Health and wellbeing opportunities

Qualifications

• Experience working in an office environment for at least one year.
• Recent experience of regular data inputting to strict deadlines.
• Ability to investigate and resolve queries.

Responsibilities

• Maintain and input employee data onto the NHS workforce system (ESR).
• Provide helpdesk support for managers and employees.
• Act as a key contact for employee information related enquiries.
• Liaise with other departments to resolve queries.

Skills

Data inputting skills

Customer service focus

Ability to prioritize work

Microsoft Office proficiency

Education

Level 3 qualification in Business Administration

Academic Level 2 in English and Maths

Tools

Microsoft Word

Microsoft Excel

Job description

Herefordshire and Worcestershire Health and Care NHS Trust

ESR and Workforce Systems Administrator

The closing date is 23 January 2026

An excellent opportunity has arisen to join our busy workforce team and commence a career within People Systems and Compliance. Under the guidance of the Senior Administrator, you will be responsible for the maintenance and accurate input of employee data, pay and non‑pay impacting.

The ability to prioritise a busy workload and work flexibly to meet strict deadlines are essential requirements of the role as well as a good customer focus when dealing with internal and external complex and routine queries.

Please note the Trust is unable to provide sponsorship. To apply you must have current right to work in the UK status. If you are employed on an acceptable time‑limited visa, there is no guarantee of sponsorship at point of expiry.

There will be a combination of home and office based working from 2 Kings Court, Worcester. You will be provided with the appropriate equipment to enable effective work from home.

This is a permanent part‑time post working 30 hours per week over 5 days. Less hours may be considered for the successful candidate but a minimum of 25 hours is required.

We are a supportive team and you will receive full training to ensure success.

Shortlisted candidates will be required to undertake an additional assessment as part of the selection process, this will be conducted via email prior to the interview date. Interviews will be undertaken face to face at 2 Kings Court on 10 February 2026.

Main duties of the job

You will be part of the busy EST Workforce Team which is part of the wider People Systems and Compliance team.

• You will undertake a fundamental role in the maintenance and accurate input of employee data onto the national NHS workforce system (ESR), ensuring the schedule of monthly deadlines is met and employees are paid in a timely manner.
• You will also provide helpdesk support for managers and employees using the self‑service aspects of ESR for maintaining some of their own information.
• You will act as a key contact for enquiries from managers, staff and our outsourced payroll provider regarding employee information on ESR, responding to routine and complex enquiries relating to pay and terms and conditions of service.
• You will also liaise internally with other key departments within the Trust, investigating and resolving any queries or anomalies to ensure the accuracy of information on ESR.
• Use of keyboard/VDU for a substantial proportion of the working day. Requires accurate and advanced keyboard/data‑inputting skills.
• Applicants require a level 3 qualification in a business administration related subject or be educated to academic level 2 with considerable recent NHS experience.

About us

At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work‑life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

What we offer

• 27 days leave plus bank holidays, increasing up to 33 days with long service
• Generous NHS pension and enhanced pay when you work unsocial hours
• Flexible and agile working opportunities
• Great maternity, paternity, and adoption support
• Wide range of supportive staff networks
• Health and wellbeing opportunities

If you would like to know more, please visit our website.

We encourage you to read the attached applicant guidance notes.

Sharing your data: As a data controller we may sometimes need to process your data to pursue our legitimate business interests, for example to request a survey from you (optional), to support the Trusts understanding of where you gained interest in working for the Trust.

Job responsibilities

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Additional Criteria

• I understand the Trust will not provide sponsorship to work for this role, and employment on a time‑limited visa doesn't guarantee sponsorship at point of expiry.

Qualifications

• Educated to academic Level 3 (e.g.: A‑Level, NVQ3, OCR/ RSA3, City and Guilds 3) in a Business/ Administration related subject or educated to academic Level 2 (e.g. GCSE Grade A‑C in English and Maths) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
• I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Experience

• Minimum of one year experience using Microsoft Office packages (Word, Excel / databases) and working in an office environment
• Recent experience of work involving regular data inputting to strict deadlines
• Experience of investigating and resolving queries through the application of relevant work procedures.
• Previous similar experience in inputting and mail merging.
• Recent experience of working in the NHS or another large organisation.

Knowledge

• Knowledge of Agenda for Change NHS Terms and Conditions of Service.

Employer name

Herefordshire and Worcestershire Health and Care NHS Trust