ESR & People Data Officer

NHS; Cardiff; On-site; GBP 31,000 - 39,000; Full time

Job summary

A strategic workforce body for NHS Wales is seeking an ESR and People Data Officer to manage workforce data and system administration. This role requires operational ESR experience and proficiency in business intelligence tools to improve workforce processes. Join a forward-thinking team committed to shaping the future of NHS Wales through effective data management. Competitive salary range and flexible working options are offered.

Benefits

Corporate induction

Compassionate leadership

Performance appraisal process

Qualifications

• Operational experience using the ESR system.
• Confidence in using business intelligence tools.
• Experience in customer service.

Responsibilities

• Provide accurate and timely workforce data through dashboards.
• Respond to data requests and queries.
• Deliver ESR training and support.

Skills

Attention to detail

Problem-solving

Business Intelligence tools

Communication skills

Education

Degree or equivalent in Administration/IT

Tools

Microsoft Excel

Microsoft PowerPoint

ESR system

Job description

Job summary

An exciting opportunity has arisen to join the People and Facilities Management Team at HEIW as an ESR and People Data Officer. We're looking for a motivated individual who is passionate about data, systems, and improving workforce processes across the NHS in Wales.

About You

We're looking for someone who:

• Has operational experience using the ESR system and understands its functionality
• Is confident using business intelligence tools and interpreting people data
• Has excellent attention to detail and enjoys problem-solving
• Is a strong communicator, comfortable delivering training and guidance
• Works well both independently and as part of a collaborative, multi-disciplinary team
• Is eager to learn, grow, and contribute to improving workforce systems in the NHS

This role would suit someone with experience using the Electronic Staff Record (ESR) system--either from a dedicated ESR background or a broader workforce role involving ESR. If you're looking to grow your data and reporting expertise while contributing to a team driving forward digital improvement and strategic workforce planning, we want to hear from you.

There will be opportunities to engage with colleagues across HEIW--including Planning, Analytics, and Finance--and to take part in wider team initiatives aligned to your interests and development goals.

Join us at HEIW and be part of a forward-thinking team that is helping shape the future of NHS Wales through smarter systems and people data.

Main duties of the job

Main Duties of the Job

• Provide accurate and timely workforce data through Business Intelligence dashboards and reports
• Respond to data requests and queries from across HEIW
• Take the lead on ESR system administration tasks, including establishment control and position number setup
• Monitor and improve data quality through regular validation and cleansing
• Work closely with People Business Partners and other teams to identify and resolve anomalies
• Deliver ESR training and support to staff and managers, both one-to-one and in group sessions
• Support the development and implementation of ESR to maximise its value across the organisation
• Play a key role in preparing for the Future NHS Workforce Solution implementation

About us

Health Education and Improvement Wales (HEIW) is the strategic workforce body for NHS Wales with statutory functions that include education and training, workforce planning, workforce development and transformation, leadership and succession planning, and careers. Our purpose is to develop a workforce that delivers excellent care to patients/service users and excellent population health. We are a Special Health Authority working closely with our partners; Social Care Wales, education providers, professional and regulatory bodies and Welsh Government.

HEIW's is committed to developing an internal culture of choice. Our Values reflect our thoughts, feelings and beliefs in how we will, and will not, behave and treat others:

- Respect for All in every contact we have with others,

- Ideas that Improve: Harnessing creativity and continuously innovating, evaluating and improving,

- Together as a Team: Working with colleagues across NHS Wales and with partner organisations.

HEIW received the HPMA Award for Employee Engagement in 2019.

What you can expect:

- a corporate induction and 90 day Welcome itinerary,

- compassionate leadership,

- a meaningful values based performance appraisal process,

- the opportunity to impact upon health and social care services and the lives and wellbeing of the people of Wales.

Many of our colleagues and stakeholders have commented on the buzz and atmosphere we create by working together as "One HEIW Team". Do you want to join that team?

Details Date posted

18 July 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£31,516 to £38,364 a year per annum

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

082-AC052-0725

Job locations

Ty Dysgu

Nantgarw

Cardiff

CF15 7QQ

Job description Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Job description Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Person Specification Qualifications and Knowledge Essential

• Degree or equivalent in Administration/IT
• Advanced knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, and Excel
• Basic knowledge and understanding of ESR Administration and creating positions.
• Working knowledge and understanding of the principles of the Data Protection Act and Information Governance protocols
• In-depth knowledge of ESR Organisational Hierarchy and Structures

Desirable

• Comprehensive knowledge and understanding of ESR Administration and creating positions.
• Awareness of Occupation codes, Staff groups and Job roles and their use in segmenting the workforce
• Undertaken training session in relation to ESR System Administration and Local Work Structures

Experience Essential

• Experience of dealing with service users/customer service experience
• Experienced in the use of Business Intelligence reporting
• Experienced in the use of formulae and Pivot tables in the analysis of data

Skills & Attributes Essential

• High level of attention to detail and accuracy skills
• Excellent organisational skills with the ability to work to deadlines
• Ability to work under pressure and multi-task
• Work on own initiative but understand when to seek help/advice from team colleagues
• Ability to adjust routine work plans and reprioritise own activities to accommodate unpredictable demands
• Understand confidentiality and apply the principles in everyday working practice
• Good inter-personal and communication skills both written and verbal
• Confidence to deal with individuals at all levels, always maintaining a professional and respectful approach
• Ability to deal with enquiries from colleagues and service users in an appropriate and efficient manner

Desirable

• Welsh Language skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh

Person Specification Qualifications and Knowledge Essential

• Degree or equivalent in Administration/IT
• Advanced knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, and Excel
• Basic knowledge and understanding of ESR Administration and creating positions.
• Working knowledge and understanding of the principles of the Data Protection Act and Information Governance protocols
• In-depth knowledge of ESR Organisational Hierarchy and Structures

Desirable

• Comprehensive knowledge and understanding of ESR Administration and creating positions.
• Awareness of Occupation codes, Staff groups and Job roles and their use in segmenting the workforce
• Undertaken training session in relation to ESR System Administration and Local Work Structures

Experience Essential

• Experience of dealing with service users/customer service experience
• Experienced in the use of Business Intelligence reporting
• Experienced in the use of formulae and Pivot tables in the analysis of data

Skills & Attributes Essential

• High level of attention to detail and accuracy skills
• Excellent organisational skills with the ability to work to deadlines
• Ability to work under pressure and multi-task
• Work on own initiative but understand when to seek help/advice from team colleagues
• Ability to adjust routine work plans and reprioritise own activities to accommodate unpredictable demands
• Understand confidentiality and apply the principles in everyday working practice
• Good inter-personal and communication skills both written and verbal
• Confidence to deal with individuals at all levels, always maintaining a professional and respectful approach
• Ability to deal with enquiries from colleagues and service users in an appropriate and efficient manner

Desirable

• Welsh Language skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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

Health Education and Improvement Wales

Address

Ty Dysgu

Nantgarw

Cardiff

CF15 7QQ

Employer's website

https://heiw.nhs.wales/ (Opens in a new tab)

Employer details Employer name

Health Education and Improvement Wales

Address

Ty Dysgu

Nantgarw

Cardiff

CF15 7QQ

Employer's website

https://heiw.nhs.wales/ (Opens in a new tab)