Workforce Systems Administrator

University Hospitals Dorset NHS Foundation Trust; Bournemouth; On-site; GBP 32,000 - 42,000; Full time

Job summary

University Hospitals Dorset NHS Foundation Trust is seeking a Workforce Systems Administrator to support ESR, HealthRoster and payroll-related queries. You will work with HR, Resourcing, Temporary Staffing and Medical Staffing to maintain smooth workforce systems and payroll processes.

The role emphasises data accuracy, issue resolution, and timely payroll submissions, with a focus on teamwork and high-quality service in a busy NHS environment.

Qualifications

• HR or IT qualification (Foundation Certificate in HRM/Diploma) is required.
• Experience in NHS HR/IT settings and knowledge of ESR and HR systems.
• Ability to liaise with all levels of staff and work under pressure.
• Strong communication, teamwork and data accuracy skills.

Responsibilities

• Support ESR, HealthRoster and payroll-related queries for managers and staff.
• Manage the Workforce Systems Helpdesk and provide guidance on NHS terms.
• Ensure workforce data is accurate, validated and submitted to payroll on time.
• Collaborate with HR, Resourcing, Temporary Staffing and Medical Staffing teams.
• Investigate payroll queries with the external payroll provider.

Skills

Verbal communication

Written communication

Staff liaison

Teamwork

Prioritisation

Organisational skills

Education

Foundation Certificate in HRM / Diploma

Tools

ESR

Microsoft Office

Job description

As University Hospitals Dorset we are a three site acute trust with ‘university hospital’ status through our partnership with Bournemouth University, working with an annual budget of £730m.

We offer highly regarded health services, employing some 10,000 staff. Our ambitious £500m transformation programme is well on the way to delivering state-of-the-art facilities over the next two years to meet the current and future healthcare needs of the populations we serve.

In an Area of Outstanding Natural Beauty with over seven miles of sandy beaches you’ll find inspirational opportunities to achieve your perfect work/life balance. With the New Forest and the Purbecks on our doorstep, we’re also less than three hours from London by road or train. The thriving towns of Poole, Bournemouth and Christchurch give way to idyllic villages and unspoilt landscapes just minutes from our hospitals.

We believe that having a diverse workforce, and allowing people to be themselves, is essential in ensuring we offer an inclusive, welcoming and productive place to work.

We especially welcome applications from minority groups in the community who may be underrepresented in our workforce.

At UHD our active staff network groups are the Women's Network, Black Asian Minority Ethnic Group (BAME), Pride Network, European (EU), Pro Ability Staff Network, and the Armed Forces Support Group.

As a Trust we are proudly signed up to the Disability Confident and Armed Forces Covenant guaranteed interview schemes.

We are aware that some candidates may choose to use AI tools to support the preparation of their application. While this is not discouraged, we kindly remind applicants that submissions should remain an honest and accurate representation of your own experience and suitability. Personal integrity is an important part of the recruitment process.

Job overview

Looking for a role where no two days are the same? Join the Workforce Systems team at University Hospitals Dorset NHS Foundation Trust and help keep the systems and processes that support over 10,000 colleagues running smoothly.

As a Workforce Systems Administrator, you'll provide support for ESR, HealthRoster and payroll-related queries, working closely with managers, staff and teams across HR, Resourcing, Temporary Staffing and Medical Staffing.

This is a busy and rewarding role where you'll help manage the Workforce Systems Helpdesk, resolve queries, provide guidance on NHS terms and conditions, and contribute to workforce and HR projects.

You'll also play a key role in payroll administration, ensuring workforce data is accurate, validated and submitted in line with payroll deadlines. Working closely with our external payroll provider, you'll help investigate and resolve payroll queries, maintain data quality and support the delivery of accurate and timely pay.

We're looking for someone who enjoys problem-solving, delivers excellent customer service and thrives in a fast-paced environment. Whether supporting colleagues with systems issues, analysing workforce data or improving processes, you'll be part of a team dedicated to making UHD a great place to work.

For more information, please refer to the attached job description and person specification.

Base Location: Yeomans House (Behind Castlepoint shopping centre)

Interview Date: 23rd September

Main duties of the job

To understand the role in more detail please read the full job description and person specification documents which are attached to this advert

Working for our organisation

UHD are investing, developing and transforming Trust services in line with the New Hospital Programme. As part of this, some services may move site this year or next, either temporarily or permanently. Recruiting Managers will be happy to answer any service-specific questions at interview.

If a role or service relocates as part of a planned move, excess mileage will not be reimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under Trust or national terms and conditions.

UHD has active networks including Women’s, BAME, Pride, EU, Pro Ability, and Armed Forces. We support Disability Confident and Armed Forces Covenant interview schemes.

AI tools may be used, but applications must honestly reflect your own skills and experience. Integrity is key to our recruitment process.

For UHD employees, this fixed-term post will be offered as a secondment in line with the Trust’s Secondment Policy. Please speak with your line manager before applying.

Detailed job description and main responsibilities

To understand the role in more detail please read the full job description and person specification documents which are attached to this advert

Person specification

Qualifications

• HR or IT qualification e.g. Foundation Certificate in HRM/Diploma

Experience

• Experience working within an NHS HR/IT setting
• Ability to work under pressure with changing and conflicting priorities
• Detailed knowledge of ESR and other HR systems as required
• Good verbal and written communication with the ability to liaise with all levels of staff
• Experience of working effectively in a team and individually

Knowledge

• Knowledge of Microsoft Office
• Knowledge of computerised staff record systems
• Understanding of workforce processes

Other requirements specific of the role

• Flexible approach to work
• Excellent team worker demonstrating respect and value for others

Personal Attributes

• Proven track record of effective prioritisation and organisation of tasks
• Flexibility to support other workforce systems tasks

Language Requirement

• Able to speak English as necessary to undertake the role

Please note:

Staff recruited are expected to be available to work flexibly across all our Trust locations to meet service demands.

This advert may be closed early if sufficient applications are received.

COVID-19 vaccination remains the best way to protect yourself and our patients from the virus when working in our healthcare settings. Whilst this vaccination is not a condition of employment we do encourage our staff to get vaccinated.

Internal Candidates: staff employed prior to merger who voluntarily change jobs will be appointed to UHD terms and conditions.