Workforce Systems Administrator

University College London Hospitals NHS Foundation Trust; Greater London; On-site; GBP 32,000 - 40,000; Full time

Job summary

University College London Hospitals NHS Foundation Trust seeks an approachable Workforce Systems Administrator to join the Workforce Systems team. You will provide high-volume HR/Recruitment/Payroll admin support, deliver ESR assistance to managers, and promote employee self-service.

The role also focuses on smartcard administration, onboarding processes, password resets, and maintaining data accuracy across ESR and related systems in a dynamic NHS environment.

Qualifications

• Experience in a high-volume administrative role in HR, Recruitment or Payroll.
• Good people skills and the ability to communicate effectively with staff at all levels.
• Experience using Electronic Staff Records (ESR) or similar HRIS is desirable.

Responsibilities

• Provide ESR support to managers and staff.
• Administer smartcard support including resetting passcodes and updating certificates.
• Promote employee self-service and ensure accurate email addresses are recorded.

Skills

Customer service

HR administration

Communication skills

Problem solving

Teamwork

Tools

ESR system

Payroll systems

Job description

We are seeking an approachable, professional and motivated Workforce Systems Administrator with a drive to provide excellent customer service to join our innovative and dynamic Workforce Systems team at University College London Hospitals. This is an exciting opportunity to contribute to the delivery of high-quality workforce systems support for the Trust. Our ideal candidate will have a background in a high-volume administrative role in HR, Recruitment or Payroll, good people skills and the ability to communicate effectively with staff at all levels. The successful candidate will be joining an award-winning Workforce Intelligence function embedded within the Workforce Directorate. The post holder is responsible for providing ESR support to managers. In addition, the post holder will administer smartcard support including resetting passcodes and updating certificates. Ensure the registration authority policy is followed to administrate smartcard access for employees, honorary contract holders and temporary staff. Promote the use of employee self-service including updating personal information and viewing payslips on-line. Supporting employees in gaining access to employee self-service, ensuring accurate email addresses are recorded, helping with password resets and unlocking accounts where appropriate. Responsible for ensuring you work in the most efficient way, maximising the use of ESR. The post holder should be responsible for ensuring that any complaints and problems are addressed or escalated and the Workforce Systems Lead is aware of all issues. Responsible for administering the automated New Starter on-boarding process, escalating any complex issues to the Workforce Systems Lead when required.

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research. We provide first-class acute and specialist services across eight sites: University College Hospital (incorporating the Elizabeth Garrett Anderson Wing), We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women's health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology. We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040. For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description. Workforce Intelligence plays a crucial role in enabling data-driven decision-making across the organisation by providing robust, accurate and timely workforce information. As a centre of excellence, the team delivers national and internal workforce reporting, supports statutory requirements, and drives strategic workforce planning. All Workforce information is held on our internal Workforce Systems including Electronic Staff Records (ESR) and our local data warehouse. We have a dedicated Workforce Systems team who support the use and administration of these systems, led by the Workforce Systems Lead. We are the Trust's central hub for managing the integrity of workforce data within ESR, including position management, establishment control, cost centre alignment and reconciliation with the General Ledger. The team also oversees local data warehouse development and provides a responsive ESR support service to internal stakeholders. Our department has been recognised for its impact and innovation, with multiple Trust-level award nominations and individual staff awards for excellence. Come and be a part of the best NHS trust in England to work for, according to our staff, UCLH top trust to work at in England- In the most recentNHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England - for the third year in a row. UCLH recognises the benefits of flexible working for staff - To find out more, visit: Flexible working. To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?

• University College Hospital (incorporating the Elizabeth Garrett Anderson Wing), We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women's health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.
• We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.
• For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description. Workforce Intelligence plays a crucial role in enabling data-driven decision-making across the organisation by providing robust, accurate and timely workforce information. As a centre of excellence, the team delivers national and internal workforce reporting, supports statutory requirements, and drives strategic workforce planning. All Workforce information is held on our internal Workforce Systems including Electronic Staff Records (ESR) and our local data warehouse. We have a dedicated Workforce Systems team who support the use and administration of these systems, led by the Workforce Systems Lead. We are the Trust's central hub for managing the integrity of workforce data within ESR, including position management, establishment control, cost centre alignment and reconciliation with the General Ledger. The team also oversees local data warehouse development and provides a responsive ESR support service to internal stakeholders. Our department has been recognised for its impact and innovation, with multiple Trust-level award nominations and individual staff awards for excellence.
• Come and be a part of the best NHS trust in England to work for, according to our staff, UCLH top trust to work at in England- In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England - for the third year in a row.
• UCLH recognises the benefits of flexible working for staff - To find out more, visit: Flexible working. To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?