Senior Workforce Systems Administrator
The closing date is 17 April 2026.
This is a great opportunity to work within the Trust's People System and Compliance service. The postholder will work as part of the Workforce Systems team.
This is a permanent full-time post. The hours are 37.5 per week, but these can be worked flexibly over Monday to Friday.
You will be based at Kings Court 2, Worcester but will also have up to 3 days working from home.
Comprehensive Trust and local induction will be available upon commencement, along with any training required to support you in the role.
Please note the Trust is unable to provide sponsorship to work for this role; 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.
Main duties of the job
The successful candidate will be highly organised with a proven track record of prioritising and organising a busy workload.
You will be responsible for the maintenance and accurate input of employee data onto the Workforce Information System (Electronic Staff Record ESR) ensuring the schedule of monthly deadlines is met and staff are paid in a timely manner.
You will be responsible for training new members of the team and supporting the other team members with their queries.
You must have recent experience of inputting and amending information using the HR Administration User Responsibility Profile, within the ESR system.
You must be educated to an academic Level 2 or 3 in a business/administration‑related subject. Please see the person specification for more information.
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 Trust's understanding of where you gained interest in working for the Trust.
Job responsibilities
The postholder will:
* Behave consistently with the values and beliefs of the organisation and promote these on a day‑to‑day basis.
* Act as a role model to colleagues, always seeking to maintain the highest standards of professionalism.
* Use their initiative and take responsibility for themselves and the quality of their work and the service they provide to patients.
* Be responsible for the maintenance and accurate input of employee data onto the Workforce Information System (Electronic Staff Record ESR) ensuring the schedule of monthly deadlines is met and staff are paid in a timely manner.
* Provide help desk support for employees and managers using ESR self‑service.
* Assist in the provision of a workforce information service through the timely production and retrieval of workforce reports/data for internal and external purposes.
* Maintain data quality of information on ESR.
* Respond to enquiries relating to workforce information and associated employee terms and conditions of service.
* Support the Workforce Systems Specialist with the continued development of ESR to ensure the most effective use of functionality.
* Liaise with employees, managers, HR, Finance, Payroll, Pensions, and Auditors to facilitate the running of ESR in its function as an HR/Payroll system.
For full detail of the duties and criteria for the role, please refer to the job description and person specification attached.
Person Specification
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.
* Recent experience of inputting and amending information using the HR Administration User Responsibility Profile, within the ESR system.
* Recent experience of creating and pulling ESR Business Intelligence (BI) reports.
* Recent experience of working in the NHS or another large organisation.
* Experience in use of the Internet, websites and Microsoft Outlook.
Additional Criteria
* Awareness of confidentiality when dealing with staff information.
* 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.
Knowledge
* Knowledge of range of Microsoft Office Packages (Word / Excel / databases).
* Understanding of Data Protection and the General Data Protection Regulations.
* Knowledge of ESR, the applications within and how it links/interfaces with other systems and used as the source for data collection/extraction.
* Knowledge of Trust policies and ability to signpost staff and managers.
* Knowledge of Agenda For Change NHS Terms and Conditions of Service.
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.
Skills & Abilities
* Ability to work methodically and accurately.
Employer name
Herefordshire and Worcestershire Health and Care NHS Trust
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