ESR Workforce Administrator

2 weeks ago

London, United Kingdom Lewisham and Greenwich NHS Trust Full time

Job summary

We are looking for an enthusiastic individual to join the ESR Workforce team and support the delivery of an effective, high quality service.

Main duties of the job

As part of the Workforce Information team you will be responsible for verifying, entering and maintaining workforce data in the ESR system and processing amendments to contracts accurately to ensure salaries can processed by payroll on time. You will regularly monitor employment requirements and liaise with managers and staff to ensure accuracy and completeness of records.

The incumbent should have an eye for detail and in depth knowledge of Agenda for change pay structure and the ESR system alongside excellent customer service and communication skills as you will be liaising with Trust staff at all levels on a daily basis.

The successful candidate will also have excellent organisation skills, good keyboard/data entry skills, working knowledge of computer systems and the ability to work under pressure and meet deadlines. Confidentiality is essential, as you will be dealing with highly sensitive information.

About us

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development Widening access (anchor institution) and employability Improving the experience of staff with disability Improving the EDI literacy and confidence of trust staff through training and development Making equalities mainstream Job description

Job responsibilities

To be responsible for verifying, entering, maintaining and accessing accurate and timely information on the Trust Personnel System (ESR), ensuring it complies with Trust Policies, NHS Employers Terms & Conditions, Local agreements and Legal Regulations, working closely with the Workforce Development Team, Trust Managers, Finance and especially Recruitment, Payroll and Medical Staffing to ensure that staff salaries are paid correctly and on time.

To provide a friendly, welcoming and efficient customer service to all staff, managers and visitors or callers.

To assist Head of Workforce Intelligence and ESR Team leader in the provision of in house maintenance, training and first line support for ESR modules.

KEY RESULT AREAS

To be responsible for verifying Workforce/Payroll/TRAC forms for newly appointed or internally promoted employees and any other form introducing changes to Terms and Conditions of Employment for existing staff on a daily basis.

To be responsible for entering the data from the aforementioned forms onto ESR system accurately and timely on a daily basis working closely with Recruitment team and Payroll to ensure pay cycle deadlines are met and staff are paid correctly and timely.

To be responsible for verifying and entering leavers details on ESR system on a daily basis, ensuring the accuracy of the information to avoid overpayments.

To be responsible for initiating Inter Authority Transfers via ESR to request service details for new employees in order to verify service and adjust starting salaries where appropriate.

To be responsible for issuing and sending amendment to contracts containing the appropriate changes to Terms and Conditions of Employment. To liaise with managers with regards to any unreturned contracts on a regular basis to ensure signed copies are held and available in employees files.

To liaise with managers, payroll, HRBPs, ER team and Recruitment with regards to any queries politely advising on the relevant issues.

To liaise with managers advising them of expiry dates for Fixed Term Contracts, Allowances and any temporary changes raising memos/forms for managers to complete ratifying or amending original arrangements.

To liaise with managers and ER team in relation to Right to Work Permits and Visas due to expire in accordance with standard operating procedure to include Employer Checking Service requests as necessary.

To provide advice and guidance to staff, managers and other members of the workforce & education team on NHS Employers terms and conditions and workforce/pay related issues as and when required, only referring complex matters to team leader or manager.

To keep up-to-date details of professional registrations and expiry/renewal dates for all staff required to hold a professional registration. To liaise with the relevant professional bodies regularly to verify registration renewal in accordance with national requirements and Trust Policies. To inform the relevant manager of any employees registration which has lapsed and to follow up advising of most appropriate action and chasing progress regularly.

To assist team leader and manager in the provision of protection of earnings estimates and advice as and when required.

To respond to general enquiries from individuals and requests for information from external bodies where appropriate (including Tax Office, DWP), Fraud) using initiative and judgement and ensuring compliance with the Data Protection Act and the Trust Confidentiality Policy.

To be responsible for maintaining effective filing and bring forward systems within the Workforce Information Office including central employee and leaver files (electronic and paper).

To report any ESR faults to Team leader/Head of Workforce Intelligence and implement recommended action as directed where possible.

To assist the Head of Workforce Intelligence and team leader in the implementation of any new software releases/developments.

To assist other members of the team in maintaining the accuracy of work structures, locations, payslip delivery points, signatory list and establishment Information on ESR system making any necessary amendments as required and notifying other users.

To have sufficient knowledge of other systems used within the department TRAC, NHS Jobs, Payview, Healthroster, etc to obtain any information necessary to own role.

To assist ESR Team Leader, analyst and manager with distribution of reports or mail shots to the relevant Trust managers/staff.

To maintain confidentiality of own work, security of files and ensure all relevant policies, procedures and legislation relating to personal data are complied with.

To provide support to the team, performing any other duties consistent with the banding of this post.

Person Specification

Qualifications and Training

Essential

Education to A Level standard or equivalent knowledge gained through experience

Desirable

ECDL

Skills & Knowledge

Essential

Knowledge of Integrated HR/Payroll Systems Understanding Agenda for Change and NHS Medical & Dental Pay and Terms and Conditions of employment Intermediate Word and Excel skills Excellent numeracy and literacy skills Fast and accurate keyboard/data entry skills Meticulous attention to detail Good organisational and prioritising skills Ability to communicate effectively at all levels Knowledge of Tax & National Insurance in payroll context

Desirable

Knowledge of ESR Thorough Knowledge of Agenda for Change Pay and Terms & Conditions of employment Thorough Knowledge of NHS Medical and Dental Pay and Terms and Conditions of employment Proficient/Advanced in use of Word, Excel and Access databases or similar systems. Knowledge of TRAC or other recruitment system Knowledge of NHS Pension Scheme Knowledge of SSP/SMP/SAP/SPP

Experience

Essential

Experience working with computers Experience working with HR/Payroll Systems Previous NHS / Human Resources experience Experience working as part of a team in a busy office environment Customer care experience

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