Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 354-CO-21791
- Employer
- Sussex Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- Portland House
- Town
- Worthing
- Salary
- £24,937 - £26,598 pa / pro rata for part time
- Salary period
- Yearly
- Closing
- 11/01/2026 23:59
Employer heading
ESR Workforce Systems Administrator
NHS AfC: Band 3
Come and join us
We’re looking for people who share our values of compassion, accountability and optimism to help us provide high quality care for the patients, carers, families and communities we serve. We specialise in NHS mental health and learning disability services and we’re proud to make a difference every day.
At SPFT we put people first. We’ll do everything possible to help you feel respected, valued and included. You’ll have opportunities to learn, grow and gain new experiences to support your career, with access to lifelong learning and professional development.
We actively promote flexible working and understand how important work life balance is, especially in healthcare. Whether it’s part time hours, hybrid working or flexible start and finish times, we’ll explore what works for you and the role.
We recognise that AI is becoming part of daily life and you may choose to use it to help prepare your application. We welcome innovation but ask that anything you submit reflects your own abilities, experience and voice. AI can support how you describe your skills and experience, but it should never replace your own words as we want to get to know you.
We’re shaping a workplace where ideas are encouraged, technology supports you and everyone has a voice in how we improve. If that sounds like the kind of organisation you want to be part of, we’d love to hear from you.
Job overview
We are looking for a Workforce Systems Administrator to join our Workforce Systems team within the Workforce Directorate.
You will work as a member of the HR Performance Team supporting the Electronic Staff Record (ESR) Administration function. You will provide an efficient and timely data inputting and administrative service to the Workforce Department to ensure all employees pay, contractual and personal information is appropriately input and maintained in the integrated HR and Payroll system i.e. Electronic Staff Record (ESR).
In accordance with our Trust Agile Working Policy, the successful post holder will need to work on site in Worthing at least 1 day a week.
Main duties of the job
You will provide a comprehensive administrative support to ensure that HR information is kept up to date and accurate in ESR and that key deadlines, such as payroll cut-off, are met. Ensuring that the update of staff records in ESR for new starters, contractual changes and leavers are in accordance with Trust policies and procedures.
You will ensure timely responses are actioned to queries in the team generic email inboxes and that any associated logs/spreadsheets are accurate and kept up to date.
You will build strong relationships with other teams in the Trust and pro-actively identify data quality issues within ESR and work with other members of the Workforce Department to rectify these.
Working for our organisation
We provide mental health and learning disability care for children, young people and adults across Sussex and for children and young people in Hampshire.
Career Progression: We know that building on your personal and professional development are key to providing the best patient care. We are committed to providing a working environment where you can progress your career, build your knowledge base and develop your skillset.
Equality, Diversity and Inclusion: Sussex Partnership NHS Foundation Trust is committed to becoming a diverse employer and inclusive workplace in which people from all backgrounds can belong and pursue enriching careers.
Detailed job description and main responsibilities
Please see attached Job Description for a full list of duties and responsibilities. Below are some of the key responsibilities:
To provide comprehensive administrative support to ensure that Workforce HR information is kept up to date and accurate in ESR and that key deadlines, such as payroll cut-off, are met. Ensuring that the update of staff records in ESR for new starters, contractual changes and leavers are in accordance with policies and procedures.
Ensure the ESR Administration Team generic email inboxes are monitored and actioned on a daily basis and that the associated logs/spreadsheets are accurate and kept up to date.
Support the Trust Employee Compliance and Reference processes
Develop strong working relationships with Payroll, Finance and managers.
Be conversant with Agenda for Change terms & conditions, Medical & Dental terms & conditions, local arrangements and Trust policies, as appropriate to the role.
To pro-actively identify data quality issues within ESR and work with other members of the Workforce Department to rectify these.
To support and advise managers on the day-to-day operation of the Workforce aspect of ESR including the electronic eStaff Forms.
Person specification
Qualifications
Essential criteria
- NVQ3 (or equivalent) in a relevant subject or equivalent relevant experience (such as HR, Training or Administrative and Clerical)
Knowledge/Experience
Essential criteria
- Experience in an administrative office environment
- Accuracy and attention to detail
- Able to deal with confidential and sensitive issues with tact and diplomacy at all times
- Experience of working as part of a team
Employer certification / accreditation badges
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Jo Ellis
- Job title
- ESR Team Leader
- Email address
- [email protected]
List jobs with Sussex Partnership NHS Foundation Trust in Administrative Services or all sectors