About this role
Job summary
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.
Main duties of the job
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.
About us
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)
National Hospital for Neurology and Neurosurgery
Royal National ENT and Eastman Dental Hospitals
University College Hospital Grafton Way Building
Royal London Hospital for Integrated Medicine
University College Hospital Macmillan Cancer Centre
The Hospital for Tropical Diseases
University College Hospital at Westmoreland Street
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,gastrointestinaland oral disease. It has world class support services including critical care, imaging, nuclearmedicineandpathology.
Weare 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.
Job description Job responsibilities
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 datadriven decisionmaking 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 Trusts 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 Trustlevel 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?
Person Specification
Knowledge and Qualifications Essential
Educated to post GCSE level Evidence of continuing professional development including regular attendance on internal and external study programmes
Desirable
Experience of using Electronic Staff Records (ESR) in an acute NHS Setting. Knowledge of NHS AfC Terms and Conditions.
Experience Essential
Experience of working in a high-volume administration role in a HR, Payroll or Recruitment setting. Proven champion of customer experience Proven NHS/public sector experience Engaging and Motivating others Experience of being able to balance competing priorities and meet personal and organisational targets.
Desirable
NHS Registration Authority smartcard administration experience
Skills and Abilities Essential
Quality focussed with an innovative, flexible approach and the ability to problem solve Excellent attention to detail Well organised, systematic thinker Able to manage a high-volume workload Ability to respond to urgent situations in a calm, empathetic and logical manner and manage stressful situations Sound IT skills (Microsoft Office, Word), experience of manipulating HR databases
Communication Essential
Ability to form, build, develop and maintain positive and effective working relationships with people from a wide range of personal and professional backgrounds including client managers and team members Excellent communication skills, written, verbal and listening
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name University College London Hospitals NHS Foundation Trust
Address UCLH
250 Euston Road
London
NW1 2PG
United Kingdom
Employer's website https://www.uclh.nhs.uk (Opens in a new tab)