Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 354-CO-21736
- Employer
- Sussex Partnership NHS FoundationTrust
- Employer type
- NHS
- Site
- Portland House
- Town
- Worthing
- Salary
- £24,937 - £26,598 PA
- Salary period
- Yearly
- Closing
- 30/10/2025 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 (compassion, accountability and optimism) to help us provide high quality care to the patients, carers, families and local communities we serve. We specialise in providing NHS mental health and learning disability services.
So what can we offer you in return?
We're an organisation which puts people first. We'll do everything possible to help you feel respected, valued and included. We'll help you learn, acquire new skills and gain further experience to support your career development. And we'll provide the opportunity for you to bring your fresh ideas to work about how we can do things differently and continue improving.
You will also be joining a health and care system committed to working together to do the best we can for the communities we serve. Above all, at Sussex Partnership you'll have the chance to make a difference to the lives of the patients, carers and families across our communities.
As a Trust we are committed in making a difference. Your development is important to us, so don't forget to ask us during interview what opportunities we can offer. We can offer fully funded lifelong learning opportunities such as an apprenticeship from GCSE to Masters level.
If you like the sound of that, then come and join our team.
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
Documents to download
Further details / informal visits contact
- Name
- Jo Ellis
- Job title
- ESR Team Leader
- Email address
- [email protected]
- Telephone number
- 0300 3044448
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