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Detailed job description and main responsibilities

Systems and ESR Administration 

Act as the first point of contact for the ESR Helpdesk to provide day-to-day support for the users of ESR including telephone, email, and face-to-face.

Respond to queries from users of the system, raising and managing Service Requests as required; diagnose and resolve problems or escalate to team members as appropriate.

To provide assistance with the rollout of ESR Self-Service across the Trust.

Maintain and update the ESR system and the records in it, taking all necessary steps to ensure that the data is complete and accurate. 

Maintain user accounts and system passwords, in line with Trust policies.

Respond to notifications in relation to ESR and distributing to users as required.

Provide support to ESR users, including reports, queries, and information on user notices.

Assist in the development of ESR user guides and processes with any new national or local developments and releases, ensuring that documentation is accessible to users and changes are communicated out to all appropriate users.

Ensure that processes are followed appropriately in respect of Self-Service so that access for new starters is arranged in accordance with protocols. 

Under guidance ensure the system is checked regularly for consistency and that mismatched data is corrected, so that the integrity of the system is maintained.  

Reporting and Data Admin 

Run regular and ad hoc standard reports from ESR for a range of audiences and requirements, investigating data anomalies, and highlighting areas which will impact on the provision of services.

Work with the Workforce Information team to ensure that workforce information is maintained, including the running and uploading of ESR reports, and supporting future developments to information systems as required. 

Assist in the delivery of timely and accurate information for internal and external reports, contributing to monthly Trust and local team reporting processes. 

Follow established processes and protocols in all areas of work, including saving data. 

Provide a responsive and helpful service for all managers requesting workforce information. 

Ensure procedures for recording requests for information are followed appropriately.

Assist in quality check and validation of the information being produced through ESR reports capturing and calculating information correctly

Engaging People

Assist in provision of training and support for other users of ESR and other systems if necessary.

Ensure that users are aware of any changes in functionality or availability of ESR, and notify other team members of any new opportunities arising from changes to the system or the way it is used at HEE to ensure that benefits are maximised and that any issues are managed appropriately. 

Work with the Workforce Information team to develop knowledge and understanding of and enhance the use and capacity of ESR.

Establish and proactively maintains effective relationships with stakeholders.

The post holder will be expected to liaise with staff and managers at all levels within the Trust, and will be responsible for dealing with day to day queries relating to systems and workforce information in a confidential and professional manner, and to assist with the expedient and customer focused resolution of any issues which may arise. 

Work co-operatively with other team members, undertaking other tasks when requested to support the overall delivery of the HR service.

Ensure adherence with all Trust policies. 

Project Support

Support workforce systems projects, including system upgrades to produce agreed deliverables. Give advice and guidance as required.

Contribute to the future development of ESR by providing information, advice and support to team members, other users of ESR, and other staff within the Trust. 

Identify and implement more effective and efficient ways of analysing and presenting information.  

Information Governance 

Ensure that data is maintained and accurate by assisting in carrying out regular audits.