Recruitment and ESR Assistant

As a Recruitment and ESR Assistant, you'll be a key part of a busy, supportive team responsible for managing essential transactional processes across the employee lifecycle. From coordinating recruitment adverts and pre-employment checks, to maintaining accurate Employee Staff Records (ESR), your work will ensure that staff information is processed efficiently and correctly.

This is a role where attention to detail really matters your contribution helps guarantee staff are paid accurately and on time, making a direct impact on the employee experience. If you enjoy organised, process-driven work and take pride in getting things right, this is a fantastic opportunity to build your skills in the Recruitment and ESR team.

Main duties of the job

As a valued member of the Recruitment and ESR Team, you will play a key role in delivering a high-quality People, Data, and Information service to colleagues across the Trust. You will provide essential administrative and technical support, helping to ensure the effective planning, organisation, and smooth delivery of core centralised processes, including Recruitment, the Electronic Staff Record (ESR), and Registration Authority (RA) Smartcards.

In this role, you will accurately input and maintain data across a range of electronic and manual systems, following established procedures and best practice. You will handle personal and sensitive workforce information on a daily basis, making confidentiality, attention to detail, and strict adherence to data protection principles essential to your success.

Job responsibilities

Respond to routine/non routine questions and queries from staff/line managers across the Trust regarding a variety of workforce processes, directing customers to the appropriate solution, source or referring more complex queries to the Team Leader as required.

Provide advice, instruction and guidance to users of all abilities of all Recruitment and ESR systems.

Maintain effective communication channels and working relationships with finance, external payroll/pensions, bank/Health Roster, HR Team and Learning & Development.

Communicate with outside organisations in relation to Recruitment and ESR processes when required.

Welcome all visitors to the department/attendees to events, and ensure they are dealt with promptly.

Deal with telephone and email enquiries as appropriate and be point of contact for all calls to workforce information.

To answer the telephone promptly and in accordance with departmental procedures.

Communicate clearly with clinical/non clinical managers from across the Trust in relation to both straightforward and complex issues (ie. ESR hierarchy, medical salaries).

Provide instruction and guidance on manager hierarchy in ESR to enable the use of manager self service.

Maintain a variety of Recruitment and ESR systems and databases, checking accuracy of data and undertaking data cleanse when required.

Run standard reports from Recruitment and ESR systems using pre-agreed parameters on a regular basis and pass to the appropriate person for action.

At set times, run standard reports from the Recruitment and ESR systems in relation to revalidation/professional registration expiry dates.

Writing standard letters to employees/line managers, cross checking with professional bodies websites and inputting updates into the system when required.

When processing information/updating staff records, make judgements as to the quality of the information requesting clarification when required.

Troubleshoot access issues to systems including MSS, ESS and smartcards.

Work within set timeframes when organising tasks (ie. Set daily, weekly or monthly requirements).

Time manage and plan own workload appropriately to ensure that strict deadlines are met, taking a flexible approach to activities and re-prioritising regularly, raising workload concerns with line manager.

Manage workload, sometimes under pressure, to complete tasks due to strict deadlines.

When required assist with arranging meetings/schedules as directed by colleagues.

Person Specification Qualifications

• Min of 5 GCSEs including Maths and English or equivalent
• ECDL or IT qualification or equivalent
• NVQ level 3 in Admin, Customer Service or equivalent

Experience

• Customer focused service
• Experience of Microsoft Office packages
• Experience of a busy office environment
• Experience of ESR
• Experience of NHS
• Registration Authority experience
• Experience of TRAC

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.