ESR Officer

ESR Officer

The closing date is 23 February 2026

This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:

• Midlands Partnership University NHS Foundation Trust
• North Staffordshire Combined Healthcare NHS Trust
• University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service.
• Staffordshire and Stoke-on-Trent Integrated Care Board

Band 3 ESR Officer

A new and exciting opportunity has become available within our ESR & Pay Services team. The successful candidate will play a key role in supporting the day-to-day management of the Electronic Staff Record (ESR) system.

ESR is the NHS's comprehensive workforce management solution, enabling organisations to produce valuable information that supports effective workforce planning, ensures compliance with NHS standards and legal requirements, and ultimately contributes to high-quality patient care. This role will help ensure that the Trust's ESR data remains accurate and well maintained, supporting informed, patient focused workforce decisions.

We are seeking a reliable, motivated individual who is numerate, detail oriented, and confident working with processes and data. Strong communication skills-both written and verbal-are essential, along with the ability to interpret and clearly explain detailed ESR information. You should be able to prioritise your workload effectively, have good keyboard skills, and be proficient in Microsoft Office applications.

Please note that these vacancies may close earlier than the advertised closing date if we receive a sufficient number of applications.

Main duties of the job

• Running and saving a set of pre defined weekly workforce reports for review by the wider ESR & Pay Services team.
• Reviewing the Vacancy inbox, assessing available FTE, and adding position numbers to straightforward vacancies before progressing them to the next stage.
• Providing managers with general support on e forms.
• Liaising with staff, managers, Payroll colleagues, and the Smartcard team to address general Smartcard linking and access issues.
• Updating or adding locations within ESR as required.
• Removing positions following the quarterly Workstructure review.
• End dating Organisations in ESR upon request.
• Supporting the processing of establishment variation requests, including updates to budgeted FTE within ESR.
• Assisting with the creation of new ESR positions.
• Supporting bulk Management of Change activity by preparing individual employee records for personal files and audit purposes.
• Contacting managers when "supervisors" leave to request replacement details and updating the Supervisor and e forms structures accordingly.
• Maintaining high levels of accuracy, reporting and helping resolve any data errors identified.
• Developing an understanding of ESR's broader context, including Payroll deadlines and the interdependencies between ESR modules and teams. Promoting ESR as the authoritative workforce information system and supporting managers in its effective use.

About us

Come and work with us at our award winning NHS Trust, leading the way for trying new and better ways of working to help improve life for our local communities.

We have around 9,000 staff who provide physical and mental healthcare, support for people with learning disabilities, and adult social care across Staffordshire, Stoke on Trent, Shropshire, and Telford & Wrekin. We also run regional and national services, including help for new parents (perinatal care), eating disorders, forensic services, sexual health, and support for people in prison with mental health, drug, or alcohol problems.

We offer great career development for both clinical and non clinical roles, with ongoing training and support to help you learn and grow.

We are 'United in our Uniqueness' and committed to creating a workplace where everyone feels welcome and can be themselves, no matter their background or identity. We want our staff to feel supported and valued, and we aim to build a team that reflects the communities we serve. Together, we can make sure every voice is heard, and every difference is respected.

Please note, we may be required to close this vacancy early if we receive a high volume of applications

Job responsibilities

Under the direction of the ESR Workstructures & Systems Manager, the postholder will support a range of ESR and workforce administration tasks, including:

• Running and saving a set of predefined weekly workforce reports for review by the wider ESR & Pay Services team.
• Reviewing the Vacancy inbox, assessing available FTE, and adding position numbers to straightforward vacancies before progressing them to the next stage; referring more complex cases to the ESR W&S Manager.
• Providing managers with general support on e forms and escalating more complex queries to the ESR W&S Manager.
• Liaising with staff, managers, Payroll colleagues, and the Smartcard team to address general Smartcard linking and access issues.
• Updating or adding locations within ESR as required.
• Removing positions following the quarterly Workstructure review.
• End dating Organisations in ESR upon request.
• Assisting with the quarterly bank not worked data cleanse.
• Supporting the processing of establishment variation requests, including updates to budgeted FTE within ESR.
• Assisting with the creation of new ESR positions.
• Supporting bulk Management of Change activity by preparing individual employee records for personal files and audit purposes.
• Contacting managers when supervisors leave to request replacement details and updating the Supervisor and e forms structures accordingly.
• Maintaining high levels of accuracy when using ESR, reporting and helping resolve any data errors identified.
• Developing an understanding of ESR's broader context, including Payroll deadlines and the interdependencies between ESR modules and teams. Promoting ESR as the authoritative workforce information system and supporting managers in its effective use.
• Representing the department as an efficient, customer focused service when dealing with employees, managers, and external organisations.

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn

Person Specification Experience

• Knowledge and experience of using Microsoft Office packages including Outlook, Word, and Excel
• Experience of working in a customer service environment

Qualifications

• GCSE English Language and Maths or equivalent qualification or experience

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.

Employer name

Midlands Partnership NHS Foundation Trust