People & HR Systems and Workforce Assistant

People & HR Systems and Workforce Assistant Are you an organised and customer-focused administrator looking for a varied and rewarding role?

Do you enjoy working with systems, solving queries and helping colleagues find the information and support they need?

Are you detail-focused, proactive and motivated to ensure processes run smoothly and accurately?

If so, we may have the right role for you.

We are looking for a People & HR Systems and Workforce Assistant to join our friendly People & HR Team, where you will play a key role in supporting staff and managers, maintaining HR systems and helping coordinate the organisation's training activity.

This varied role provides administrative support across HR systems, payroll processes, workforce reporting, and staff training coordination. You will act as a first point of contact for employees and managers, providing guidance on HR systems such as ESR, HealthRoster, and EasyPay, while supporting the effective delivery of the organisation's training programme.

You will play a key role in ensuring our systems, data, and processes are accurate, efficient, and responsive, helping colleagues across the organisation access the support and information they need.

If you enjoy working with systems, solving problems, and supporting colleagues, we would love to hear from you.

Main duties of the job In this role you will:

• Provide first-line helpdesk support to staff and managers for HR systems, including HealthRoster, ESR and EasyPay.
• Manage and triage queries received via HR Processing and Training inboxes and phone lines.
• Support payroll-related processes, including processing excess mileage claims and responding to basic payroll queries.
• Maintain and monitor data within Electronic Staff Record (ESR), including running reports and completing data quality checks.
• Support Healthroster administration, including setting up new starter accounts, maintaining work patterns and opening rosters.
• Assist with HR administration processes, including maintaining employee records, onboarding support, and personnel file management.
• Support the organisation's training programme, including helping with corporate induction, and processing attendance records.
• Produce reports and manipulate workforce data using Microsoft Excel.
• Provide guidance and training to staff and managers on HR systems.
• Assist with HR system projects and audits as required.

You will have:

• Experience of administrative work in a busy office environment.
• Good organisational skills with the ability to prioritise workload and meet deadlines.
• Strong communication and customer service skills.
• Good IT skills including Microsoft Office, particularly Excel.
• Ability to handle confidential information appropriately.
• Attention to detail and commitment to data accuracy.

About us ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders. We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - . We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future. At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.

We are committed to creating a positive working environment where staff feel valued, supported, and empowered to deliver the best possible service.

Our organisational values are captured in the word CARE:

• Compassion We listen, we learn, we lead
• Action My accountability, my responsibility
• Respect Respect our resources: people, time and money
• Everyone Work together, achieve together

These values are supported by our Signature Behaviours, which guide how we work with colleagues, patients, service users and partners every day.

Job responsibilities Healthroster

• To provide first line advice and guidance to employees and managers on queries, resolving issues where able to and escalating where necessary to senior colleagues or raising directly with supplier via their help portal
• To set up accounts for all new starters including adding annual leave entitlements, access, work patterns and team allocations
• Maintain working patterns and entitlements for staff based on information obtained from change event log
• To assist with training for new employees and managers
• Send out monthly reminders to managers regarding close down deadlines, chasing where required
• Set up and maintain demand templates for rosters
• Open new rosters on a monthly basis, as determined by roster period timetable, ensuring this is completed in a timely manner
• Run and export reports as required undertaking basic excel manipulation if necessary
• Contribute to the ongoing maintenance of guidance for HR colleagues and staff.

Payroll

• Processing and validating Excess Mileage application forms and dealing with queries in respect of Excess Mileage
• Provide signposting and basic advice to employees and managers to relevant guidance and support for payroll queries and elevate more complex queries to the HR and Systems Administrator

ESR

• Set up external providers on ESR as directed and maintain ESR access for ECCH staff
• Set up appropriate access to Pensions Online
• Undertake, as directed, regular data quality checks within ESRRun regular reports for circulation to managers within ECCH including Starters and Leavers reports
• Run compliance adherence reports and send chasers to employees as required in relation to Professional Registrations and any other as requested by senior HR colleagues
• Use Excel to manipulate and format reports including the use of basic formulae and pivot tables
• Run basic ad-hoc reports from ESR as requested
• Update external systems based on data entered into ESR (e.g. annual leave entitlements) using standard reports produced from ESR

EasyPay

• Process escalated claims back to the original approver in a timely manner
• Unlock users
• Provide first line advise and guidance to employees and managers on the system signposting to relevant guidance as necessary

HR Administration Support

• Provide a high standard of administrative support to the HR and Training Team.
• Provide a first line helpdesk service by email and phone to employees and managers for queries in relation to HR systems (in particular Health Roster) and Training.
• Triage emails within the HR Processing and Training inboxes, responding to queries within your remit and escalating more complex enquiries to the appropriate lead
• Maintain and update employee records, ensuring accuracy and confidentiality.
• Assist with onboarding new starters, assisting with pre-employment checks, including eligibility to work in the UK and Disclosure and Barring Service (DBS) checks and supporting new starters in accessing People & HR systems.
• Provide general HR information and first-line guidance to managers and staff, signposting to senior HR colleagues as needed.
• Produce invoices to external agencies (e.g. related to training) in a timely manner, ensuring the invoice is accurate and correct.
• Produce purchase orders in Finance's 'Access' system relating to expenditure on People & HR and Training budgets for equipment and services.
• Set-up and maintain employee personnel files and general filing systems within HR ensuring they are kept in accordance with agreed procedures, the Data Protection Act and are organised, accurate and up-to-date and audit trails are maintained.

Training

• Undertake scanning of training paperwork, process all attendance & evaluation sheets for completed classes, and send out all necessary pre and post course paperwork to delegates
• Send training reminders to all staff and line managers as well as 'Did Not Attend' notifications
• Produce Attendance Sheets for all training and send to relevant training provider/instructor within agreed KPIs
• Organisation of the monthly Corporate Induction, ensuring relevant materials are sent and all delegates booked and are informed of joining instructions
• Assist as required with the arrangements for the organisation's mandatory training programme i.e. booking rooms, trainer, equipment, room layout, refreshments, collating packs etc.
• Produce a weekly training programme for circulation to all staff
• Set up and maintain courses/enrolments/resources on ESR ensuring all information is accurate undertake regularly data cleansing checks against training programme
• Prepare relevant course material and hand outs for training events as directed by the trainer

General

• To deal with general basic HR queries as directed by the HR and Training Administrators/HR Adviser
• Provide training and guidance to managers and employees on HR and Payroll systems on a regular and ad-hoc basis
• Provide support to HR system-based projects
• Assist with any payroll or system related audits
• Maintain computerised manual and filing systems
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