Workforce Systems Administrator in City of London

Site UCLH Town London Salary £31,554 - £33,270 per annum inclusive of HCAS Salary period Yearly Closing 25/10/2026 23:59

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University College London Hospitals NHS Foundation Trust is committed to ensuring that its recruitment processes are carried out with integrity, transparency, and fairness for all applicants. To help maintain these standards, we ask candidates to provide accurate and truthful information throughout the recruitment process.

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We are seeking an approachable, professional and motivated Workforce Systems Administrator with a drive to provide excellent customer service to join our innovative and dynamic Workforce Systems team at University College London Hospitals.

This is an exciting opportunity to contribute to the delivery of high-quality workforce systems support for the Trust.

Our ideal candidate will have a background in a high-volume administrative role in HR, Recruitment or Payroll, good people skills and the ability to communicate effectively with staff at all levels.

The successful candidate will be joining an award-winning Workforce Intelligence function embedded within the Workforce Directorate.

Main duties of the job

The post holder is responsible for providing ESR support to managers. In addition, the post holder will administer smartcard support including resetting passcodes and updating certificates.

Ensure the registration authority policy is followed to administrate smartcard access for employees, honorary contract holders and temporary staff. Promote the use of employee self-service including updating personal information and viewing payslips on-line.

Supporting employees in gaining access to employee self-service, ensuring accurate email addresses are recorded, helping with password resets and unlocking accounts where appropriate. Responsible for ensuring you work in the most efficient way, maximising the use of ESR.

The post holder should be responsible for ensuring that any complaints and problems are addressed or escalated and the Workforce Systems Lead is aware of all issues.

Responsible for administering the automated New Starter on-boarding process, escalating any complex issues to the Workforce Systems Lead when required.

Working for our organisation

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:

University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)

National Hospital for Neurology and Neurosurgery

Royal National ENT and Eastman Dental Hospitals

University College Hospital Grafton Way Building

Royal London Hospital for Integrated Medicine

University College Hospital Macmillan Cancer Centre

The Hospital for Tropical Diseases

University College Hospital at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.

Detailed job description and main responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

Workforce Intelligence plays a crucial role in enabling data‑driven decision‑making across the organisation by providing robust, accurate and timely workforce information. As a centre of excellence, the team delivers national and internal workforce reporting, supports statutory requirements, and drives strategic workforce planning.

All Workforce information is held on our internal Workforce Systems including Electronic Staff Records (ESR) and our local data warehouse. We have a dedicated Workforce Systems team who support the use and administration of these systems, led by the Workforce Systems Lead.

We are the Trust’s central hub for managing the integrity of workforce data within ESR, including position management, establishment control, cost centre alignment and reconciliation with the General Ledger. The team also oversees local data warehouse development and provides a responsive ESR support service to internal stakeholders.

Our department has been recognised for its impact and innovation, with multiple Trust‑level award nominations and individual staff awards for excellence.

Come and be a part of the best NHS trust in England to work for, according to our staff*

* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England – for the third year in a row.

UCLH recognises the benefits of flexible working for staff – To find out more, visit: Flexible working.

To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?

Person specification

Knowledge and Qualifications

• Educated to post GCSE level
• Evidence of continuing professional development including regular attendance on internal and external study programmes
• Experience of using Electronic Staff Records (ESR) in an acute NHS Setting.
• Knowledge of NHS AfC Terms and Conditions.

Experience

• Experience of working in a high-volume administration role in a HR, Payroll or Recruitment setting.
• Proven champion of customer experience
• Proven NHS/public sector experience
• Engaging and Motivating others
• Experience of being able to balance competing priorities and meet personal and organisational targets.
• NHS Registration Authority smartcard administration experience

Skills and Abilities

• Quality focussed with an innovative, flexible approach and the ability to problem solve
• Excellent attention to detail
• Well organised, systematic thinker
• Able to manage a high-volume workload
• Ability to respond to urgent situations in a calm, empathetic and logical manner and manage stressful situations
• Sound IT skills (Microsoft Office, Word), experience of manipulating HR databases

Communication

• Ability to form, build, develop and maintain positive and effective working relationships with people from a wide range of personal and professional backgrounds including client managers and team members
• Excellent communication skills, written, verbal and listening

At UCLH, we have a real ‘One Team’ ethos, and our values – safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.

At UCLH we take equality of opportunity seriously and are committed to being a diverse and inclusive employer, with a culture that creates a real sense of belonging and trust. It is our fundamental aim, to recruit, retain and promote a diverse mix of people who are representative of our local communities. Applications are encouraged from candidates of all backgrounds, cultures, and perspectives to support our world class research, innovation and creativity.

UCLH recognises the benefits of flexible working for staff and has a dedicated policy which allows staff to apply for flexible working right from the beginning of employment. For more information please go to: https://www.uclh.nhs.uk/work-with-us/why-choose-uclh/flexible-working.

We offer our permanent staff an interest free season ticket loan for travel, all our staff have access to free independent and confidential support, large retail discounts, a staff discount platform, cycle to work scheme and on-site accommodation to name a few.

Additionally, UCLH Arts and Heritage’s staff wellbeing programme, Creative Comfort, offers a variety of ways to engage with the arts as a member of UCLH staff. You can try out the weekly choir, weekly art club and join the Culture Club for exclusive access to free and discounted tickets for opera, exhibitions, theatre and more.

We recognise, reward and thank colleagues by nominating them for our annual Celebrating Excellence Awards, which are funded by UCLH Charity.

We are also members of www.mytrustbenefits.co.uk/ which offers discounts on high street retail stores, offers on travel deals, and also to take advantage of cash back schemes.

You must already have the right to work in the United Kingdom or fully meet the eligibility criteria for sponsorship under the Skilled Worker visa route. We welcome applications from candidates who require visa sponsorship; however, we can only consider these where all UKVI requirements are met. Before applying, please ensure that both you and the role satisfy the relevant UK Visas and Immigration (UKVI) points‑based system criteria, as applications that do not meet these requirements cannot be progressed. For more information about the criteria, please click here

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please note that all correspondence regarding your application will be via email. The emails will be sent to you via TRAC.jobs and not via NHS Jobs, we encourage you to check your inbox regularly.

Please note that if you have not heard from us within 3 weeks of the closing date of the advert to assume that you have not been shortlisted on this occasion.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

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