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ESR & Workforce Information Manager

Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust
£35,392 to £42,618 a year per annum
Closing date
1 Jun 2023

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Other Health Profession
Band 6
Contract Type
Full Time
Job summary

The post holder will lead the team responsible for the development and maintenance of workforce systems and their associated interfaces specifically ESR. This will include maintenance, planning, development and implementation of changes to the systems, ensuring there is a proactive approach and that functionality is developed in support of the Trust and departmental objectives and strategies. There will be a close working link between this post holder and the eRoster team to ensure alignment of ESR and eRoster. The post holder will be responsible for ensuring all ESR data input, whether via ESR manager self-service or processed by HR Administration team is completed accurately an on time

Working closely with trust divisions and directorates and the trusts payroll supplier the post holder is responsible for ensuring that the ESR and workforce systems are an accurate reflection of the organisational hierarchical structure at the Trust.

Main duties of the job

Leadership of the HR administration, Workforce information and ESR support teams. Responsible for team development including 121, appraisal, absence management and if necessary conduct and disciplinary issues as they arise. Ensure the team members are sufficiently trained to complete their roles

The post holder will be the key manager within the trust and lead the subject matter experts for all ESR related systems and processes.

About us

This is an exciting opportunity to join our Team.

The successful applicant will work with the People systems leadership team delivering services to trusts employees, mangers and senior stakeholders. Specifically this includes ESR manager and employee service functionality, maintenance of the ESR system and manager all reporting requirement from ESR

Ideally, you should have experience in People systems implementations/projects and processes, preferably ESR. You should have excellent computer skills including Excel and Powerpoint. Previous experience delivery training would be an advantage

This is a unique and evolving role and it is essential that you can adapt to the changing requirements of the ESR system that result from Dept of Health and Trust initiatives.

Job description

Job responsibilities

Leadership of the HR administration, Workforce information and ESR support teams. Responsible for team development including 121, appraisal, absence management and if necessary conduct and disciplinary issues as they arise. Ensure the team members are sufficiently trained to complete their roles

The post holder will be the key manager within the trust and lead the subject matter experts for all ESR related systems and processes. This includes HR transactional data input, Manager and employees self service, Trusts workforce structures and all levels of business intelligence reporting. The role will be required to allocate work according to the changing demands of the service

To provide People system management controls by completing audit checks on all ESR input completed by the teams updating ESR

The post holder be also be responsible for the management of the team providing end user support for the ESR manager and employee self service system.

The post holder will have a comprehensive knowledge of ESR and other workforce systems and their interfaces/end to end processes in order to ensure correct, efficient and timely production of data output and the development of the systems.The post holder will be responsible for the development of training packages in the use of ESR self-service functionality to support the trusts culture aka every manager is an HR manager

Ensure ESR is the one version of the truth providing accurate and up to date workforce information across for trusts leadership teams and their senior stakeholders

To ensure the workforce information service actively support business and workforce planning processes which enables trust leaders manage their teams and allocate resource effectively and efficiently.

Provide and receive highly complex and sensitive information, always adhering to the Data Protection Act and GDPR legislation .

Manage the vacancy control outputs relating to establishment control ensuring transactional processes are delegated and undertaken promptly and accurately.

In conjunction with the senior workforce team across the HR directorate to formulate short, mid and long-term strategy for systems developments. Create and maintain appropriate project documentation in order to achieve effective implementation.

Provide advice and support in the development of key performance indicators that will support base lining, benchmarking, performance measurement and management of the workforce.

Constantly evaluate changes in employment Legislation and consider impact on workforce information strategies, data capture and reporting needs.

Answer complex queries (written, verbal, and electronic) from Managers, employees and outside agencies. Discuss and resolve issues with irate and sometimes distressed individuals.

Identify opportunities to improve the service by regularly conducting reviews of People systems procedures, processes and policies

Represent the Trust at external meetings including regional and national forums such as the ESR HR and reporting special interest groups and ESR central team webinars/meetings. Ensure opportunities identified from attendance are shared with trust managers with a view to making service improvements

Review frequent requests and queries from senior P&OD management teams to identify opportunities for developing ESR/self-service/Workforce solutions to satisfy the requirements of the Trust.

Assist and contribute to audits of Workforce Information and ESR to prevent fraud.

Responsible for responding and acting upon requests for audit related data from internal and external Auditors. Responsible for the production of all employee related data for the trusts annual report

The post holder is the trusts operational lead for ESR providing expert advice on all aspects of the system and optimising its utilisation.

Manage development and maintenance of ESR work structures including the mapping of hierarchy and cost centres in partnership with the Finance team and ensure positions are correctly configured and mapped by team members through interactive quality checks and reconciliation exercises with Finance.

Critically evaluate and review data quality reports from the NHS Information Centre (IC) and other providers as required e.g. deanery mapping.

Responsible for the production and evaluation of board level reports and performance reports for all people related data/information .

Manage the delivery of a technical support and resource service to workforce planning functions across the Trust that will include housing workforce planning support tools and support and training on the use of the tools.

Build and maintain strong working relationships with stakeholders including finance, performance and information services.

Work with stakeholders (internal and external), service and professional leads to develop workforce information solutions to meet the needs and demands of the Trust.

Deputise, where appropriate, for the Head of People Systems & Workforce Information Operations

Person Specification



  • Highly developed specialist knowledge of ESR and Workforce reporting requirements both internally and externally
  • Extensive demonstrable experience of analysing complex data
  • Extensive demonstrable experience of analysing complex data
  • Demonstrable experience of leading a team in a leadership/ managerial capacity
  • Advanced knowledge of Data Analysis and use of Microsoft Office Excel at an advanced level e.g. use of formulas, Pivot tables, VLookup
  • Excellent knowledge of ESR system functionality including user responsibility profiles, their purpose/functionality
  • Demonstrable experience of producing, manipulating and analysing data from Business Intelligence reporting systems
  • Good understanding of the Trust's HR Policies and procedures relating to Workforce/Manager Self Service/ESR/Payroll Systems
  • Good understanding of how NHS works including knowledge of clinical and non clinical roles and terms of employment
  • Understanding of project management methodologies
  • Extensive knowledge of ESR system
  • Good knowledge of government legislation including the Data Protection Act and GDPR
  • Excellent knowledge of ESR system functionality including user responsibility profiles, their purpose/functionality


  • Experience of working in the NHS acute sector
  • Experience of delivering change both as a lead and as part of a team.
  • Understanding of budget management

Qualifications & Training


  • Educated to degree level e.g., or equivalent demonstrable experience
  • Advanced knowledge and expertise of Microsoft Excel, and data analysing tools
  • Extensive NHS Experience in an ESR, Payroll/HR and Workforce Information setting


  • PRINCE 2 qualified

Interpersonal Skills


  • Good leadership and management skills, with ability to work unsupervised setting clear objectives and targets to ensure the teams performance standard are met/exceeded
  • Ability to effectively negotiate/consult to ensure problems and barriers to success can be overcome/resolved
  • Ability to manage difficult conversation with own team, customers and senior stakeholders
  • Excellent written, verbal skills
  • Ability to establish and maintain credibility with a range of clinical and non-clinical managers/staff and external clients
  • Ability to review queries in relations to ALL ESR functionality and provide suitable responses to resolve
  • Engage with ESR national support teams, ESR IBM support team to resolve escalated queries that cannot be resolved locally
  • Driven to provide excellent levels of service for all trust managers, employees and external clients
  • Resilient, determined and confident
  • Committed to developing and delivering customer focussed projects
  • Committed to service improvement and innovation
  • Flexible approach to working and hours of work
  • Ability to anticipate and resolve problems before they arise
  • Able to analyse and translate complex information into simple concepts. E.g. using Excel function to display information in a user friendly way
  • Ability to Develop interactive reporting tools e.g. HR dashboard for senior stakeholders

Organisational skills


  • Ability to meet strict deadlines when producing high quality Workforce Reports and Information for Snr Management including Board and National Level
  • Able to work autonomously or as part of a wider Directorate/Trust team
  • Demonstrable evidence of planning skills
  • Ability to act as ESR Systems Trust Lead and trainer for individuals and small groups
  • Ability to plan own tasks and those of others when there are conflicting priorities
  • Demonstrable evidence planning skills
  • Any attachments will be accessible after you click to apply.


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