ESR Officer (12 months fixed term)

The Royal Wolverhampton NHS Trust•Wolverhampton, WV

About The Position

The ESR & Workforce Intelligence Officer plays a pivotal role in ensuring the effective and secure management of processes within the Electronic Staff Record (ESR) for the Royal Wolverhampton Trust. Core responsibilities involve maintaining annual leave and change form processes within the ESR system. This will include undertaking advanced data quality checks and system administration, ensuring accuracy, security, and compliance with internal policies and external regulations, including Data Protection. The post holder serves as the primary point of contact for complex annual leave entitlement and service history queries, assisting with annual leave calculations and responding to queries from all staff about annual leave management on ESR. The role requires proactive engagement in process improvement initiatives, identifying opportunities to streamline ESR functionalities and enhance user experience through training and support. The postholder will operate with increasing autonomy, applying judgement to resolve issues and escalating highly complex or novel problems to the Deputy ESR & Workforce Intelligence Manager. The role ensures the accuracy and effective management of workforce data in ESR. It oversees annual leave processes, including carry‑over, audits, new starter service history checks, and the maintenance and delivery of training. It acts as a key contact for complex ESR queries, resolving data issues, producing workforce reports, delivering training, and conducting data quality audits across ESR and CIM. The role manages monthly change forms, ensuring accurate staff record updates, meeting payroll deadlines, and escalating any data quality concerns. It supports continuous improvement of workforce processes, maintains documentation, provides advice on ESR and Workforce Intelligence procedures, and responds to ad hoc requests. Additionally, the role contributes to the development and implementation of systems and technical solutions that support governance, compliance, and stakeholder information needs, while maintaining strong working relationships across departments. It also complies with Trust policies, supports continuous improvement, undertakes projects, and liaises with third‑party suppliers to resolve ESR performance issues. The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients. We are delighted that we have been rated as “Good” by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020. The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

Requirements

Please be advised that if the post that you are applying for requires any level of qualification (e.g. A-Levels, Degree etc) or Professional Registration (e.g. Nursing and Midwifery Council, General Medical Council etc) you will be required to provide proof as part of the pre-employment process.
By submitting your application you are giving the Trust permission to check the qualification certificates provided back to the source provider.
Please note that a sample of all applicant’s qualifications will be checked with the educational institution or provider.
Furthermore, a sample of all applicants’ qualifications will be checked back to the educational institution or provider to interview letters to further deter fraud.

Responsibilities

To maintain the integrity of the Annual Leave processes within ESR.
Monitor and administer carry over process in line with Trust policy.
Conduct monthly annual leave plan audits and New Starter IAT Service History investigations.
Maintain related training materials to comply with current Trust policy.
Providing training to managers and staff in the booking of annual leave and bank holidays in ESR.
Where needed offer bespoke advice to managers on a case-by-case basis regarding the correct management of annual leave in ESR.
To serve as a key point of contact for complex ESR queries, providing expert advice and resolving issues for staff and managers.
Investigate and resolve complex ESR record issues, including those related to self-service processes and data discrepancies.
Produce and distribute standard and ad-hoc workforce reports and dashboards from ESR, manipulating data to provide meaningful insights for stakeholders.
Conduct advanced data quality checks and audits across ESR and CIM, identifying discrepancies and implementing remedial actions to ensure data accuracy and compliance.
Assist in the development and delivery of training programs for ESR Self-Service administration, promoting user adoption and consistency.
Collaborate with Payroll, Resourcing, Finance, and other departments to resolve data issues and ensure seamless information flow.
To undertake and action monthly change form processes.
Categorising new change forms within online e-form portals, ensuring they’re fully prepped for action during monthly windows in accordance with payroll deadlines.
Administer accurate updates to staff records as dictated by department managers and finance colleagues.
Highlighting data quality and compliance issues and escalating where necessary.
Support ensuring workforce data is accurate, priority focussed and continues to adapt to the needs of the organisation.
To support develop and implementation of solutions that address weaknesses in process.
To maintain the documentation for the ESR & Workforce Intelligence Team with regard to definitions, processes and schedules.
To provide advice relating to ESR & Workforce Intelligence processes.
Supporting the ESR & Workforce Intelligence Team with ad hoc requests.
To support the ESR & Workforce Intelligence Teams in the innovation, development, and implementation of systems to ensure measurement of and compliance with internal and external governance and best practice requirements
Help develop solutions that provide information using access and other internal databases to ensure compliance measurement.
Help develop technical solutions that meet the needs of internal stakeholders.
Develop and maintain strong relationships with all internal stakeholders to provide workforce information.
To comply with relevant RWT Trust policies and procedures.
Contribute to the development of a culture of continuous improvement in order to meet quality, financial, and performance targets.
Ensuring that the highest standards of governance and probity are maintained by ensuring all reports work in accordance with the trust policies and procedures.
To undertake specific tasks and projects as identified by ESR & Workforce Intelligence team management.
Work with third party supplier to raise service requests to resolve ESR performance issues and queries.