Job summary The Workforce Information Assistant at Bedford Hospital NHS Foundation Trust is a Band 4 position, working 37.5 hours per week. The role is crucial in supporting the effective management of workforce data within the Trust. Key responsibilities include: Payroll Support : Assisting with payroll queries and minute-taking at payroll meetings. Workforce Information Management : Maintaining and inputting staff data into the Electronic Staff Records (ESR) system, supporting HR colleagues, and promoting self-service capabilities. Audit and Compliance : Assisting with audit preparation and supporting internal and external audits. Registration Authority (RA) : Managing Smartcard issuance and user registration on the Care Identity Management (CIM) Service. Project Support : Providing occasional support for projects, including E-Rostering. Right to Work : Ensuring all Trust staff have a valid right to work in collaboration with the Visa Compliance Officer. The role involves working closely with the Workforce Information/Payroll Supervisor and the ESR/RA Lead, contributing to the Trust's digital transformation and efficiency enhancement initiatives. Main duties of the job Payroll Support : Assisting with payroll queries. Data Management : Inputting and maintaining staff data in the ESR system, ensuring accuracy and timeliness. Audit and Compliance : Supporting audit preparation and assisting with internal and external audits. Registration Authority (RA) : Managing Smartcard issuance, user registration, and promoting self-service capabilities. Project Support : Providing occasional support for projects, including E-Rostering. Right to Work : Collaborating with the Visa Compliance Officer to ensure staff have a valid right to work. About us Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available. We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences. Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job. Date posted 31 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pa Contract Fixed term Duration 12 months Working pattern Full-time Reference number TEMP_500 Job locations Bedford Hospital Site Bedford MK42 9HD Job description Job responsibilities Main Responsibilities Payroll Assist the Workforce Information/Payroll Supervisor with payroll issues and queries raised by the Payroll Services Team. Workforce Information Maintain knowledge of ESR functionality and other workforce information systems to support Trust staff and HR colleagues. Accurately input confidential information relating to staff and positions into the ESR payroll system. Assist with payroll and pension enquiries related to the ESR system, liaising with the Payroll Services Team to resolve issues. Input and maintain staff data, including new starters, leavers, and changes to employment information. Provide one-to-one support or signpost users to national ESR training sessions to rectify any lack of understanding or competence. Distribute materials for training sessions/workshops for staff required to use ESR Manager/Supervisor Self-Service. Support the Workforce Information management team as required. Report any risks relating to the workforce function to the Workforce Information/Payroll Supervisor. Maximise the use of information systems available in the Trust. Assist in the administration of tasks associated with staff surveys, preparing, collating, and disseminating materials. Advise staff and managers on policies and procedures relating to workforce information. Promote the use of self-service capabilities at all opportunities. Provide support to users of the electronic expenses system used by the Trust. Audit and Compliance Assist with specific audit preparation work as requested. Support internal and external audits. Registration Authority (RA) Assist with the RA process, ensuring timely and high-standard execution of requests. Promote the use of Smartcard Self-Service at all opportunities. Follow approved policies, processes, and procedures to register, update, and remove user access rights. Register users on the Care Identity Management (CIM) Service. Ensure registration forms are completed correctly, photograph users, and issue Smartcards. Remind users about their responsibilities, particularly regarding PIN protection. Assist users with problems such as unlocking cards and resetting passcodes. Update the internal register of Smartcards issued. Liaise with ESR/RA Lead to report issues outside the defined approval process. Projects, Streamlining, and Self-Service Provide occasional project support as part of service development, including E-Rostering projects. Support managers and employees with self-service capabilities. Attend regular team meetings and contribute ideas for service improvement. Right to Work Work with the Visa Compliance Officer to ensure all Trust staff have a valid right to work. General Duties Comply with Trust regulations, especially those governing Health and Safety at work. Minimise the Trust's environmental impact by recycling, switching off lights and equipment, and reporting faults promptly. Disclose any additional work undertaken or planned for another employer. Assist with disciplinary and appeals processes as required, with appropriate training and support provided. This role is integral to the Trust's digital transformation journey, aiming to enhance workforce management efficiency and accuracy through advanced analytics, self-service, and cutting-edge technologies. Job description Job responsibilities Main Responsibilities Payroll Assist the Workforce Information/Payroll Supervisor with payroll issues and queries raised by the Payroll Services Team. Workforce Information Maintain knowledge of ESR functionality and other workforce information systems to support Trust staff and HR colleagues. Accurately input confidential information relating to staff and positions into the ESR payroll system. Assist with payroll and pension enquiries related to the ESR system, liaising with the Payroll Services Team to resolve issues. Input and maintain staff data, including new starters, leavers, and changes to employment information. Provide one-to-one support or signpost users to national ESR training sessions to rectify any lack of understanding or competence. Distribute materials for training sessions/workshops for staff required to use ESR Manager/Supervisor Self-Service. Support the Workforce Information management team as required. Report any risks relating to the workforce function to the Workforce Information/Payroll Supervisor. Maximise the use of information systems available in the Trust. Assist in the administration of tasks associated with staff surveys, preparing, collating, and disseminating materials. Advise staff and managers on policies and procedures relating to workforce information. Promote the use of self-service capabilities at all opportunities. Provide support to users of the electronic expenses system used by the Trust. Audit and Compliance Assist with specific audit preparation work as requested. Support internal and external audits. Registration Authority (RA) Assist with the RA process, ensuring timely and high-standard execution of requests. Promote the use of Smartcard Self-Service at all opportunities. Follow approved policies, processes, and procedures to register, update, and remove user access rights. Register users on the Care Identity Management (CIM) Service. Ensure registration forms are completed correctly, photograph users, and issue Smartcards. Remind users about their responsibilities, particularly regarding PIN protection. Assist users with problems such as unlocking cards and resetting passcodes. Update the internal register of Smartcards issued. Liaise with ESR/RA Lead to report issues outside the defined approval process. Projects, Streamlining, and Self-Service Provide occasional project support as part of service development, including E-Rostering projects. Support managers and employees with self-service capabilities. Attend regular team meetings and contribute ideas for service improvement. Right to Work Work with the Visa Compliance Officer to ensure all Trust staff have a valid right to work. General Duties Comply with Trust regulations, especially those governing Health and Safety at work. Minimise the Trust's environmental impact by recycling, switching off lights and equipment, and reporting faults promptly. Disclose any additional work undertaken or planned for another employer. Assist with disciplinary and appeals processes as required, with appropriate training and support provided. This role is integral to the Trust's digital transformation journey, aiming to enhance workforce management efficiency and accuracy through advanced analytics, self-service, and cutting-edge technologies. Person Specification Qualifications Essential Educated to GCSE level or equivalent Evidence of CPD Desirable European Computer Driving License (ECDL) Business Administration (Level 3) Experience Essential Experience of using ESR Administrative experience in a busy, customer-focused environment Experience of dealing with staff of all levels Experience of using a variety of computer packages and databases, including Microsoft Office / 365 Desirable Experience of using SharePoint Experience of working in Workforce Information / HR environment Experience of project work and associated administration Knowledge Essential Knowledge and understanding of ESR Knowledge of Data Protection and its application to workforce information Understanding of the need of confidentiality awareness at all times Understanding of information governance requirements within the NHS Desirable Thorough understanding of Workforce Information in the NHS Understanding of NHS Terms and Conditions of Service Knowledge and understanding of the RA function Skills Essential Attention to detail Organisational skills Analytical thinking Communication skills Problem solving Confidentiality Teamwork Adaptability Pro-activeness Person Specification Qualifications Essential Educated to GCSE level or equivalent Evidence of CPD Desirable European Computer Driving License (ECDL) Business Administration (Level 3) Experience Essential Experience of using ESR Administrative experience in a busy, customer-focused environment Experience of dealing with staff of all levels Experience of using a variety of computer packages and databases, including Microsoft Office / 365 Desirable Experience of using SharePoint Experience of working in Workforce Information / HR environment Experience of project work and associated administration Knowledge Essential Knowledge and understanding of ESR Knowledge of Data Protection and its application to workforce information Understanding of the need of confidentiality awareness at all times Understanding of information governance requirements within the NHS Desirable Thorough understanding of Workforce Information in the NHS Understanding of NHS Terms and Conditions of Service Knowledge and understanding of the RA function Skills Essential Attention to detail Organisational skills Analytical thinking Communication skills Problem solving Confidentiality Teamwork Adaptability Pro-activeness 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Bedfordshire Hospitals NHS Foundation Trust Address Bedford Hospital Site Bedford MK42 9HD Employer's website https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)