ESR Bureau Assistant

Job overview

We are looking for a highly motivated and detail‑focused individual to join our ESR Transactional Team. This is a key role supporting the accurate and timely processing of employment and payroll‑affecting changes across the organisation. You will be responsible for entering and maintaining essential data on the Electronic Staff Record (ESR) system, ensuring that all staff are paid correctly and that contractual changes are captured in line with national terms and conditions.

As part of a busy and high‑performing team, you will process a wide range of employment life cycle transactions including new starters, changes to hours, transfers, secondments, maternity/paternity leave, and other contractual variations. Your work directly underpins monthly payroll accuracy and supports the financial stability and operational effectiveness of the Trust.

This role requires someone with strong organisational skills, excellent attention to detail, and the ability to work to strict deadlines. You will play an important part in reducing payroll errors, avoiding costly over payments, and supporting a positive experience for the staff we serve. You will be joining a supportive team committed to high‑quality service delivery, where comprehensive training will be provided to develop your ESR knowledge and confidence.

If you are enthusiastic, proactive, and committed to delivering a high standard of administrative and transactional support, we would love to hear from you.

Main duties of the job

• Process all employment changes on ESR, including new starters, changes to hours, contract variations, transfers, secondments and all family leave.
• Ensure accurate ESR data entry, compliant with national terms and conditions, local policies, and payroll deadlines.
• Work closely with Payroll, Recruitment, HR, and departmental managers to ensure information is accurate and submitted within required time frames.
• Assist in preventing payroll errors by checking and validating information, helping to reduce the risk of over and under payments.
• Provide high‑quality admin and transactional support to maintain a smooth and efficient ESR service.
• Prioritise a high volume of queries and tasks, ensuring deadlines are consistently met, particularly around monthly payroll cut‑off.
• Maintain accurate electronic records and documentation in line with audit requirements and data protection legislation.
• Support colleagues within the team by sharing knowledge, contributing to problem‑solving, and helping ensure continuity of service during busy periods or staff absence.
• Respond to enquiries from staff and managers, offering clear and professional guidance within scope of the role.
• Contribute to continuous improvement by identifying opportunities to enhance accuracy, efficiency, or the staff experience.
• Support the Workforce Help desk by responding to incoming queries, resolving issues, signposting users appropriately, and ensuring a high‑quality, timely service is provided to staff and managers.

Detailed job description and main responsibilities

To find out more about the key responsibilities and the specific skills and experience you’ll need, take a look at the Job Description & Person Specification attachments under the ‘Supporting Documents’ heading.   So that you’re even more equipped to make an informed decision to apply to us, you’ll need to take time to read the ‘Candidate Essentials Guide’ that sits with the Job Description and Person Specification.  This document provides you with details about the Trust, our benefits and outlines how ‘we care for you as you care for others’.  Most importantly, it also contains critical information you’ll need to be aware of before you submit an application form.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU—for our patients, our communities, and each other.

As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application—especially personal statements and responses to role-specific questions—is written by you.  This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive.  We look forward to receiving your application.

Diversity Matters

MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post.  As an inclusive employer, we are here to support you.  If you have any special requirements to help you with your application, please contact the manager named below.