Search for more NHS jobs in London
Job requirements
Essential
15 listedRequirements the employer expects applicants to meet.
- Experience
Experience of working in a high-volume administration role in a HR, Payroll or Recruitment setting.
- Experience
Proven champion of customer experience
- Experience
Proven NHS/public sector experience
- Experience
Engaging and Motivating others
- Experience
Experience of being able to balance competing priorities and meet personal and organisational targets.
- 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
- Communication
Excellent communication skills, written, verbal and listening
- Skills and Abilities
Quality focussed with an innovative, flexible approach and the ability to problem solve
- Skills and Abilities
Excellent attention to detail
- Skills and Abilities
Well organised, systematic thinker
- Skills and Abilities
Able to manage a high-volume workload
- Skills and Abilities
Ability to respond to urgent situations in a calm, empathetic and logical manner and manage stressful situations
- Skills and Abilities
Sound IT skills (Microsoft Office, Word), experience of manipulating HR databases
- Knowledge and Qualifications
Educated to post GCSE level
- Knowledge and Qualifications
Evidence of continuing professional development including regular attendance on internal and external study programmes
Desirable
3 listedAdditional qualities the employer would prefer.
- Experience
NHS Registration Authority smartcard administration experience
- Knowledge and Qualifications
Experience of using Electronic Staff Records (ESR) in an acute NHS Setting.
- Knowledge and Qualifications
Knowledge of NHS AfC Terms and Conditions.
Job overview
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.
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?
WhatsApp job alerts
Get instant WhatsApp alerts for Band 3 Administrator roles in London
Create your Job Clerk account first. We'll collect your alert preferences during onboarding and help you turn on WhatsApp notifications for matching healthcare roles.
Applying for this NHS job
This advert is for Workforce Systems Administrator with University College London Hospitals NHS Foundation Trust in London, England. It is listed as a Band 3 Administrator role. The advertised salary is £31,554 - £33,270 per annum inclusive of HCAS. The contract type is Permanent. The application deadline is 01 Nov 2026.
Before you apply, compare the job description with the person specification and mirror the employer's essential criteria in your supporting information. Use the vacancy title, employer, location, salary, contract type, closing date and posted date (09 Oct 2026) to decide whether this role fits your current NHSjob search. If the employer can close applications early, prepare the application before the stated deadline rather than waiting for the final day.
For more context, review related Job Clerk pages for the same profession, band or location where they exist, then use the application-support guides to tailor your statement and prepare for interview.