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Job summary
The role of Workforce Systems Officer has an interesting and diverse workload, for which you will need excellent IT skills due to the use of a variety of workforce systems, alongside strong written and verbal communication skills. This vacancy would particularly suit someone who thrives on offering first class support and delivering high quality service to IT system end users. If you are organised, pay high attention to detail and are able to work autonomously or as a part of a team then this could be the opportunity for you. You will also be responsible for supporting colleagues in the Workforce Systems Administrator role, including day to day supervision and supporting their personal development You will play an essential role in providing continuous support to all areas within the organisation. You will be faced with challenging technical and procedural queries that will involve drawing upon various skill sets to achieve timely resolutions. The team is responsible for providing accurate and timely maintenance in respect of both Healthroster and ESR. The team report from the extensive data held within the system, key reports are produced and circulated to all levels of the Trust. You will be given plenty of opportunities to apply your skills, liaise with a diverse range of internal and external representatives and work autonomously in a professional yet friendly environment.
Main duties of the job
The following core values relate specifically to this post: Responsible for the system administration, security and accuracy of the Trusts Workforce Systems Accurate input of pay impacting information to the Electronic Staff Record (ESR) Demonstrate a commitment to a team working orientation, both internally and externally. Have a commitment to high standard and efficient working, ensuring a quality service is provided. Have a professional approach to work, colleagues, and external contacts. The post holder must have a professional approach and have a positive, assertive and supportive attitude The ability to communicate well is essential to the post. Can communicate complex facts, terminology, and system designs/information clearly and concisely. Key Result Areas To ensure ESR and eRostering are maintained according to the agreed Trust policy and procedure and within budget Troubleshoot issues regarding ESR and eRostering to ensure the system works effectively. To provide day to day support for staff and ensure appropriate and timely investigation of any errors/dysfunction. Accurate input of information into the Trusts workforce systems. To support local training programmes for ESR and eRostering. Please see the attached job description for further information about this vacancy.
About us
The Leeds Teaching Hospitals NHS Trust is committed to delivering the highest quality and safest treatment and care to every patient, every time. Our vision is to provide the highest quality specialist and integrated care. We will do this through delivery of our multi-year goals and strategic priorities, which you can read about on this page. Central to it all is The Leeds Way our values and behaviours that are at the heart of everything we do.
Details
- Date posted: 16 August 2026
- Pay scheme: Agenda for change
- Band: Band 4
- Salary: £28,392 to £31,157 a year
- Contract: Permanent
- Working pattern: Full-time
- Reference number: 001840
- Job locations: St James’s University Hospital, Leeds, West Yorkshire, LS9 7TF, United Kingdom
Job responsibilities
For questions about this job, contact:
Kevin Maloney Workforce Systems Assistant Manager kevin.maloney@nhs.net Shortlisting Date: 02/09/2026 Interview Dates: 10/09/2026 & 11/09/2026
Job Summary
The role of Workforce Systems Officer has an interesting and diverse workload, for which you will need excellent IT skills due to the use of a variety of workforce systems, alongside strong written and verbal communication skills. This vacancy would particularly suit someone who thrives on offering first class support and delivering high quality service to IT system end users. If you are organised, pay high attention to detail and are able to work autonomously or as a part of a team then this could be the opportunity for you. You will also be responsible for supporting colleagues in the Workforce Systems Administrator role, including day to day supervision and supporting their personal development
You will play an essential role in providing continuous support to all areas within the organisation. You will be faced with challenging technical and procedural queries that will involve drawing upon various skill sets to achieve timely resolutions.
The team is responsible for providing accurate and timely maintenance in respect of both Healthroster and ESR. The team report from the extensive data held within the system, key reports are produced and circulated to all levels of the Trust. You will be given plenty of opportunities to apply your skills, liaise with a diverse range of internal and external representatives and work autonomously in a professional yet friendly environment.
Why you should join our Team
The Workforce Systems Team covers large areas of rostering for Nursing, Admin and Medical staff groups and maintains both the Healthroster (eRoster) and Electronic Staff Record (ESR) systems. You will be assisting the Team Leader of a Workforce team to support Managers and system users across the Trust in all aspects of both systems.
The successful applicant will provide leadership, guidance, and support in the use of the Trust’s workforce systems whilst ensuring adherence to Trust policies and procedures. The successful applicant will be the expert point of contact for the areas they are responsible for.
The post holder will be focused on ensuring that ESR and eRostering are appropriately implemented across the Trust and providing first line support and advice to both Managers and Trust staff for the on-going, administration and maintenance of ESR and eRoster.
What you will bring to the role
The following core values relate specifically to this post:
•Responsible for the system administration, security and accuracy of the Trust’s Workforce Systems
•Accurate input of pay impacting information to the Electronic Staff Record (ESR)
•Demonstrate a commitment to a team working orientation, both internally and externally.
•Have a commitment to high standard and efficient working, ensuring a quality service is provided.
•Have a professional approach to work, colleagues, and external contacts.
•The post holder must have a professional approach and have a positive, assertive and supportive attitude
•The ability to communicate well is essential to the post. Can communicate complex facts, terminology, and system designs/information clearly and concisely.
Key Result Areas
To ensure ESR and eRostering are maintained according to the agreed Trust policy and procedure and within budget
Troubleshoot issues regarding ESR and eRostering to ensure the system works effectively.
To provide day to day support for staff and ensure appropriate and timely investigation of any errors/dysfunction.
Accurate input of information into the Trust’s workforce systems.
To support local training programmes for ESR and eRostering.
Please see the attached job description for further information about this vacancy.
Application guidance: We understand that more applicants are using artificial intelligence (AI) technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. It’s important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.
About Leeds Teaching Hospital NHS Trust
Our Trust values
The Leeds Way is working together to support each other and deliver the best possible care to patients.
We are….
Responsible Open and Honest One Team Kind
Our Trust priorities
Our purpose: Excellent, safe and sustainable care for every patient every time
Our priorities:
People Improvement and Innovation Partnerships Outcomes
To comply with UK Government regulations on Skilled Worker sponsorship, Leeds Teaching Hospital NHS Trust is unable to provide sponsorship to applicants who do not meet the eligibility criteria or the salary threshold concessions set out under the Skilled Worker visa route. Please take this into consideration before submitting your application. Full guidance on these concessions, including details of who may qualify, can be found here.
We reserve the right to close this advert early if we receive a high number of suitable applications.
Person specification
Knowledge
Essential
- In depth knowledge of workforce systems and their impact in developing an organisations capability.
- Evidence of an understanding of People Governance Issues and their impact on service delivery.
- Excellent knowledge of HR systems/practice and their impact in developing an organisations capability.
- Demonstrate understanding of the HR processes within the Leeds Teaching hospitals NHS Trust and wider NHS.
- A sound working knowledge of PC packages including word processing, spreadsheets, databases, e-mail etc.
- Understanding of data protection principles.
- Practical understanding of how large complex organisations work.
- Knowledge of project management.
- Knowledge of project management and planning tools.
- Knowledge of NHS policy and strategy.
Experience
Essential
- Previous experience of working with Workforce Systems, in particular demonstrable knowledge of ESR system administration practice and procedure.
- Previous experience using an electronic rostering system and ability to provide specialist advice and troubleshooting.
- Previous experience working with changes to employee information, including knowledge of HR practice and procedure associated with such changes.
- Experience of Workforce Systems.
- Experience of working in an HR function.
- Experience of working with confidential and sensitive information.
Desirable
- Previous experience of supervising a team.
- Experience of working within a training environment.
- Project Management.
Other Requirements
Essential
- The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority.
- The jobholder will undertake all mandatory training required for the role.
- Travel will be required across the Trust sites; - a transport system is in place to support this.
- May be required to lift and handling IT equipment up to 20kg.
Personal Qualities
Essential
- Confidence in working with staff at all levels.
- Excellent interpersonal skills.
- Ability to work in an organised manner on their own initiative and to tight timescales.
- Ability to operate effectively on an individual basis or in groups.
- Ability to work under pressure.
- Effective communication skills - oral and written.
- The ability to train, develop and motivate others and work as part of a team.
- Customer focused.
- Ability to prioritize workload.
- Openness honesty and integrity.
- Self-awareness and commitment to personal development.
Skills and Abilities
Essential
- Ability to analyse complex workforce and rostering information to provide a helpdesk service for user queries and errors.
- Effective oral and written communication skills.
- Data interpretation and presentation skills.
- Good IT Appreciation skills.
- Effective communication skills both oral and written.
- A good working knowledge of PC packages including word processing, spreadsheets, databases etc.
- Data interpretation and presentation skill.
- Presentation skills to administrative/secretarial/senior managers within the Trust.
- Ability to deliver training to a variety of different grades and roles.
- Ability to prioritise work.
- Process mapping skills.
- The ability to assimilate and disseminate information effectively.
- Accurate use of the keyboard and attention to detail is essential.
Desirable
- Presentation skills.
Qualifications and Training
Essential
- Evidence of continued self-development.
- Educated to 'A' Level standard.
- Proficient in the use of Microsoft Office, in particular advanced skills in Excel.
- Evidence of continuous professional development and of acquiring new skills and knowledge.
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Applying for this NHS job
This advert is for Workforce Systems Officer (XN04) with Leeds Teaching Hospitals NHS Trust in St James’s University Hospital, Leeds, West Yorkshire, LS9 7TF, United Kingdom, United Kingdom. It is listed as a Band 4 Administrative and IT role. The advertised salary is £28,392 to £31,157 a year. The contract type is Permanent. The application deadline is 30 Aug 2026.
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