Systems Administrator

Workforce Systems Administrator

Employer: University College London Hospitals NHS Foundation Trust (UCLH)
Location: 250 Euston Road, London, NW1 2PG
Salary: £31,554–£33,270 per year, inclusive of High Cost Area Supplement (HCAS)
Band: NHS Agenda for Change Band 3
Contract: Permanent
Working Pattern: Full-time
Closing Date: 25 October 2026
Reference Number: 309-UCLH-8336407-A

Visa Sponsorship Available

Good news for applicants requiring UK Skilled Worker visa sponsorship! University College London Hospitals NHS Foundation Trust explicitly confirms that applications from candidates who require current Skilled Worker sponsorship are welcome and will be considered alongside other applications.

However, sponsorship is subject to eligibility and the employer’s recruitment decision. Applicants should check that they meet the applicable visa requirements before applying.

About the Role

University College London Hospitals NHS Foundation Trust is recruiting a Workforce Systems Administrator to join its Workforce Systems team in London.

This opportunity is suitable for an organised and customer-focused administrator with experience in HR, recruitment or payroll administration. The successful candidate will help employees and managers use the Trust’s workforce systems effectively while supporting accurate workforce records and efficient administrative processes.

You will join the Workforce Intelligence function, which supports workforce reporting, data management and strategic planning across the organisation.

Key Responsibilities

The successful candidate will be responsible for:

• Providing Electronic Staff Record (ESR) support to managers.
• Administering smartcard services, including resetting passcodes and updating certificates.
• Managing smartcard access for employees, honorary contract holders and temporary staff in accordance with registration authority policies.
• Helping staff access employee self-service facilities, including online payslips and personal information updates.
• Assisting employees with password resets, account unlocking and ensuring accurate email addresses are recorded.
• Supporting the automated new-starter onboarding process.
• Identifying, resolving and escalating complaints or technical issues when necessary.
• Keeping the Workforce Systems Lead informed about problems and outstanding issues.
• Promoting efficient use of ESR and helping maintain accurate workforce information.

Essential Qualifications and Experience

Applicants should demonstrate the following:

Qualifications and professional development

• Education to post-GCSE level.
• Evidence of continuing professional development, including regular participation in internal or external study programmes.

Relevant experience

• Experience working in a high-volume administrative role within HR, payroll or recruitment.
• Proven commitment to delivering an excellent customer experience.
• NHS or public-sector experience.
• Ability to engage and motivate others.
• Experience managing competing priorities and meeting individual and organisational targets.

Skills and abilities

• Excellent attention to detail and a quality-focused approach.
• Strong organisational skills and a systematic approach to work.
• Ability to manage a high-volume workload effectively.
• Good problem-solving skills and a flexible approach to work.
• Ability to handle urgent or stressful situations calmly and professionally.
• Sound IT skills, including Microsoft Office and Word.
• Experience working with HR databases.

Communication skills

• Excellent written, verbal and listening skills.
• Ability to build and maintain positive working relationships with managers, colleagues and people from different professional and personal backgrounds.

Desirable Experience

The following would be advantageous but are not listed as essential requirements:

• Experience using Electronic Staff Record (ESR) in an acute NHS setting.
• Knowledge of NHS Agenda for Change terms and conditions.
• Experience administering NHS Registration Authority smartcards.

Salary and Benefits

This is a permanent, full-time NHS Band 3 position offering an annual salary of £31,554 to £33,270, inclusive of HCAS.

The successful applicant will join UCLH’s Workforce Intelligence team, which supports workforce reporting, data integrity and organisational planning.

UCLH also recognises the benefits of flexible working, although specific arrangements for this position should be confirmed with the employer.

About the Employer

University College London Hospitals NHS Foundation Trust is a major NHS organisation providing acute and specialist services to patients from London, across the UK and overseas.

Its services operate across eight sites, including University College Hospital, the National Hospital for Neurology and Neurosurgery, the Royal National ENT and Eastman Dental Hospitals, and the University College Hospital Macmillan Cancer Centre.

The Trust is committed to delivering high-quality patient care, education and research. Its Workforce Intelligence function plays an important role in maintaining reliable workforce information and supporting evidence-based decisions.

Important Information for Applicants

Disclosure and Barring Service (DBS): The post is subject to the relevant criminal record check requirements.

Overseas applicants: Applicants seeking entry clearance to the UK as Skilled Workers may need to provide criminal record certificates from countries where they have lived for the specified periods. Adult dependants may also be subject to these requirements.

Sponsorship: The vacancy explicitly welcomes applications from people who require current Skilled Worker sponsorship. This does not guarantee that every applicant will qualify for sponsorship.

Application and Selection Process

Interested candidates should review the full job description and person specification before submitting an application.

The employer advises that the complete details of the responsibilities and requirements are provided in the attached job description.

Closing date: 25 October 2026

Employer website: https://www.uclh.nhs.uk/

Contact for enquiries:
Workforce Systems Lead – Mohamed Mohamed
Email: mohamed.mohamed51@nhs.net