This is an exciting opportunity to join the Workforce Systems team as an Establishment Control Officer, supporting the delivery of accurate workforce data and strong financial governance across the Trust.
You will play a key role in the day-to-day operation of Establishment Control, ensuring that workforce establishment data held in ESR aligns with funded positions in the General Ledger. Your work will support safe staffing, efficient recruitment processes, and reliable workforce planning across both clinical and non-clinical services.
Working closely with colleagues in Workforce Systems, Finance, Recruitment, and Pay & Transactional Services, you will process establishment changes, maintain accurate records, and support data reconciliation and validation activities. You will manage data carefully and consistently, ensuring all work is auditable and compliant with established procedures.
We are looking for a detail-focused and organised individual with strong administrative and IT skills, who is confident working with data and following structured processes. You will be proactive, reliable, and able to manage your workload effectively while working as part of a supportive team.
This is a great opportunity to develop your skills, gain experience in workforce systems, and contribute to improving data quality and processes in a key organisational function, particularly as the Trust prepares for the NHS Workforce Solution.
You will support the day-to-day delivery of the Trust's Establishment Control function, ensuring workforce data held in ESR is accurate, up to date, and aligned with funded establishment in the General Ledger.
Your role will involve processing establishment changes in line with agreed procedures, maintaining accurate records of positions, WTE, and cost centres, and updating trackers and audit logs. You will run reports and support reconciliation activity, identifying discrepancies and escalating issues where required.
Working closely with Workforce Systems, Finance, Recruitment, and Pay & Transactional teams, you will respond to queries, provide accurate information, and ensure timely processing to support recruitment and workforce planning.
You will follow structured processes carefully, with strong attention to detail, and contribute to maintaining high standards of data quality, governance, and audit compliance. You will also support ongoing data cleansing and continuous improvement activities.
We are looking for someone organised, methodical, and proactive, with good IT skills, the ability to manage their workload, and confidence working with data in a fast-paced team environment.
Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.
Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.
We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.
Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
NVQ Level 3 in Business Administration or equivalent qualification, or equivalent level of knowledge and experience gained through work.
Relevant training in administration, data management, or workforce systems.
Awareness or training in ESR or NHS workforce systems.
Experience working in an administrative or data processing role. Experience maintaining accurate records and working with structured data, ensuring a high level of attention to detail.
Experience following procedures and controls consistently, managing own workload, and meeting deadlines. Experience of working collaboratively within a team environment.
Experience using Electronic Staff Record (ESR) or similar HR/workforce systems. Experience supporting reconciliation, audit activity, or data validation processes.
Strong attention to detail and ability to work methodically and accurately. Good organisational skills with the ability to manage competing priorities and meet deadlines.
Effective communication skills, with the ability to provide and receive information clearly and work with a range of stakeholders. Ability to interpret and follow policies and procedures, using initiative and knowing when to escalate.
Competent IT skills, including Microsoft Office, email, and use of systems.
Ability to identify opportunities for process improvement and support implementation of changes. Confidence working with data and contributing to continuous improvement activities.
