ESR Administrator Apprentice

St George’s, Epsom and St Helier University Hospitals and Health Group

Surrey (KT18 5AL)

Closes in 12 days (Wednesday 2 September 2026)

Posted on 20 August 2026

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Summary

Gain valuable NHS administration experience within the Human Resources division, supporting the ESR transactional team with accurate HR and payroll data. On successful completion, you will achieve a Level 3 Business Administrator qualification and progress to a Band 4 ESR Administrator role.

• Wage:

  £30,630 a year

  Minimum wage rates (opens in new tab)

• Training course: Business administrator (level 3)
• Hours: Full-time - 37.5 hours per week, working days and hours TBC.

  37 hours 30 minutes a week

• Start date:

  Friday 2 October 2026

• Duration:

  1 year 6 months

• Positions available:

  1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

• Support the Payroll Liaison Manager in delivering a comprehensive transactional HR and ESR payroll service, ensuring a professional, high-quality customer focussed service is provided to the trust
• Provide a high-quality service, processing large volumes of new starters, variation forms and staff leavers on ESR to tight non-negotiable payroll deadlines
• Make real time changes to staff ESR records - mindful of implications on pay, processing changes as per trust policy and procedures and in line with national NHS terms and conditions
• Work to the trust weekly and monthly payroll deadline to ensure all authorised starters, leavers and variation forms are processed in ESR with complete accurately for payroll processing
• Provide advice and respond to pay queries from trust staff, managers and the trust payroll provider accurately and in a timely manner in order to build and maintain good working relationships
• Run scheduled and ad-hoc business intelligence report request in relation to pre and post payroll run checks, and for data quality and validation purposes to support the integrity of trust workforce information
• Work closely and collaboratively with the e-rostering team to ensure workforce information held in the rostering system is an accurate reflection of the trusts ESR system
• Support the trust Registration Authority (RA) process and associated ESR interface to manage trust staff smartcards
• Provide support to the wider HR team in relation to staff employment records, pay queries, sick pay, and reference requests
• Maintain and record the audit trail of transactional forms received into the team using the Windip e-archiving software
• Contribute to the processing of queries received into the workforce team shared inboxes processing incoming new user forms, support requests and queries within a timely manner
• Actively challenge work processes and procedures, contributing to improvements in business processes and workflows within the team and wider HR department
• Maintain an awareness of human resources issues at local and national level and contribute generally to the information needs of the Directorate of Human Resources
• Participate in other team, professional and personal development activities while promoting a commitment to continuous development and improvement

Where you'll work

Epsom Gateway
2 Ashley Avenue
Epsom
Surrey
KT18 5AL

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training provider

WEIR TRAINING LIMITED

Training course

Business administrator (level 3)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

Course contents

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Training schedule

We are offering this role as an apprenticeship to attract candidates who seek an opportunity to gain new skills and experience working on an administrative role in the NHS within the Human Resources division.

On successful completion of the programme the apprentice will achieve a Business Administrator Level 3 qualification.

The post holder will provide a comprehensive, effective, timely and accurate HR and payroll support service to the trust as a member of the ESR transactional team.

Requirements

Desirable qualifications

GCSE in:

• English (grade 4-9)
• Maths (grade 4-9)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Problem solving skills
• Administrative skills
• Number skills
• Analytical skills
• Logical
• Team working
• Initiative
• Non judgemental

About this employer

St George’s, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George’s Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC). 

 After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.

At gesh we are committed to supporting flexible working arrangements. Applicants are encouraged to discuss any flexibility they may need during the recruitment process.

After this apprenticeship

Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).

On successful completion of the programme, you will achieve a Business Administrator Level 3 qualification and progress to a Band 4 ESR Administrator role.

Ask a question

The contact for this apprenticeship is:

WEIR TRAINING LIMITED

The reference code for this apprenticeship is VAC2000049166.

Apply now

Closes in 12 days (Wednesday 2 September 2026)

After signing in, you’ll apply for this apprenticeship on the company's website.