People Services Administrator

People Services Administrator

The closing date is 10 May 2026.

An exciting opportunity has arisen for a People Services Administrator to join the People Directorate at London North West University Healthcare NHS Trust on a fixed term 12 month contract to provide career break cover within the team.

This role sits within the People Services team, providing a high quality administrative service across a wide range of HR processes. You will play a key role in supporting managers and staff across the Trust by ensuring employee records are accurate, HR documentation is issued promptly, and HR systems are maintained in line with Trust policies and employment legislation.

Working in a busy and supportive team, you will manage a varied administrative workload including maintaining employee records on the Electronic Staff Record (ESR), processing contractual changes, preparing employment documentation and responding to HR queries from staff and managers. The role will also involve supporting key workforce compliance processes including the administration of Certificates of Sponsorship (CoS) for international staff and processing Disclosure and Barring Service (DBS) checks in line with Trust policies and regulatory requirements.

The post holder will need to be highly organised, detail focused and able to manage multiple priorities while maintaining strict confidentiality.

This role provides an excellent opportunity for someone with strong administrative and HR systems experience who is looking to further develop their career in HR within the NHS.

Main duties of the job

The post holder will provide comprehensive administrative support across the People Services function. Key responsibilities include:

• Maintaining accurate employee records on Electronic Staff Record (ESR) and other HR systems
• Preparing and issuing employment documentation including contracts, variation letters and employment confirmations
• Processing contractual changes including pay adjustments, working hours and personal details
• Supporting payroll administration by ensuring changes are submitted accurately and on time
• Administering Certificates of Sponsorship (CoS) for international recruits and maintaining accurate records in line with UKVI requirements
• Processing and monitoring Disclosure and Barring Service (DBS) checks to support safe recruitment processes
• Supporting right to work checks and visa extension administration in line with Home Office guidance
• Running, checking and updating monthly compliance reports including visa, fixed term contract (FTC) and professional registration reports, ensuring records are accurate and follow up actions are completed where required.
• Identifying and escalating potential compliance risks relating to visa status, fixed term contracts or professional registrations to the appropriate manager to ensure the Trust meets regulatory and UKVI sponsorship requirements.
• Monitoring HR inboxes and responding to routine queries from staff and managers
• Supporting HR reporting, audits, and data quality checks.

About us

London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond. Our team of more than 8,200 clinical and support staff serves a diverse population of almost one million people.

• Northwick Park Hospital - home to one of the busiest emergency departments (A&E) in the country and the country's top rated hyper acute stroke unit.
• St Mark's Hospital - an internationally renowned specialist centre for bowel disease.
• Ealing Hospital - a busy district general hospital providing a range of clinical services, a 24/7 emergency department, an urgent care centre, and specialist care at Meadow House Hospice.
• Central Middlesex Hospital - a planned care site hosting a range of surgical and outpatient services and collocated with an urgent care centre.

We are a university teaching NHS trust, playing a key role in training clinicians of the future and bringing the benefits of research to the public.

Education and qualifications

• Good general education plus CPP of equivalent experience
• Evidence of continuous professional development to level 4 or equivalent
• Associate CIPD or working towards

Experience and knowledge

• Knowledge of core HR administrative processes such as maintaining records, processing contractual changes, employment variations, and supporting payroll updates.
• Familiarity with standard HR workflows and able to follow Trust policies and procedures confidently.
• Knowledge and experience of payroll & HR electronic systems.
• Previous experience working within an NHS HR team.
• Working knowledge of NHS HR systems such as Electronic Staff Record (ESR).

Skills, abilities and attributes

• Able to communicate, professionally and confidently both verbally and in writing with a wide range of stakeholders.
• Able to build positive relationships with managers, colleagues, staff and Trade Union representatives.
• Able to communicate terms and conditions of employment for all groups of staff employed at the Trust.
• Ability to prioritise and organise workload using own initiative.
• Digital skills including Co Pilot and SharePoint.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Contract

Fixed term, 12 months, full time

Salary

£33,262 to £36,027 a year inclusive HCAS.

Reference number

337 NP 9558ND

Job location

London North West University Healthcare NHS Trust