Programme news

ESR supporting the transition to the New NHS Jobs Service

The NHSBSA ESR service has been busy working to support NHS Trusts in the transition to the new NHS Jobs Service.

The NHS ESR and NHS Jobs teams are working together to support nearly 150 large NHS organisations to move from the existing NHS Jobs to the new NHS Jobs service, which will commence in May 2021.

Once transitioned, NHS organisations will be able to take advantage of the new recruitment capabilities delivered within ESR via the enhanced interface process, which links ESR with the NHS Jobs service. Details of these changes were highlighted in the September 2020 edition of ESR News, which can be accessed here:

Here is a reminder of the steps in the enhanced process flow:

The changes will make recruiting easier and the processes between ESR and eRecruitment systems more effective.

You can read more about the private beta pilot case studies which can be accessed at

Working hard to minimise the impact for users

NHS organisations do not need to do anything from an ESR perspective to facilitate the transition; as this will all be managed for you by our NHS ESR Systems Integration Support Team.

The ESR Education team will deliver Recruitment Training to reflect the new business process and highlight the functional changes from May 2021.

The NHS Jobs team has already commenced their transition activities including managing the full engagement process with NHS organisations. Many of you will already have been involved in briefings and updates from the team and we anticipate that many NHS organisations are in the process of familiarising themselves with the new way of working. You can contact the NHS Jobs Engagement Team leads for more information:

Help us to help you! 

The NHS Jobs Implementation Team will be working with organisations to agree transition dates and will be on hand to support you through the process. More information about the team can be accessed on the NHSBSA website here.

Whilst NHS organisations begin to fully embed the new system, the interface will continue to link both the current and new NHS Jobs service with ESR for a short period of time. This parallel running means that the transfer of vacancies, applicants and employment checks into and out of ESR, will be possible within either system. This allows for recruiters to transfer shortlisted applicants into ESR, (before closing down the vacancy) on the current service, whilst creating new recruitment activities within the new service.

It is the first time the NHSBSA ESR service has been able to support this kind of transfer with two eRecruitment systems, but as the private beta sites have all been successfully parallel running since September 2020, we are anticipating a smooth transition. 

In the event of an issue occurring with a vacancy or applicant record within ESR, it will be more important than ever for users to raise service calls with appropriate detail on the ESR helpdesk. Organisations are requested to describe in full which vacancy/applicant and eRecruitment service the issue relates to. This will help our Support Team investigate and resolve any issues more quickly.

Your nominated help desk administrator can raise a call by logging into the ESR help desk. If they navigate to Report an Issue>AC>Interfaces>Interfaces / eRecruitment this will present the correct form for them to raise a call with our Support team. See the screenshots of the process below.

Further details will be available in the coming weeks from your NHS ESR Functional Account Manager or you can contact the NHS Jobs team directly at


Making the Switch to ESR Learning Management

First Community Health and Care (FCHC) are an employee-owned social enterprise, providing community healthcare services to people living in east Surrey and parts of West Sussex.

In August 2020, FCHC decided to switch from their existing LMS platform to ESR Learning Management and were invited to take part in a pilot using the services of the NHSBSA optimisation team to assist with the transition.

The key aim was to seamlessly deliver a new platform to employees with the additional benefits of quicker, more detailed reporting to the board by February 2021.

Jaqueline Stock, Learning & Development Manager and Mel Murrell, Learning & Development Co-ordinator ran the project with the support of their Workforce Information Team and Nelson Boto, NHS ESR Implementation Advisor.  The project itself was split into four work streams:

  • Enabling ESR access for all staff for learning and online payslips and communicating the changes;
  • Providing catalogue details to the NHSBSA optimisation team for input into ESR;
  • Providing details of competences achieved and required to the ESR Systems Integration Team for loading into ESR;
  • Training/familiarisation with administration and management of a new LMS.

 ESR access for all staff was enabled in October 2020, enabling staff to log in to the ESR Portal and view their payslip.

The NHSBSA optimisation team worked with the FCHC team to create local Competences and the ESR Learning Management catalogue of Courses and Resources, with all this work successfully completed by December 2020.

The FCHC project team then focused on collating and reviewing the training needs and achievements recorded in their existing LMS.  Many reports were generated and translated into ESR Competences for the ESR Systems Integration Team to upload, and this was completed by early February 2021.

During the project’ implementation, the FCHC team were also having to learn how to use a new LMS platform and adjusting their process maps. ESR Learning Management went live to the organisation on 10th February 2021 (as originally planned), despite urgent COVID training also delivered in December and January.

One of the lessons learned from the experience related to the training provision for the FCHC project team.  The time available to implement meant the FCHC project team were learning how to use a new system while at the same time, guiding the optimisation team.  Some of the catalogue management was retained by the FCHC project team for their own training and familiarisation purposes.  With hindsight, had more time been available, the FCHC project team would have completed more training which would have meant they could have used more of the NHSBSA optimisation teams time and skills.

Overall the key objectives from the pilot project have been achieved.  Compliance reporting now only takes between 1-2 hours, where as previously, this was taking 2 days; thus saving the L&D Team a great deal of time each month, and FCHC staff are now accessing their training via ESR and are receiving reminders about what training is required and when.

FCHC plans to look at where they can deliver further efficiencies using ESR and are now planning to roll out Supervisor Self Service so that their managers can review training and compliance and record Pay Progression meetings.


If you want to know more about FCHC’s switch to ESR Learning Management please contact




The Royal Marsden Trust - Getting more out of ESR

The Royal Marsden Trust in London have been using ESR Employee Self Service for some time and wanted to increase their use of ESR functionality without having to put extra functional learning pressure onto there already pressurised workforce.  Over the past six months they have rolled out Conflict of Interest Declarations functionality and given their employees the ability to check their swabbing and antibody tests via the ESR Employee portal.

Conflict of Interest Declarations using ESR

Rolling out Conflict of Interest (COI) functionality using  ESR, has resulted in the Trust  not only saving money that would have been spent on an external system, but they are also getting all the benefits of recording it directly into ESR through the ESS portal; an added bonus is that the functionality is quick and simple to use.

The feedback I get from the governance team is great.  They particularly like the COI notifications that they receive every month

Layla Nur

The COI functionality has been in use for a few months now, so the governance team are exploring possible enhancement ideas that they could take to their Regional ESR Special Interest Group meeting that could improve the reporting of COI.  These enhancements would make it easier for the governance team to identify and chase up those who have not yet made a declaration, and manage the process locally.

Immunisations and Checks on ESS portal

Using the Immunisations and Checks functionality within the Occupational Health Administrator responsibility, the Trust is recording results for swabbing and antibody tests. Under the type Coronavirus, they are then able to enter the results data.

Their employees can then view this information via their Personal Information Portlet, giving them confidence that their immunisation data is as up to date as possible.

The ESR NHS Systems Integration Team supported the Trust to do the mass position update, speeding up the project time and enabled a swift rollout.


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