Recruitment ESR Toolkit

Recruitment

ESR toolkit

Your comprehensive guide to navigating ESR with confidence

This Guide's Purpose

This guide has been created to provide a comprehensive summary of the required fields that need to be added on ESR during the recruitment process, and also further guidance on linking vacancies and performing the IAT DataSet.

The guide follows the flow of the recruitment process from start to finish:

• Linking the vacancy
• Creating the applicant
• Requesting the applicant's IAT
• Hiring the applicant on ESR, and
• Performing the IAT Dataset

Disclaimers and Notes:

• Using the ESR platform and entering information requires the user to save the information added on every screen separately. Please ensure that you save your work on a regular basis using the floppy disk icon on the top left side of the screen

• If you are usure for any entries, please contact your team leader for more information.

Table of contents

Please click on the arrows to navigate to your chosen section.

International Recruitment

How to Link a Vacancy

ESR Checklist

Requesting an IAT

Applicant Creation

Performing the Dataset

Useful Links

Hiring an Applicant

Stage 1

How to Link a Vacancy

ESR / Trac

• ESR and TRAC MUST be linked for every vacancy advertised. This link is performed in ESR using the ‘Requisition and Vacancy’ and ‘Recruitment Activities’ functionality.

• The link enables the successful applicant to be automatically downloaded into ESR, creating a full applicant ESR record which is attached to the correct position number ready for pre-employment checks and hiring to ‘Employee’

• Ensure position number aligns with job professional registration requirements i.e, operating department practitioner (Could be NMC or AHP appointed, use the position number to reflect the correct one). Request a new one if it doesn’t exist.

• This eliminates the task of recruitment, manually creating ESR applicant records and will allow fast deployment of the new electronic new starter form, further reducing manual input

Before a role can be advertised, your vacancy needs to be linked through your Trust’s Trac-ESR linking process.

Linking the vacancy on ESR

Create and link the vacancy on ESR

Stage 1

01

Linking the vacancy on Trac

Complete the linking of the vacancy on Trac

02

Stage 2

Recruitment & Applicant Enrolment Administration - Requisition and Vacancy

Initiating the link from ESR

• Required Fields:
• Name -> Reference number of the Vacancy from Trac
• Description -> Vacancy Title from Trac
• From -> Date of advertisement

• (Save your work and duplicate the information into the vacancy section)

• Category -> The relevant Area of work from Trac
• Openings -> The number of wte advertised

• Once a vacancy has been fully approved and a reference number created, open the ‘Requisition & Vacancy’ form under the ‘Recruitment & Applicant Enrolment’ menu.

• Enter the vacancy reference number in to the ‘Name’ field ensuring an exact match to TRAC (copy and paste from TRAC to be sure). Enter the creation date from TRAC in the ‘From’ field and SAVE

• Copy the position number either from TRAC or find the correct post number in the establishment spreadsheet using the cost centre, post title and band in TRAC. Paste it in to ‘Position’ and hit return. Check the positon number matches the post being advertised (organisation, grade and position title) and SAVE. If prompted about post location - select ‘Yes’.

These fields will need to be entered manually

These fiends will auto-populate once the position number has been entered

12/01/2026

Click for more information

Next: Linking to Third Party

Initiating the link from ESR

Recruitment & Applicant Enrolment Administration - Recruitment Activities

12/01/2026

• Required Fields:
• Name -> Reference number of the Vacancy from Trac
• Type -> Third Party Website
• Start Date -> Date of advertisement

• (Save your work)

Open the "Recruiting For" window Paste the Reference number of the Vacancy from Trac

Click Here

Next: Complete Linking process

Complete the Linking process

On Trac:

• Select Recruitment
• Incoming Vacancies

Find your vacancy

• Review any changes that are required
• Add a note and Save

12/01/2026

Next: Requesting an IAT

Requesting an IAT

• The IAT should be initiated, either automatically or manually as soon as the applicant is transferred, through Trac or entered onto ESR

• Once the applicant becomes an employee, the Portable Data Set should be copied

Stage 2

01

Automated IAT

To gain maximum benefit from the IAT process, use the Automated Initiation of IAT by enabling the IAT consent. This will request an IAT report automatically, once the applicant has been hired.

02

Manual IAT

Requesting a Manual IAT

HR Administration - Inter Authority Transfer - Initiate Person Request

• The preferred way of looking up a candidate or employee is by their National Insurance number. Alternatively, you can search by their applicant/employee number

• If it is not possible to use any of the above, you can look them up using their Full name: (Surname%FirstName%)

• Once you have found the applicant, to initiate the IAT request, click on auto Person Match
• Select their latest employment and approve the selection
• Follow the next step by accepting the dispayed prompts

NHS Continue Service dates

Next: Applicant Creation

Applicant Creation

(The applicant would be automatically created if the vacancy has been linked)

Stage 3

• From your ESR main screen, select the “top hat” to select the Responsibility – “Role”

• Select the role as Recruitment and applicant enrolment administration

• Select enter and maintain

• By entering the NI of the applicant, you should be able to find the applicant on the system

Make yourself an expert: Surename% - Looks to find the whole name in the beginning of the record (usually the last name) %name% - Looks to find the name in any line of the record (usually used for first or middle names)

Next: Creating the applicant

Creating an applicant

To create an applicant:

• Move to a date at least 5 days before the beginning of their employment

• Add their personal information as shown in the picture

• Select “action” and “Create Applicant”
• Save the record

Click here for full list

In the application tab:

• You will need to add the correct position number
• The Org, Job and Grade will be auto-populated after entering a valid position number
• Change “Status” to “Offer Accepted” and save

Notes:Make sure that the position number used reflects the registration requirements for the role (NMC / HCPC ) – If you are not sure, seek assistance from your Team Leader. You might have to request a new position number if none was provided or if the one used was not accepted by the system. For existing applicants (internal promotions), go straight to their application tab.

Attention:

KRFT: When hiring a Bank staff employee to a substantive role, you will need to create a new applicant record and follow the process. DO NOT re-hire based on their existing record.

17

Next: Hiring a New Employee

Hiring a New/Existing Employee

• From your ESR main screen, select the “top hat” to select the Responsibility – “Role”

• Select the role as HR Administration

• Select enter and maintain

• By entering the NI of the applicant, you should be able to find the applicant on the system

Stage 4

Personal information

• Before hiring, change the effective date to a date at least 2 days before the start of employment start date

• Ensure that their personal information is accurately entered, as shown in the picture

Important Reminders:

• Make sure that the position number used reflects the registration requirements for the role (NMC / HCPC ) – If you are not sure, seek assistance from your Team Leader.

• You might have to request a new position number if none was provided or if the one used was not accepted by the system.

• On existing applicants or employees, when hiring for a new role, after finding the person, go straight to their application tab.

Attention:

• KRFT: When hiring a Bank staff employee to a substantive role, you will need to create a new applicant record and follow the process. – DO NOT re-hire based on their existing record.

Employment

Personal

Next: Applicant's Additional information

Additional Personal Details

• Recruitment Source –The recruitment source at the time of the current recruitment episode

• NHS Organisation – If the previous employment is NHS, the previous Trust needs to be provided

• Date of Birth Verified – Date of ID the check has taken place

• CSD 1 Week - For redundancy and notice periods

• CSD 3 Months - For contractual maternity, paternity, and adoption leave/pay

• CSD 12 Months - For sickness absence pay

• NHS Entry Date - Is the original joint date to the NHS

• Aggregative service - Reflects the total years of service in the NHS

• NHS OSP Scheme - Always add "NHS OSP Scheme"

• NHS OMP Scheme - Always add "NHS AFC OMP Scheme"

Aggregate Service Days can sometimes be sometime slitely different depending on when the IAT have been requested

Real Life example

Next: Address

Address

• An address may already be present. If so, please check if correct and amend if required

Manual

Automated

Phones

• A number may already be present. If so, please check if correct and amend if required

Phones

• Address Line 1
• Town
• County
• Post Code
• Country

• Type - (Set as Home)
• Primary - (Ticked)
• Phones Tab
• Mobile Number
• Personal email address

CheckList

Next: Emergency Contact

Emergency Contact

CheckList

Name section:

• Last
• First
• Title
• Middle
• Select “Emergency” from the dropdown list in "Relationship"

Contact’s Details:

• Personal email
• Personal phone number (if known)

Notes:

For CHS Trust, this information is completed from SBS

Next: Other

Others

Sections to complete:

• Disabilities
• Extra information
• Mandatory NHS Employment Checks

Disabilities

Extra Information

Mandatory NHS check

CheckList

• Category -> Choose from the dropdown
• FTE -> 1.00
• Status -> Active

Next: Extra Infromation

Extra Information: DBS, Religion and Belief, Registration and Memberships

• For all entries, please delete any previous lines*

• Click on Field of interest
• Click in the Details field

• Fields to be added:

• DBS Checklist
• Employment Checklist Details
• Registrations and Memberships
• Religion and belief

CheckList

• Type of DBS Disclosure
• Date DBS Requested
• Date DBS Received

• DBS Disclosure Issue Date

• DBS Unique Number
• DBS Outcome
• Children’s Barred List Check Requested – Yes/No
• Adults Barred List Check Requested – Yes/No

Registrations & Memberships

Religion Sexual Orientation

• Registration/Membership
• Professional Registration Number
• Expiry Date

• Sexual Orientation
• Religious Belief

Ensure position number aligns with job i.e. ODP's, not to use NMC position if AHP appointed

DBS Checklist

Religion and Belief

Delete previous DBS information when adding new certificate numbers – only one record should be listed on the ESR record

Registrations and Memberships

Next: Employment Checklist

Extra Information: Employment Checklist Detail

Example:

EU Scheme

Temporary - No Sponsorship Required

British Citizen

CheckList

Pre-Settled

Settled

• Residency – Permanent or Temporary
• Sponsorship Required – Yes or No
• If Visa required:
• Visa Type – Select from the dropdown list
• Visa Issue Date
• Visa Expiry Date
• Enter Share Code (should begin with W)
• Date of Medical Clearance
• OH Status – Cleared
• EPP clearance (if required) - mark as Yes

• Residency – Temporary

• Sponsorship Required – No

• Visa Type – Add as required

• Visa Reference Number - Online reference number Including the type or status in brackets

• Visa Issue Date

• Visa expiry Date

• Date of Medical Clearance

• OH Status – Cleared

• Residency – Permanent

• Sponsorship Required – No

• Visa Type – Residence (Indefinite leave to remain)

• Visa Reference Number - Online reference number Including the type or status in brackets

• Visa Issue Date

• Date of Medical Clearance

• OH Status – Cleared

• Residency – Temporary

• Sponsorship Required – No

• Visa Type – Other

• Visa Reference Number - Online reference number Including the type or status in brackets

• Visa Issue Date

• Visa expiry Date

• Date of Medical Clearance

• OH Status – Cleared

• Residency – Permanent

• Sponsorship Required – No

• Date of Medical Clearance

• OH Status – Cleared

British Citizen

EU Scheme

(No Sporshoship required)

International Recruitment

Temporary

Next: Assigment

Assignment

CheckList

• Position
• Organisation
• Job
• Grade

• Payroll

• Group
• Status
• Assignment Category

Standard Conditions

Probation/Notice Period

• Working Hours
• Frequency

• Probation period
• KRFT and CHS – Add period of 6 Months
• ESTH & STG - No Probation period required

• Add Notice period according to banding

Supervisor

Miscellaneous

• STG – Enter the Pay approver. For all other Trusts – Enter the Trac line manager

• The primary checkbox is checked

Next: Assignment [Beer mug]

Assignment-[Beer Mug]

CheckList

• Fixed Term Contract end date (if relevant)
• Enter Fixed term Reason (if end date entered)
• Enter Start date in Grade (The date they originally started in the grade as per IAT)
• Enter Incremental Date
• Ensure No. of Increments is set as 1. Correct if required

Next: Pay Grade

Grade Step

• Point – Select the point of the grade from the dropdown list
• Tick the Auto-increment checkbox

Next: Mandatory NHS Check

Mandatory NHS Checks

CheckList

ID Checked – Recruitment stage – completed during applicant stage

Hire Stage:

• ID Checked – Select from dropdown (e.g. One Photographic ID)
• ID Checked Date
• Enter Name RA Agent that Verified ID – This should already default to your name
• Signature Checked Date: Enter the Date on ESR completion
• Signature Checked By: Enter your name

• Select ID type from dropdown list for each field

Next: ESR quick Checklist

ESR Quick Checklist

Personal information

Others

Assigment

Personal

Assigment Details

Mandatory NHS Checks

Personal info Beermug

DBS Checklist

• Position
• Organisation
• Job
• Grade
• Payroll
• Group
• Status
• Assignment Category

• Last Name
• First Name
• Title
• Middle Name
• DoB
• Ethnic Origin
• Gender
• NI number
• Country of Birth
• Status
• Nationality
• NI Multiple Assignments

• Type of DBS Disclosure
• Date DBS Requested
• Date DBS Received
• DBS Disclosure Issue Date
• DBS Unique Number
• DBS Outcome
• Children’s Barred List Requested
• Adults Barred List Requested

• Recruitment Source

• NHS Organisation

• Date of Birth Verified

• CSD 1 Week

• CSD 3 Months

• CSD 12 Months

• NHS Entry Date

• Aggregative service

• NHS OSP Scheme

• NHS OMP Scheme

Hire Stage

• ID Checked
• ID Checked Date
• ID Documents recorded by
• Enter Nameof RA Agent that verified ID
• Signature checked Date
• Signature checked By

Supervisor

• Name
• Worker number
• Assigment number

Standard Conditions

Employment

Contact

Documents checks

Employment Checklist

• Working Hours
• Frequency

• Ethnic Origin
• NI Multiple Assignments

Name section:

• Last
• First
• Title
• Middle
• Relationship

Contact’s Details:

• Personal email
• Personal phone number (if known)

• Photographic ID 1
• Address Document 1
• Address Document 2

• Residency Status
• Sponsorship required
• If required
• Visa Type
• Visa reference number
• Visa issue date
• Visa expiry date
• Date of Medical Clearance
• OH Status
• If Required - EPP Clearance
• IAT Consent

Miscellaneous

Address

• Primary (checked box)

• Address Line1
• TownCountyPost
• CodeCountry

Registrations & Memberships

Assigment Beermug

• Registration/Membership
• Professional Registration Number
• Expiry Date

• Type - (Set as Home)
• Primary - (Ticked)
• Phones Tab
• Mobile Number
• Personal email address

• Fixed Term Contract end date (if required)
• Fixed term Reason (if end date entered)
• Start date in Grade
• Incremental Date
• No. of Increments

Disabilities

Religion & Sexual Orientation

• Category
• FTE
• Status

Grade Step

• Sexual Orientation
• Religious Belief

• Point
• Auto-increment

Next: International Recruitment

International Recruitment (Extra entries)

Additional Actions

Special Information

• Property Register - Add the COS information

Occupational Health Clearance

• OH - Use the date of medical clearance from orign country first, which will be their start date, and once cleared, this would change to the OH clearance date.

Next: IAT DataSet

IAT process – Performing the DataSet

To Acces your IAT requests:

• Log in to your KRFT ESR account

• Select the notifications in the top right corner

For ESTH please log in to the dedecated ESR account using the following log in details: Username: 343RHUB05 Password: IATESTHNOV67

Stage 5

Receiving the Portable Data Set

Once the process for the approval of the IAT has completed and the Applicant has been hired on their start date, the IAT Initiator role holder or designated PDS Notification role holder at the requesting Employing Authority will receive a workflow notification advising that the Portable Data Set is available. The employee’s record in the Requesting Employing Authority will then be updated with the information contained in the Portable Data Set. The copy process can take up to two hours and uses the latest data from the person’s record, regardless of when the IAT was initiated. Please confirm the IAT PDS was successful after the date set, and then navigate to the employee record to confirm the correct information has been added.

NHS Continue Service dates

Pension

Useful Links

• Pension NHSBSA Website
• Pension Dropout form (Google)

• Ask HMRC online - Ask HMRC - GOV.UK - Tax Queries
• Take Home Salary Estimate

Final Stage

Tax and Salary

Payroll Paperwork

Pension Queries - For Member pension queries, retirement calculations, benefit statements or NHS Pension Scheme Email: nhsbsa.pensionsmember@nhsbsa.nhs.uk Member Helpline: 0300 3301 346 or visit the NHS Pensions Member Hub.

• CHS   ch-tr.sbsliaison@nhs.net
• ESTH  sbs-s.343forms@nhs.net
• KRFT  khft.hr2payroll@nhs.net
• STG   sbs-s.200forms@nhs.net

Thank you for reaching the End

Automated search

• Click on the required address and “Select Address”
• Enter the address field (Double-click) and ensure that Town and County are filled with the required information
• Please note that you can not enter commas or special characters even (brackets) into any of the fields
• Enter Home as the Type of address from the dropdown list
• Tick the “Primary” checkbox
• Ensure that Primary has been ticked and the “Date From” field is filled

Manual Input

• Enter Address manually
• Please don’t use commas or special characters when entering the address
• (Use address line 1) Enter the address field (Double-click) and ensure that Town and County are filled with the required information
• Please note that you can not enter commas or special characters even (brackets) into any of the fields.
• Address will now show
• Enter Home as the Type of address from dropdown list
• Ensure that Primary has been ticked and “Date From” field is filled

Phones

• Telephone numbers and email address may already been present. If so, please check and amend if required
• Select Type from dropdown list, (e.g. Home, Mobile)
• Enter Phone Number and personal email address of the applicant

List of information to be added

• Last Name
• First Name
• Title
• Middle Name
• Gender (if not automatically updated)
• NI number
• DoB
• Country of Birth
• Status
• Nationality