Job summary
- Main area
- Admin
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time
- Job share
- Flexible working
- Job ref
- 302-26-8030691CPR
- Employer
- Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Buckingham Row, Brick Kiln Lane, Wigan, WN1 1XX
- Town
- Wigan
- Salary
- £25,760 - £27,476 per annum pro rata
- Salary period
- Yearly
- Closing
- 19/06/2026 16:00
- Interview date
- 30/06/2026
Employer heading
Workforce Systems Administrator
NHS AfC: Band 3
Choose Well - Choose WWL
Job overview
WWL has an exciting new opportunity to join our Workforce Team as a Workforce Systems Administrator.
The role provides administrative and system support to ensure the effective operation and data quality of workforce systems across the Trust.
The post holder will work closely with Workforce Systems colleagues, Payroll, HR/People Services and operational managers to ensure workforce data is maintained accurately and queries are resolved promptly.
Main duties of the job
The post holder will support the maintenance and use of workforce systems including the Electronic Staff Record (ESR), e-Rostering and other people systems used within the Trust. The role supports managers and staff with system queries, maintains accurate workforce data and assists in ensuring that workforce systems operate effectively to support workforce management, payroll processes and reporting.
Working for our organisation
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement and living our values.
· People at the Heart
· Listen and Involve
· Kind and Respectful
· ONE Team
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. We are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Detailed job description and main responsibilities
Workforce Systems Administration
- Provide daily administrative support for ESR, e-Rostering, and other workforce systems.
- Maintain accurate employee records and update workforce data.
- Process changes such as starters, leavers, and contractual amendments.
- Ensure timely updates to support payroll and reporting.
- Manage shared inboxes and ensure workforce system queries are logged and resolved.
System User Support
- Respond to manager and staff queries about workforce systems.
- Support self‑service functionality for ESR and other systems.
- Troubleshoot basic system issues and escalate complex ones.
- Guide managers on system processes and workforce procedures.
- Manage user accounts, access controls, and permissions.
Data Quality and Compliance
- Carry out routine data quality checks.
- Identify and escalate data inconsistencies.
- Support correction of system errors.
- Ensure compliance with information governance and confidentiality requirements.
Rostering System Support
- Provide day‑to‑day support for e‑Rostering.
- Assist with roster administration queries and basic updates.
- Monitor roster compliance and escalate issues as needed.
- Support data checks to ensure roster data matches workforce records.
Reporting and Information Support
- Assist with producing routine workforce system reports.
- Support preparation of data extracts for planning and operational reporting.
- Maintain logs and documentation for system requests and changes.
- Support reporting and analytics activity.
Continuous Improvement
- Contribute to system improvement initiatives and updates.
- Help develop system guidance and process documentation.
- Participate in training to maintain up‑to‑date system knowledge.
General Responsibilities
- Maintain confidentiality and uphold data protection standards.
- Work flexibly to meet service needs.
- Engage in personal development and training.
- Contribute to a positive working environment.
- Promote organisational values, behaviours, vision, and goals
Person specification
Qualifications
Essential criteria
- Educated to NVQ Level 3 (or equivalent) in Business Administration, HR or a related subject or equivalent experience
- GCSE English and Maths (or equivalent)
Desirable criteria
- Qualification or training relating to HR, information systems or administration
- ECDL or equivalent qualification/s or experience
Experience
Essential criteria
- Customer service
- Working in an office environment
- Administration
- Electronic system/s e.g. Electronic Staff Record (ESR) Management of confidential information
Desirable criteria
- Experience working in the NHS
- Experience working with workforce systems such as ESR
Skills
Essential criteria
- Microsoft Office i.e., Excel, Work and Outlook
- Effective time management
- Excellent verbal and written communication
- Accurate data input and attention to detail
- Provide advice and guidance to all levels of staff
- Use of analytical skills to investigate and resolve queries
- Ability to plan and organise workload to achieve deadlines
Desirable criteria
- Ability to deal sensitively with confidential information
- Electronic Staff Record (ESR)
- Able to work to deadlines
- Problem solving
- Analyse and communicate complex information
Knowledge
Essential criteria
- Awareness of ESR (Electronic Staff Record) system functions, or similar HR/payroll systems
- Understanding of employee lifecycle processes (e.g., recruitment changes, contractual amendments, terminations)
- Understanding of confidentiality and information governance
- Knowledge of data protection principles (e.g., GDPR) and maintaining confidentiality when handling staff data
- Understanding of data quality importance and accuracy in data entry
Desirable criteria
- NHS Terms and Conditions Statutory and regulatory legislation
- Awareness of NHS structures, departments, and staff groups
Additional Information
Essential criteria
- Team player
- Able to work on own initiative,
- Professional attitude
- Motivated by continuous improvement
- Ability to work for prolonged periods of time using display screen equipment
- Flexible approach to work
Desirable criteria
- Safeguarding, health & safety, and data protection knowledge
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Dawn Phillips
- Job title
- Workforce Systems Lead
- Email address
- [email protected]
- Telephone number
- 0300 707 3752
If you have problems applying, contact
- Address
-
Buckingham Row
Brick Kiln Lane
Wigan
WN1 1XX
- Telephone
- 07786529393
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