Workforce Systems Admin Assistant in Wigan

An exciting opportunity has arisen to join our Workforce Systems team as a Band 2 Workforce Systems Admin Assistant, including the option of an apprenticeship for candidates who wish to build their skills further. This post has become vacant due to the previous post holder taking internal promotion. The Workforce Systems Admin Assistant is responsible for providing an efficient and effective administration and support service for the team based at Buckingham Row.

Main duties of the job:

• Manage incoming requests and documents, ensuring accurate processing and electronic record-keeping.
• Monitor data handling, support customer queries, and elevate complex issues when needed.
• Promote best practices and policies, manage workload effectively to meet deadlines, and maintain high-quality standards while identifying opportunities for improvement.

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

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:

• Act as first point of contact for visitors to the department based at Buckingham Row.
• Ensure a friendly, approachable, and professional manner when interacting with internal and external customers virtually and/or face to face.
• Support the triaging of received requests and documents for processing ensuring they are completed correctly with the authorised signatures, where appropriate.
• Record all documents/information received and ensure they are correctly stored in an electronic format.
• Monitor and analyse the processing of data and information.
• Ensure all interactions in relation to requests and enquiries to the department are dealt with in an efficient, effective, and courteous manner.
• Provide support to customers as appropriate, informing of next steps to resolving requests and queries and referring complex matters to work colleagues for further support when appropriate.
• Provide an advisory service on best practice to all managers by promoting the correct policies and procedures relating to all work activities.
• Ensure that own administration workload is managed and planned to support delivery outcomes required, informing line manager of any circumstances that may impact on delivery by required deadlines.
• Maintain quality in own work and encourage others to do so.
• Identify and report any areas of improvement along with making suggestions and ideas for further consideration.

Communications and Key Working Relationships:

• Develop and maintain an effective working relationship with team colleagues, internal and external stakeholders.
• Support colleagues in the delivery of quality services to internal and external customers.
• Actively participate in team meetings.
• Utilise the Trust’s IT resources appropriately in line with policies and procedures.
• Be aware of the need for cost-effective use of resources when delivering the services required.

Person specification:

• Maths and English A-C GCSE or equivalent experience.
• NVQ Level 2 in Business Administration or equivalent experience.
• ECDL or equivalent qualification/s or experience.

• Working in an office environment.
• Working with confidential information.
• Experience of using electronic workforce, HR, rostering or recruitment systems.
• Experience working within NHS or similar large organisation.

• Microsoft Office i.e., Excel, Word and Outlook.
• Confident using electronic systems and databases.
• Accurate data entry and record maintenance.
• Ability to follow processes and procedures.
• Good organisational skills.
• Ability to manage routine workload.
• Ability to deal sensitively with confidential information (ESR) Electronic Staff Record knowledge.
• Able to work to deadlines.

• Microsoft Office i.e., Excel, Word and Outlook.
• Understanding of GDPR.

• Team player.
• Able to work on own initiative.
• Flexible approach to work.
• Professional attitude.
• Motivated by continuous improvement.