Workforce Administrator

Job summary

The Workforce Administrator is responsible for the efficient and effective coordination of the federation workforce, ensuring that clinical rotas are developed, maintained and delivered in line with service requirements.

The post holder will lead on workforce scheduling, annual leave management, locum coordination and service rota administration whilst also providing operational and business support across the organisation.

In addition to workforce responsibilities, the role will support the day-to-day operational functions of the federation, including purchase order administration, invoice processing, reporting and general business support activities.

The post holder will act as a key point of coordination between workforce, operational and financial processes, ensuring the smooth day-to-day administration of workforce deployment, supplier payments, purchase orders and service support functions.

The Workforce Administrator works as part of the Administration Team, providing essential "back office" support to ensure services operate effectively and efficiently. The role requires a proactive, organised and flexible individual who can prioritise competing demands, work independently and support the delivery of high-quality patient services.

The post holder will organise their workload effectively and ensure all tasks are completed within agreed timescales and organisational standards.

Main duties of the job

Administer and record annual leave sickness and maternity leave requests in line with federation policy and provide relevant information to payroll

Prepare and maintain accurate clinical rotas ensuring service needs are met and liaise with clinical leads to resolve workforce and rota issues

Communicate rota arrangements and changes clearly to clinicians and relevant staff to support effective service delivery

Cancel and rearrange clinical sessions when required and coordinate patient contact where appointments are affected

Contact locums to arrange clinical sessions in advance and maintain accurate records of bookings and availability

Coordinate onboarding for new clinical staff including shadow shifts induction access to clinical and operational systems and agreed working patterns

Work with HR to ensure locums have appropriate contracts documentation and agency agreements in place

Check locum invoices against agreed sessions and resolve discrepancies where required

Prepare timetables for medical students learners and other placements

Enter and amend appointment schedules and rotas accurately and in accordance with federation policy

Support workforce planning service mobilisation and related operational activities

Maintain accurate workforce records respond to queries and provide information to relevant colleagues as required

Undertake any other duties required to support the effective operation of workforce rota and appointment systems

About us

ELM Alliance Ltd was formed by the GP Practices in 2017 and has approximately 200 people working for us and with us. We deliver NHS services to the patients of Redcar, Cleveland and Middlesbrough and are wholly owned by the local GP Practices. Our services include primary care general practice, services to care homes and community services.

Details

• Date posted: 08 October 2026
• Pay scheme: Other
• Salary: £13.50 an hour
• Contract: Permanent
• Working pattern: Part-time
• Reference number: B0258-26-0030
• Job locations: Hirsel Medical Centre, 5 Trinity Mews, North Ormesby, Middlesbrough, Cleveland, TS3 6AL, United Kingdom

Job responsibilities

Job Summary

The Workforce Administrator is responsible for the efficient and effective coordination of the federation workforce ensuring that clinical rotas are developed maintained and delivered in line with service requirements

The post holder will lead on workforce scheduling annual leave management locum coordination and service rota administration whilst also providing operational and business support across the organisation

In addition to workforce responsibilities the role will support the day to day operational functions of the federation including purchase order administration invoice processing reporting and general business support activities

The post holder will act as a key point of coordination between workforce operational and financial processes ensuring the smooth day to day administration of workforce deployment supplier payments purchase orders and service support functions

The Workforce Administrator works as part of the Administration Team providing essential back office support to ensure services operate effectively and efficiently

The role requires a proactive organised and flexible individual who can prioritise competing demands work independently and support the delivery of high quality patient services

The post holder will organise their workload effectively and ensure all tasks are completed within agreed timescales and organisational standards

Duties and Responsibilities

• Workforce and Rota Management
• Administer record and respond to requests for annual leave from clinicians within federation policy and refer queries to the relevant lead
• Maintain accurate and up to date records for annual leave sickness and maternity leave and provide data as requested to payroll
• Prepare clinical rotas in accordance with policy and ensure that all service needs are met
• Liaise with clinical leads where necessary to address any problems
• Communicate effectively with all personnel covered by the rota system to ensure clarity of working arrangements and maintain operational effectiveness of the federation
• Cancel and rearrange clinical sessions when necessary and contact patients as required
• Contact locums to arrange sessions ensuring that this is done in advance so the needs of the federation are met
• Liaise with new clinical staff to coordinate onboarding arrangements including shadow shifts induction programmes access to clinical and operational systems and agreed working patterns
• Work with HR to ensure that all individual locums have signed an up to date federation contract and provided all necessary documents and that there is a suitable written agreement in place with each locum agency
• Check locum invoices for accuracy
• Prepare timetables for medical students and other learners
• Enter appointment schedules on the computer systems ensuring accuracy and that appointments are available in good time
• Amend the rotas and appointments as requested within policy and ensuring that all service requirements are met
• Support workforce planning activities and service mobilisation projects
• Undertake any other duties required to support the effective operation of these systems

Operational and Financial Administration

• Raise monitor and track purchase orders in accordance with organisational procedures
• Process GP clinician and locum invoices ensuring accuracy and completeness before submission for payment
• Support financial reconciliation activities by identifying and resolving discrepancies
• Produce routine operational and workforce reports as required
• Maintain accurate operational records databases and financial systems
• Assist in the review and continuous improvement of administrative and operational procedures
• Support projects service developments and mobilisation activities across the organisation

Administration Duties

• The primary focus of the role is workforce coordination and operational support however the following duties will also be required as appropriate
• Keep track of delegated tasks and ensure completion within agreed deadlines
• Contact patients where required regarding appointment amendments or service changes
• Support colleagues across the organisation with general administrative duties
• Carry out delegated tasks as requested by management
• Undertake additional administrative duties commensurate with the grade and responsibilities of the role

Communication and Relationships

• Liaise with members of the Federation Primary Health Care Team other NHS organisations and outside agencies as appropriate to the role
• Communicate sensitively and effectively with patients and carers using active listening and adapting communication style and method as necessary to meet their needs
• Participate in meetings as appropriate

Team Working

• Understand own role and scope in the federation
• Work as an effective and responsible team member supporting colleagues in a flexible and approachable manner

General

• The post holder will develop a culture that promotes equality and values diversity
• Ensure the principles of openness transparency and candour are observed and upheld in all working practices
• The post holder will have or acquire through training provided by the organisation the appropriate level of safeguarding knowledge skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures

Confidentiality

• All staff and contractors working for the ELM Alliance Ltd have both a common law duty and a statutory duty of confidentiality to protect patient and personally identifiable information and only use it for the purposes for which it was intended
• The disclosure and use of confidential patient information needs to be both lawful and ethical

Information Governance

• All staff must keep up to date with the requirements of information governance and must follow ELM Alliance Ltd policies and procedures to ensure that ELM Alliance Ltd information is dealt with legally securely efficiently and effectively
• Staff must appropriately manage the records they create or hold during the course of their employment with ELM Alliance Ltd making the records available for sharing in accordance with confidentiality policies procedures and guidelines including Freedom of Information Act two thousand and Caldicott Guidelines

Health and Safety

• All staff have a duty to ensure the health and safety of themselves and others whilst at work
• Safe working practices and health and safety precautions are a legal requirement
• All accidents must be reported to your manager and in line with the general philosophy of ELM Alliance Ltd you must participate in accident prevention by reporting hazards and following relevant policies and procedures including Moving and Handling Guidelines

Risk Management

• You are required to contribute to the control of risk and use the incident reporting system to alert ELM Alliance Ltd of incidents or near misses that may compromise the quality of services

Infection Control

• All staff have a duty to comply with all ELM Alliance Ltd policies and guidelines in relation to Infection Prevention and Control
• You have a duty to ensure that you minimise the risk of infection and infectious diseases
• This responsibility includes minimising the risk by highlighting any concerns you may have to the appropriate person as identified in the policies and guidelines and challenging inappropriate infection control and hygiene practice

Equality and Human Rights

ELM Alliance Ltd will ensure that job applicants and prospective and current employees are treated solely on the basis of their merits abilities and potential without any unjustified discrimination on grounds of age gender gender reassignment sexual orientation disability family circumstances race colour nationality ethnic origin religion or belief trade union activity and social and economic status