Workforce Systems Admin Assistant

Job overview

Main duties of the job

Manage incoming requests and documents, ensuring accurate processing and electronic record-keeping. Monitor data handling, support customer queries, and escalate 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.

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, were 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/s 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.