# Workforce Systems Admin Assistant > NHS job listing from Job Clerk for Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/workforce-systems-admin-assistant/b003ae51-3c76-413e-b4f5-d2f70f5d4dfb - **Markdown:** https://www.jobclerk.com/job/workforce-systems-admin-assistant/b003ae51-3c76-413e-b4f5-d2f70f5d4dfb.md ## Summary - **Status:** Live - **Employer:** Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust - **Town:** Wigan - **Region:** North West - **Country:** England - **Profession:** Administrative and IT - **Grade:** Band 2 - **Salary:** £25,272 per annum pro rata - **Contract type:** Permanent - **Employment type:** Full time, Part time, Job share, Flexible working, 37.5 hours per week (Monday to Friday) - **Closing date:** 2026-06-18T23:59:00.000Z - **Posted:** 2026-06-04T11:43:16.562Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/Lancashire/Wigan/Wrightington_Wigan_Leigh_Teaching_Hospitals_NHS_Foundation_Trust/Admin/Admin-v8030921 - **Application URL:** https://apps.trac.jobs/job-advert/8030921?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.wwl.nhs.uk ## Job Content ### 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. ## Job Description 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. ## 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. ## Person Specification ### Skills **Essential** - Microsoft Office i.e., Excel, Work and Outlook - Confident using electronic systems and databases - Accurate data entry and record maintenance - Ability to follow processes and procedures - Good organisational skills - Good communication skills - Ability to manage routine workload **Desirable** - Ability to deal sensitively with confidential information - (ESR) Electronic Staff Record knowledge - Able to work to deadlines ### Knowledge **Essential** - Microsoft Office i.e., Excel, Work and Outlook **Desirable** - Understanding of GDPR ### Additional **Essential** - Team player - Able to work on own initiative - Flexible approach to work - Professional attitude - Motivated by continuous improvement ### Experience **Essential** - Customer service - Working in an office environment - Administration experience - Working with confidential information **Desirable** - Experience of using electronic workforce, HR, rostering or recruitment systems - Experience working within NHS or similar large organisation ### Qualifications **Essential** - Maths and English A-C GCSE or equivalent experience **Desirable** - NVQ Level 2 in Business Administration or equivalent experience - ECDL or equivalent qualification/s or experience ## Documents - [job description (pdf, 174.6kb)](https://www.healthjobsuk.com/documents?vdoc=10348961) - [person specification (pdf, 141.5kb)](https://www.healthjobsuk.com/documents?vdoc=10348962) - [what wwl can offer you (pdf, 42.7kb)](https://www.healthjobsuk.com/documents?edoc=2701) - [applying for nhs vacancies guidance (pdf, 241.2kb)](https://www.healthjobsuk.com/documents?edoc=2884) ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.