Workforce Systems Administrator

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.

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