Medical Workforce Data & Systems Administrator

Calderdale and Huddersfield NHS Foundation Trust; Huddersfield; Hybrid; GBP 24,000 - 27,000; Full time

Job summary

A healthcare organization in Huddersfield seeks a Medical Workforce Data & Systems Administrator. This role involves supporting the Medical E-Rostering Team, providing vital administrative and data management tasks related to workforce deployment. Ideal candidates should have strong interpersonal skills, experience with Microsoft Office, and a background in NHS operations. This role accommodates a mix of office and home work and requires a commitment to maintaining high-quality data and service standards.

Qualifications

• GCSE English grade 9-3 and Maths grade 9-2 or equivalent.
• Experience working in an NHS environment is preferred.
• Knowledge of medical rotas and workforce planning.

Responsibilities

• Provide first level support via phone and email for system access issues.
• Maintain data accuracy within the system.
• Prepare and distribute reports weekly/monthly.
• Monitor Trust Policy compliance.
• Maintain high-quality data within the system.

Skills

Interpersonal skills

Attention to detail

Planning & organizational skills

Ability to work under pressure

Ability to prioritize tasks

Education

GCSE English and Maths

NVQ level 2 in business admin/customer service

NVQ level 3 Administration

ECDL

Training in Microsoft Office

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Oracle

PowerPoint

Job description

Medical Workforce Data & Systems Administrator

The closing date is 15 January 2026

The NHS has embarked upon an ambitious modernisation programme with a key objective to improve its service to patients. This programme is underpinned by Information Technology and the delivery of workforce deployment systems (E-Job Planning/ERostering) for capturing how we deploy our workforce. The Trust's commitment to the workforce productivity and efficiency includes the implementation of a number of interim and long‑term Information and IT (IM&T) solutions. It is necessary to introduce new, or expand existing, IM&T solutions/systems into complex clinical environments which often span multiple organisational boundaries within the Trust.

The successful candidate will join the Trusts Medical E‑Rostering Team providing first line support to end users of the Healthroster suite of products.

The post is 37.5 hours worked across the week Monday‑Friday, a blend of office and home working can be accommodated once fully inducted into the role around service requirement.

Main duties of the job

This is an exciting opportunity for an enthusiastic, highly motivated individual with excellent communication skills and a passion for Workforce Systems to join our existing Medical E‑Rostering/E‑Job Planning Team, supporting the delivery of the Medical E‑Rostering/E‑Job Planning project.

The post holder will be a key member of the Medical E‑Rostering/E‑Job Planning Team and will support with the implementation of services by undertaking all associated administration processes for systems and the wider team.

The post holder will be responsible for providing clerical and administrative support to enhance the efficient maintenance of the medical workforce deployment systems. The post holder will be required to demonstrate a high level of attention to detail, interpersonal skills and ability to adapt and prioritise tasks to align with divisional service needs.

About us

Calderdale and Huddersfield NHS Foundation Trust (CHFT) are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics.

We are committed to recruiting to our values. Leading One culture of care underpins our Four Pillars by creating an environment, tone and behaviours across all parts of the Trust that are fundamentally rooted in compassionate care.

We received our Silver Award from the Defence Employer Recognition Scheme which is helping actively promote SaBRE – Supporting Britain's Reservists and Employers. This means that we provided its statement of intent to support all Defence personnel and we welcome application to work for us.

Job responsibilities

Provide first level support via phone and email for system access and software issues escalating where necessary to the appropriate Co‑ordinator.

Provide system administration ensuring accurate maintenance of data within the system, allocation of appropriate user responsibilities and troubleshooting of issues / errors.

Responsible for the preparation and distribution of reports on a weekly/monthly basis.

Monitor compliance with Trust Policy under the supervision of the Medical Workforce Planning & Deployment Co‑ordinator.

To provide data on an ad hoc basis as required.

Supporting the Medical Workforce of the Trust in the operation and development of workforce deployment systems ensuring effective co‑ordination.

Responsible for the maintenance of electronic documentation, including maintaining a process library on the Medical E‑Rostering Services Intranet pages to facilitate end user support.

Assisting the team with the administration and maintaining accurate records.

Supporting the relationship and communication with the chosen supplier through effective administrative processes.

Maintenance of high‑quality data within the system.

To participate in analysis and audit of information produced by the system.

To develop working relationships with personnel in multiple departments across the Trust.

To expedite issues of risk or concern to the Co‑ordinators/Project Lead.

Person Specification

QUALIFICATIONS / TRAINING

• GCSE English grade 9‑3 (A*‑D) Maths grade 9‑2 (A*‑E) or equivalent.
• NVQ level 2 in business admin/customer service or equivalent
• NVQ level 3 Administration or equivalent level of experience.
• ECDL
• Evidence of training in Microsoft office System

KNOWLEDGE, EXPERIENCE & EXPERTISE

• Evidence of practical experience working in the NHS environment
• Knowledge and proven use of Microsoft Office applications oExcel oWord oOutlook
• Recent relevant experience of using IT SystemsRecent relevant experience in working in a pressured office environment
• Recent relevant experience of working in a team
• Good planning & organisational skills
• Ability to prioritise and work to deadlines
• Evidence of practical experience working with excel and generating graphs from data
• Evidence of System administration experience
• Knowledge & understanding of medical rotas & workforce planning
• Previous experience of data entry and population of relevant software
• Knowledge of Medical Contractual Terms and Conditions
• Understanding of the European Working Time Directive
• IT knowledge, oracle, MS IPROC, PowerPoint.

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

• Good interpersonal skills
• Ability to use own initiative
• Ability to work with people at all levels

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Calderdale and Huddersfield NHS Foundation Trust

£24,937 to £26,598 a yearper annum, pro rata