Medical Workforce Transformation Administrator

FHFT Education Academy; Ascot; On-site; GBP 30,000 - 33,000; Full time

Job summary

Frimley Health NHS Foundation Trust in Ascot is seeking a Medical Workforce Transformation Administrator to join the HR team on a permanent, full-time basis. You will provide administrative and project support across the Medical Workforce function and assist with digital systems implementation.

The role requires excellent attention to detail, strong communication, and the ability to manage competing priorities in a busy environment.

Qualifications

• A-levels or equivalent academic standard, or equivalent experience
• Certificate in HR Practice (CHRP / CPP) or equivalent level of experience
• Evidence of continuing professional development
• Experience of working with HR and processes and procedures
• Experience of working in a customer service environment and part of a team
• Experience of using the Electronic Staff Record (ESR) system
• Experience of working in a Medical Workforce department
• Experience of using Allocate
• Excellent customer service, communication and interpersonal skills
• Ability to manage conflicting priorities and work to tight deadlines and targets
• Excellent organisational and planning skills
• Knowledge of records management, information governance and data protection
• Understanding of UK immigration law and work permit regulations
• Knowledge of NHS terminology / procedures
• Ability to travel across Trust sites

Responsibilities

• Provide administrative and project support to the Medical Workforce Transformation team, including coordinating meetings, taking minutes and monitoring actions.
• Assist with doctors’ work schedules and Consultant and SAS doctor job-planning queries
• Manage team inboxes and respond promptly and accurately to enquiries, escalating complex matters where appropriate.
• Support the implementation and improvement of workforce systems and processes, including job planning, rostering, Allocate, HealthRoster and ESR
• Provide administrative support and guidance relating to doctors’ terms and conditions, contractual changes, employment certificates and, where required, visa and immigration queries.
• Identify opportunities to improve services, processes and systems, and provide support for wider Medical Workforce and HR projects as required.

Skills

Customer service

Communication

Interpersonal skills

Organisation skills

Data protection

UK immigration knowledge

NHS terminology

Education

A-levels or equivalent

Certificate in HR Practice (CHRP/CPP) or equivalent

Continuing professional development

Tools

ESR

Allocate

Job description

Medical Workforce Transformation Administrator

Band 4

Main area Human Resources Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week Job ref 151-SF167

Site Greenwood Offices Town Ascot Salary £29,812 - £32,715 per annum incl HCAS Salary period Yearly Closing 27/10/2026 23:59

Job overview

Accelerate you career within Medical Workforce Transformation Team!

We are looking for an organised and customer-focused Medical Workforce Transformation Administrator to support key projects and service improvements across the Medical Workforce function.

The Role

Working within the Transformation team, you will provide high-quality administrative and project support, assist with the implementation of digital systems and improved processes, and respond to queries from doctors and managers.

About You

You will need excellent attention to detail, strong communication skills and the ability to manage competing priorities in a busy HR environment.

Why Frimley NHS Foundation Trust

• Join an NHS Trust dedicated to transforming lives every day.
• Enjoy flexible work, great benefits, and a dynamic team culture.

Main duties of the job

Provide administrative and project support to the Medical Workforce Transformation team, including coordinating meetings, taking minutes and monitoring actions.

• Assist with doctors’ work schedules and Consultant and SAS doctor job-planning queries

Manage team inboxes and respond promptly and accurately to enquiries, escalating complex matters where appropriate.

Support the implementation and improvement of workforce systems and processes, including job planning, rostering, Allocate, HealthRoster and ESR

Provide administrative support and guidance relating to doctors’ terms and conditions, contractual changes, employment certificates and, where required, visa and immigration queries.

Identify opportunities to improve services, processes and systems, and provide support for wider Medical Workforce and HR projects as required.

Working for our organisation

Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.

Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.

Detailed job description and main responsibilities

For a full list of responsibilities and tasks associated with this role, please refer to the job description/person specification attached to this vacancy.

Person specification

Qualifications

• A-levels or equivalent academic standard, or equivalent experience
• Certificate in HR Practice (CHRP / CPP) or equivalent level of experience
• Evidence of continuing professional development

Experience

• Experience of working with HR and processes and procedures
• Experience of working in a customer service environment and part of a team
• Experience of using the Electronic Staff Record (ESR) system
• Experience of working in a Medical Workforce department
• Experience of using Allocate

Skills & Knowledge

• Excellent customer service, communication and interpersonal skills
• Ability to manage conflicting priorities and work to tight deadlines and targets
• Excellent organisational and planning skills
• Knowledge of records management, information governance and data protection
• Understanding of UK immigration law and work permit regulations
• Knowledge of NHS terminology / procedures

Special Requirements

• Ability to travel across Trust sites

Frimley Health NHS Foundation Trust (FHFT) is proud of its strong reputation, record of achievement and ambition for the future. We serve a population of over 900,000 people across Berkshire, Hampshire, Surrey and South Buckinghamshire, and remain committed to improving the health and wellbeing of our communities.

Our new organisational strategy – FHFT 2030 – sets out our ambition to be the best place to receive care and the best place to work in the NHS. Underpinned by our Trust values – Committed to Excellence, Working Together, Facing the Future, and being a modern, compassionate, Healthcare Organisation – we are creating a culture where our people can thrive and patients always come first.

We continue to invest heavily in our services and facilities. This includes the development of a new hospital at Frimley Park, major expansion of diagnostics and inpatient capacity, and the continued transformation of services across our sites. We have already delivered a brand-new £100m state-of-the‑art Heatherwood Hospital, a £49m Emergency Assessment Centre at Wexham Park, and a £10m upgrade to maternity services.

We are also committed to sustainability and the NHS Net Zero ambition. Our new hospital and estate developments are being designed to be environmentally responsible, energy efficient, and future‑proofed, featuring on‑site renewables energy and intelligent energy systems. Th rough our green plan, we are embedding sustainable practices across all areas of care and operations, ensuring we reduce our environmental impact while improving population health and wellbeing. Our staff are key to helps us deliver on our ambition and to ensure sustainability is a core component of care delivery and our operations.

Alongside estates’ investments, we are embedding a strong focus on digital innovation and quality improvement. Our electronic patient record (Epic), launched in 2024, is already enabling safer, more connected, and more effective care for patients, while giving staff the tools they need to do their best work. Our electronic patient record also supports safe and effective digitised care pathways, savings time and carbon, whilst delivering excellent quality of care.

Everything we do is guided by our values, shaping how we care for patients, support colleagues, and build a sustainable future for healthcare together.

Employer certification / accreditation badges

Application numbers

This vacancy may close early if it receives a high number of applications. We would advise that you complete and submit your application in good time to avoid disappointment.