Senior Workforce Administrator

MFT; Manchester; On-site; GBP 32,000 - 39,000; Part time

Job summary

Manchester University NHS Foundation Trust (MFT) is seeking a Senior Workforce Administrator for the Dental Care Division in Manchester. This part-time role (22 hours per week) supports managers across the employee lifecycle, maintains workforce systems, and provides timely workforce information to enable service improvement.

You will handle recruitment, onboarding, starters, leavers, and contractual changes, while ensuring data accuracy and effective reporting.

Qualifications

• Experience in a complex administrative or HR environment.
• Proven ability to produce reports and maintain confidential records.
• Proficient in Microsoft Office and data management.
• Knowledge of ESR workforce information system.

Responsibilities

• Coordinate recruitment, onboarding, starters, leavers, contractual changes, transfers and fixed-term arrangements.
• Maintain accurate workforce and establishment information in ESR and other systems; perform data-quality checks.
• Produce clear reports, dashboards and analyses on vacancies, turnover, sickness absence and temporary staffing.

Skills

Workforce administration

Data reporting

MS Office

Education

GCSE English & Maths

CPD in workforce/HR

Tools

ESR System

HR/payroll software

Job description

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Main area Workforce Admin Grade Band 5 Contract Permanent Hours Part time - 22 hours per week (5 days per week, Monday - Friday) Job ref 349-LCOD-8408725C-RL4

Site University Dental Hospital Manchester Town Manchester Salary £32,073 - £39,043 per annum (pro rata) Salary period Yearly Closing 09/11/2026 23:59

Job overview

The Senior Workforce Administrator will provide a comprehensive, accurate and responsive workforce administration and information service to the Dental care Divison.

The post holder will support managers across the employee lifecycle, maintain workforce systems and establishment records, produce and interpret workforce information, coordinate defined workforce processes, and contribute to service improvement. The role requires discretion, sound judgement, effective prioritisation and confident communication with staff and managers at all levels.

Main duties of the job

We are looking for an organised, proactive and highly accurate Senior Workforce Administrator to provide a responsive workforce administration and information service to the Dental Care Division. Working closely with managers and corporate teams, you will coordinate key employee lifecycle processes, including recruitment, onboarding, starters, leavers, contractual changes, transfers and fixed-term arrangements.

You will maintain accurate workforce and establishment information within ESR and other authorised systems, undertake data-quality checks, and produce clear reports, dashboards and analysis covering areas such as vacancies, recruitment, turnover, sickness absence and temporary staffing. Your insight will support workforce planning, establishment reviews, performance discussions and business cases.

The role involves providing first-line process guidance, preparing high-quality correspondence and meeting papers, tracking actions and building effective relationships across Dental services, Workforce, HR, Recruitment, Payroll, Finance, Temporary Staffing and Learning and Development. You will manage competing priorities with limited supervision, exercise sound judgement, handle sensitive information with discretion and **escalate specialist matters appropriately**.

Working for our organisation

Join Manchester University NHS Foundation Trust (MFT), the largest provider of specialist services, and our Oxford Road Campus in Manchester, the largest health academic campus in Europe – a great place to shape your career.
With a workforce of over 30,000 colleagues, we work together to deliver exceptional care to more than 1 million people every year.
Behind every patient cared for are people like you - keeping services running smoothly, supporting clinical teams, and helping create safe, welcoming environments for patients and our people alike.
At MFT, we believe in the power of teamwork, respect, and inclusion. Our People Plan reflects our commitment to making MFT a place where everyone feels they belong, where your ideas are heard, and your contribution is truly valued. Join us and work smarter with our digital technology and thrive in a collaborative culture that empowers you to deliver your best to ensure that your work behind the scenes creates seamless, high-quality care and exceptional patient outcomes.
Whether you're just starting out or looking to grow, we offer clear pathways for development and a culture that supports your wellbeing, ambition, and success. Everything you do makes a real difference to the lives of others.
At MFT, your role matters, your impact is real, and you’re part of something bigger from day one.

Detailed job description and main responsibilities

IMPORTANT CANDIDATE INFORMATION

To find out more about the key responsibilities and the specific skills and experience you’ll need for this role, take a look at the Job Description & Person Specification attachments under the ‘Documents to download’ heading.

Explore ‘Inside MFT – Your Candidate Place’

To help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT – Your Candidate Place. This welcoming one‑stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. You’ll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.

To access ‘Inside MFT – Your Candidate Place’, simply click on the relevant PDF document under the ‘Documents to download’ heading and once opened, you can either scan QR code or click on the link provided.

We welcome applications from a wide range of backgrounds and experiences.
To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.

Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU, for our patients, our communities, and each other.
As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.

Disclosure and Barring Service (DBS) check

As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.

What is a DBS Check?

A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:

Standard DBS: Checks for spent and unspent convictions, cautions, reprimands, and final warnings.

Enhanced DBS: Includes the above, plus any additional information held by local police that’s considered relevant to the role.

Enhanced with Barred Lists: Includes all of the above, plus checks against the children’s and/or adults’ barred lists.

Who Needs a DBS Check

Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.

The Costs for a DBS

At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.

Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Employer certification / accreditation badges

You must have appropriate UK professional registration.

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Person specification

Experience

• Experience in a complex administrative, workforce, HR, payroll, finance or information environment
• Experience producing reports, validating information and working to deadlines and maintaining confidential records and databases
• Microsoft Office experience to support data management

Qualifications

• GCSE English and Mathematics Grade C/4 or above (or equivalent)
• Evidence of continuing professional development relevant to workforce, HR, administration, systems or data

communication

• Ability to communicate clearly, professionally and confidently with staff at all levels.
• Ability to build relationships, provide support, maintain confidentiality and handle sensitive issues professionally.
• Demonstrates integrity, inclusivity, compassion, confidentiality and commitment to continuous improvement

Employer certification / accreditation badges

You must have appropriate UK professional registration.

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.