Workforce Systems Coordinator

Select Lifestyles Limited; West Bromwich; On-site; GBP 28,000 - 38,000; Full time

Job summary

Select Lifestyles Limited is seeking a Workforce Systems Coordinator to ensure accurate, reliable workforce data to support budgeting, planning and operational decisions across our West Midlands services.

You will administer key systems, train staff, manage payroll-related data, generate compliance reports for CQC and Local Authorities, and collaborate with IT and HR to improve data collection and reporting capabilities.

Qualifications

• Experience in HR data management, workforce analytics, or systems administration.
• Strong working knowledge of information systems or workforce planning tools.
• Excellent data analysis and presentation skills, with ability to interpret and communicate complex information clearly.
• Knowledge of GDPR and data protection principles relating to employee information.
• Strong organisational and problem-solving skills, with attention to detail and accuracy.
• Effective communicator, able to influence and build relationships across all levels.
• Demonstrated experience using Microsoft Office 365 applications.

Responsibilities

• Act as key administrator for Workforce Systems (e.g. Atlas, Camascope, Carebeans).
• Collaborate with IT (Synium) and external stakeholders with implementation of system upgrades.
• Ensure user permissions and access levels are appropriate and maintained in line with GDPR data protection legislation.
• Provide systems training and support to managers at all levels.
• Produce accurate and timely workforce reports, including budget-related information, to support senior leaders and service managers in effective decision-making.
• Set and update monthly service budgets, ensuring services are within approved financial limits.
• Monitor and ensure all worklogs are completed accurately prior to payroll lockdown, notifying managers and Locality Managers of any discrepancies and support timely resolution.
• Review and verify actual vs. confirmed reports to ensure managers approving annual leave comply with quarterly service-level annual leave budgets.
• Prepare regular and ad-hoc reports on key workforce metrics to support workforce planning, regulatory compliance, and evidence-based decision-making that underpins the delivery of safe, high-quality, person-centred care.
• Support and coordinate the preparation and submission of workforce returns and statutory reports to Local Authorities, Skills for Care's ASC-WDS, and the CQC.
• Contribute to internal and external audit processes as and when required.
• Work collaboratively with HR, Training, and Operations to identify opportunities to simplify data collection and enhance workforce reporting capabilities.
• Support and contribute to the delivery of workforce projects and initiatives.

Skills

HR data management

Workforce analytics

Systems administration

Data analysis

GDPR knowledge

MS Office 365

Education

CIPD Level 3

Tools

Atlas

Camascope

Carebeans

Synium

Job description

Established in 2007, Select Lifestyles Limited provides support to adults with learning disabilities and complex needs within our residential homes, supported living schemes and day centres across the West Midlands.

The Workforce Systems Coordinator plays a vital role in ensuring the organisation has accurate, reliable and compliant workforce information to support effective planning, budgeting and operational decision-making. The post holder is responsible for maintaining high-quality workforce and staffing data, producing insightful reports administering key workforce systems, and supporting compliance with Care Quality Commission (CQC) workforce standards. The role is also the first point of contact for system support, assisting staff access and use internal systems efficiently and securely.

Key Responsibilities

• Act as key administrator for Workforce Systems (e.g. Atlas, Camascope, Carebeans).
• Collaborate with IT (Synium) and external stakeholders with implementation of system upgrades.
• Ensure user permissions and access levels are appropriate and maintained in line with GDPR data protection legislation.
• Provide systems training and support to managers at all levels.
• Produce accurate and timely workforce reports, including budget-related information, to support senior leaders and service managers in effective decision-making.
• Set and update monthly service budgets, ensuring services are within approved financial limits.
• Monitor and ensure all worklogs are completed accurately prior to payroll lockdown, notifying managers and Locality Managers of any discrepancies and support timely resolution.
• Review and verify actual vs. confirmed reports to ensure managers approving annual leave comply with quarterly service-level annual leave budgets.
• Prepare regular and ad-hoc reports on key workforce metrics to support workforce planning, regulatory compliance, and evidence-based decision-making that underpins the delivery of safe, high-quality, person-centred care.
• Support and coordinate the preparation and submission of workforce returns and statutory reports to Local Authorities, Skills for Care's ASC-WDS, and the CQC.
• Contribute to internal and external audit processes as and when required.
• Work collaboratively with HR, Training, and Operations to identify opportunities to simplify data collection and enhance workforce reporting capabilities.
• Support and contribute to the delivery of workforce projects and initiatives.

Person Specification

Essential

• Experience in HR data management, workforce analytics, or systems administration.
• Strong working knowledge of information systems or workforce planning tools.
• Excellent data analysis and presentation skills, with ability to interpret and communicate complex information clearly.
• Knowledge of GDPR and data protection principles relating to employee information.
• Strong organisational and problem-solving skills, with attention to detail and accuracy.
• Effective communicator, able to influence and build relationships across all levels.
• Demonstratable experience of using Microsoft Office 365 applications.

Desirable

• Experience of working within a complex, people-focused environment such as social care, health, or the charity sector.
• Understanding of workforce challenges within the adult social care sector.
• Experience leading on system implementations or upgrades.
• Working knowledge of HR processes or Workforce Planning.
• CIPD Level 3 or equivalent professional experience.

NB: This is not a complete statement of all duties and responsibilities of this post. The post holder may be required to carry out other duties in keeping with the nature of the post as directed by and agreed with their manager.