Workforce Administrator

The closing date is 23 October 2026 The Workforce Administrator is responsible for the efficient and effective coordination of the federation workforce, ensuring that clinical rotas are developed, maintained and delivered in line with service requirements. The post holder will lead on workforce scheduling, annual leave management, locum coordination and service rota administration whilst also providing operational and business support across the organisation. In addition to workforce responsibilities, the role will support the day-to-day operational functions of the federation, including purchase order administration, invoice processing, reporting and general business support activities. The post holder will act as a key point of coordination between workforce, operational and financial processes, ensuring the smooth day-to-day administration of workforce deployment, supplier payments, purchase orders and service support functions. The Workforce Administrator works as part of the Administration Team, providing essential "back office" support to ensure services operate effectively and efficiently. The role requires a proactive, organised and flexible individual who can prioritise competing demands, work independently and support the delivery of high-quality patient services. The post holder will organise their workload effectively and ensure all tasks are completed within agreed timescales and organisational standards. Main duties of the job Administer and record annual leave sickness and maternity leave requests in line with federation policy and provide relevant information to payroll Prepare and maintain accurate clinical rotas ensuring service needs are met and liaise with clinical leads to resolve workforce and rota issues Communicate rota arrangements and changes clearly to clinicians and relevant staff to support effective service delivery Cancel and rearrange clinical sessions when required and coordinate patient contact where appointments are affected Contact locums to arrange clinical sessions in advance and maintain accurate records of bookings and availability Coordinate onboarding for new clinical staff including shadow shifts induction access to clinical and operational systems and agreed working patterns Work with HR to ensure locums have appropriate contracts documentation and agency agreements in place Check locum invoices against agreed sessions and resolve discrepancies where required Prepare timetables for medical students learners and other placements Enter and amend appointment schedules and rotas accurately and in accordance with federation policy Support workforce planning service mobilisation and related operational activities Maintain accurate workforce records respond to queries and provide information to relevant colleagues as required Undertake any other duties required to support the effective operation of workforce rota and appointment systems ELM Alliance Ltd was formed by the GP Practices in 2017 and has approximately 200 people working for us and with us. We deliver NHS services to the patients of Redcar, Cleveland and Middlesbrough and are wholly owned by the local GP Practices. Our services include primary care general practice, services to care homes and community services. Hirsel Medical Centre The Workforce Administrator is responsible for the efficient and effective coordination of the federation workforce ensuring that clinical rotas are developed maintained and delivered in line with service requirements The post holder will lead on workforce scheduling annual leave management locum coordination and service rota administration whilst also providing operational and business support across the organisation In addition to workforce responsibilities the role will support the day to day operational functions of the federation including purchase order administration invoice processing reporting and general business support activities The post holder will act as a key point of coordination between workforce operational and financial processes ensuring the smooth day to day administration of workforce deployment supplier payments purchase orders and service support functions The Workforce Administrator works as part of the Administration Team providing essential back office support to ensure services operate effectively and efficiently The role requires a proactive organised and flexible individual who can prioritise competing demands work independently and support the delivery of high quality patient services The post holder will organise their workload effectively and ensure all tasks are completed within agreed timescales and organisational standards Duties and Responsibilities Workforce and Rota Management Administer record and respond to requests for annual leave from clinicians within federation policy and refer queries to the relevant lead Maintain accurate and up to date records for annual leave sickness and maternity leave and provide data as requested to payroll Prepare clinical rotas in accordance with policy and ensure that all service needs are met Liaise with clinical leads where necessary to address any problems Communicate effectively with all personnel covered by the rota system to ensure clarity of working arrangements and maintain operational effectiveness of the federation Cancel and rearrange clinical sessions when necessary and contact patients as required Contact locums to arrange sessions ensuring that this is done in advance so the needs of the federation are met Liaise with new clinical staff to coordinate onboarding arrangements including shadow shifts induction programmes access to clinical and operational systems and agreed working patterns Work with HR to ensure that all individual locums have signed an up to date federation contract and provided all necessary documents and that there is a suitable written agreement in place with each locum agency Check locum invoices for accuracy Prepare timetables for medical students and other learners Enter appointment schedules on the computer systems ensuring accuracy and that appointments are available in good time Amend the rotas and appointments as requested within policy and ensuring that all service requirements are met Support workforce planning activities and service mobilisation projects Undertake any other duties required to support the effective operation of these systems Operational and Financial Administration Raise monitor and track purchase orders in accordance with organisational procedures Process GP clinician and locum invoices ensuring accuracy and completeness before submission for payment Support financial reconciliation activities by identifying and resolving discrepancies Produce routine operational and workforce reports as required Maintain accurate operational records databases and financial systems Assist in the review and continuous improvement of administrative and operational procedures Support projects service developments and mobilisation activities across the organisation Administration Duties The primary focus of the role is workforce coordination and operational support however the following duties will also be required as appropriate Keep track of delegated tasks and ensure completion within agreed deadlines Contact patients where required regarding appointment amendments or service changes Support colleagues across the organisation with general administrative duties Carry out delegated tasks as requested by management Undertake additional administrative duties commensurate with the grade and responsibilities of the role Communication and Relationships Liaise with members of the Federation Primary Health Care Team other NHS organisations and outside agencies as appropriate to the role Communicate sensitively and effectively with patients and carers using active listening and adapting communication style and method as necessary to meet their needs Participate in meetings as appropriate Understand own role and scope in the federation Work as an effective and responsible team member supporting colleagues in a flexible and approachable manner The post holder will develop a culture that promotes equality and values diversity Ensure the principles of openness transparency and candour are observed and upheld in all working practices The post holder will have or acquire through training provided by the organisation the appropriate level of safeguarding knowledge skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures All staff and contractors working for the ELM Alliance Ltd have both a common law duty and a statutory duty of confidentiality to protect patient and personally identifiable information and only use it for the purposes for which it was intended The disclosure and use of confidential patient information needs to be both lawful and ethical Information Governance All staff must keep up to date with the requirements of information governance and must follow ELM Alliance Ltd policies and procedures to ensure that ELM Alliance Ltd information is dealt with legally securely efficiently and effectively Staff must appropriately manage the records they create or hold during the course of their employment with ELM Alliance Ltd making the records available for sharing in accordance with confidentiality policies procedures and guidelines including Freedom of Information Act two thousand and Caldicott Guidelines All staff have a duty to ensure the health and safety of themselves and others whilst at work Safe working practices and health and safety precautions are a legal requirement All accidents must be reported to your manager and in line with the general philosophy of ELM Alliance Ltd you must participate in accident prevention by reporting hazards and following relevant policies and procedures including Moving and Handling Guidelines You are required to contribute to the control of risk and use the incident reporting system to alert ELM Alliance Ltd of incidents or near misses that may compromise the quality of services All staff have a duty to comply with all ELM Alliance Ltd policies and guidelines in relation to Infection Prevention and Control You have a duty to ensure that you minimise the risk of infection and infectious diseases This responsibility includes minimising the risk by highlighting any concerns you may have to the appropriate person as identified in the policies and guidelines and challenging inappropriate infection control and hygiene practice Equality and Human Rights ELM Alliance Ltd will ensure that job applicants and prospective and current employees are treated solely on the basis of their merits abilities and potential without any unjustified discrimination on grounds of age gender gender reassignment sexual orientation disability family circumstances race colour nationality ethnic origin religion or belief trade union activity and social and economic status The Workforce Administrator is responsible for the efficient and effective coordination of the federation workforce ensuring that clinical rotas are developed maintained and delivered in line with service requirements The post holder will lead on workforce scheduling annual leave management locum coordination and service rota administration whilst also providing operational and business support across the organisation In addition to workforce responsibilities the role will support the day to day operational functions of the federation including purchase order administration invoice processing reporting and general business support activities The post holder will act as a key point of coordination between workforce operational and financial processes ensuring the smooth day to day administration of workforce deployment supplier payments purchase orders and service support functions The Workforce Administrator works as part of the Administration Team providing essential back office support to ensure services operate effectively and efficiently The role requires a proactive organised and flexible individual who can prioritise competing demands work independently and support the delivery of high quality patient services The post holder will organise their workload effectively and ensure all tasks are completed within agreed timescales and organisational standards Duties and Responsibilities Workforce and Rota Management Administer record and respond to requests for annual leave from clinicians within federation policy and refer queries to the relevant lead Maintain accurate and up to date records for annual leave sickness and maternity leave and provide data as requested to payroll Prepare clinical rotas in accordance with policy and ensure that all service needs are met Liaise with clinical leads where necessary to address any problems Communicate effectively with all personnel covered by the rota system to ensure clarity of working arrangements and maintain operational effectiveness of the federation Cancel and rearrange clinical sessions when necessary and contact patients as required Contact locums to arrange sessions ensuring that this is done in advance so the needs of the federation are met Liaise with new clinical staff to coordinate onboarding arrangements including shadow shifts induction programmes access to clinical and operational systems and agreed working patterns Work with HR to ensure that all individual locums have signed an up to date federation contract and provided all necessary documents and that there is a suitable written agreement in place with each locum agency Check locum invoices for accuracy Prepare timetables for medical students and other learners Enter appointment schedules on the computer systems ensuring accuracy and that appointments are available in good time Amend the rotas and appointments as requested within policy and ensuring that all service requirements are met Support workforce planning activities and service mobilisation projects Undertake any other duties required to support the effective operation of these systems Operational and Financial Administration Raise monitor and track purchase orders in accordance with organisational procedures Process GP clinician and locum invoices ensuring accuracy and completeness before submission for payment Support financial reconciliation activities by identifying and resolving discrepancies Produce routine operational and workforce reports as required Maintain accurate operational records databases and financial systems Assist in the review and continuous improvement of administrative and operational procedures Support projects service developments and mobilisation activities across the organisation Administration Duties The primary focus of the role is workforce coordination and operational support however the following duties will also be required as appropriate Keep track of delegated tasks and ensure completion within agreed deadlines Contact patients where required regarding appointment amendments or service changes Support colleagues across the organisation with general administrative duties Carry out delegated tasks as requested by management Undertake additional administrative duties commensurate with the grade and responsibilities of the role Communication and Relationships Liaise with members of the Federation Primary Health Care Team other NHS organisations and outside agencies as appropriate to the role Communicate sensitively and effectively with patients and carers using active listening and adapting communication style and method as necessary to meet their needs Participate in meetings as appropriate Understand own role and scope in the federation Work as an effective and responsible team member supporting colleagues in a flexible and approachable manner The post holder will develop a culture that promotes equality and values diversity Ensure the principles of openness transparency and candour are observed and upheld in all working practices The post holder will have or acquire through training provided by the organisation the appropriate level of safeguarding knowledge skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures All staff and contractors working for the ELM Alliance Ltd have both a common law duty and a statutory duty of confidentiality to protect patient and personally identifiable information and only use it for the purposes for which it was intended The disclosure and use of confidential patient information needs to be both lawful and ethical Information Governance All staff must keep up to date with the requirements of information governance and must follow ELM Alliance Ltd policies and procedures to ensure that ELM Alliance Ltd information is dealt with legally securely efficiently and effectively Staff must appropriately manage the records they create or hold during the course of their employment with ELM Alliance Ltd making the records available for sharing in accordance with confidentiality policies procedures and guidelines including Freedom of Information Act two thousand and Caldicott Guidelines All staff have a duty to ensure the health and safety of themselves and others whilst at work Safe working practices and health and safety precautions are a legal requirement All accidents must be reported to your manager and in line with the general philosophy of ELM Alliance Ltd you must participate in accident prevention by reporting hazards and following relevant policies and procedures including Moving and Handling Guidelines You are required to contribute to the control of risk and use the incident reporting system to alert ELM Alliance Ltd of incidents or near misses that may compromise the quality of services All staff have a duty to comply with all ELM Alliance Ltd policies and guidelines in relation to Infection Prevention and Control You have a duty to ensure that you minimise the risk of infection and infectious diseases This responsibility includes minimising the risk by highlighting any concerns you may have to the appropriate person as identified in the policies and guidelines and challenging inappropriate infection control and hygiene practice Equality and Human Rights ELM Alliance Ltd will ensure that job applicants and prospective and current employees are treated solely on the basis of their merits abilities and potential without any unjustified discrimination on grounds of age gender gender reassignment sexual orientation disability family circumstances race colour nationality ethnic origin religion or belief trade union activity and social and economic status Good standard of general education GCSE C/4 Or above in Maths and English. Personal Skills and Abilities Friendly professional and approachable manner with excellent interpersonal skills Ability to communicate effectively with a wide range of individuals both verbally and in writing Ability to build positive working relationships with colleagues clinicians and external stakeholders Ability to handle personal clinical and organisational information sensitively and confidentially Able to manage conflicting priorities and remain calm under pressure Flexible and adaptable approach to changing service needs Ability to work independently and make appropriate decisions within the scope of the role Strong problem solving skills and ability to use initiative High level of attention to detail Commitment to equality diversity and inclusion Awareness of risk and the importance of escalating concerns appropriately Additional Requirements Able to work flexibly to meet the needs of the service. Commitment to maintaining confidentiality and professional standards. Demonstrate values consistent with ELM Alliance and the NHS. Competent in the use of Microsoft Outlook Word Excel and Internet Previous administrative experience within a busy office environment Excellent organisational skills with the ability to meet tight deadlines Experience of coordinating schedules rotas or workforce planning activities Ability to maintain accurate records and databases Experience of producing reports spreadsheets and correspondence Knowledge and understanding of data protection and confidentiality requirements Experience of working independently and using initiative to resolve issues Experience of working within a Healthcare NHS Primary Care or Federation setting Experience of using SystmOne Experience of using Rotamaster or other workforce scheduling system Experience of processing purchase orders or financial administration activities Understanding of NHS workforce and operational processes Experience of working within a Healthcare NHS Primary Care or Federation setting Experience of using SystmOne Experience of using Rotamaster or another workforce scheduling system Experience of processing purchase orders or financial administration activities Understanding of NHS workforce and operational processes Good standard of general education GCSE C/4 Or above in Maths and English. Personal Skills and Abilities Friendly professional and approachable manner with excellent interpersonal skills Ability to communicate effectively with a wide range of individuals both verbally and in writing Ability to build positive working relationships with colleagues clinicians and external stakeholders Ability to handle personal clinical and organisational information sensitively and confidentially Able to manage conflicting priorities and remain calm under pressure Flexible and adaptable approach to changing service needs Ability to work independently and make appropriate decisions within the scope of the role Strong problem solving skills and ability to use initiative High level of attention to detail Commitment to equality diversity and inclusion Awareness of risk and the importance of escalating concerns appropriately Additional Requirements Able to work flexibly to meet the needs of the service. Commitment to maintaining confidentiality and professional standards. Demonstrate values consistent with ELM Alliance and the NHS. Competent in the use of Microsoft Outlook Word Excel and Internet Previous administrative experience within a busy office environment Excellent organisational skills with the ability to meet tight deadlines Experience of coordinating schedules rotas or workforce planning activities Ability to maintain accurate records and databases Experience of producing reports spreadsheets and correspondence Knowledge and understanding of data protection and confidentiality requirements Experience of working independently and using initiative to resolve issues Experience of working within a Healthcare NHS Primary Care or Federation setting Experience of using SystmOne Experience of using Rotamaster or other workforce scheduling system Experience of processing purchase orders or financial administration activities Understanding of NHS workforce and operational processes Experience of working within a Healthcare NHS Primary Care or Federation setting Experience of using SystmOne Experience of using Rotamaster or another workforce scheduling system Experience of processing purchase orders or financial administration activities Understanding of NHS workforce and operational processes 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. Hirsel Medical Centre https://www.elmalliance.co.uk/ (Opens in a new tab) Hirsel Medical Centre https://www.elmalliance.co.uk/ (Opens in a new tab) Employer contact details For questions about the job, contact: Head of Healthcare Services vicky.powell3@nhs.net Hirsel Medical Centre ELM Alliance LTD's privacy notice (opens in a new tab)