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Workforce System Administrator Job Description

Free job description Workforce System Administrator

Job Summary-Workforce System Administrator Job Description

Supporting the Systems Administration Manager in all aspects of managing the administration of the integrated HR and Payroll System, and liaison and management of service related issues with the supplier,   Additionally, responsible for the operational management of user access and security control and accurate and timely data entry.   Will also have responsibility for first and second line system support.   Also supporting in the core data management (namely workstructures), reporting and analysis requirements for manager’s and smart client users.

Main responsibilities-Workforce System Administrator Job Description

Knowledge, Skills and Abilities-Workforce System Administrator Job Description

To act as a Registration Authorities agent.


To ensure day to day housekeeping tasks are undertaken to ensure that that the integrity of data is maintained at all times, including running monthly data integrity checking reports

and taking remedial actions with smart client and self-service users as and when required.


This will be particularly important when feeding workforce data to other  wide systems and to ensure that the service produces accurate and credible workforce information that supports business planning.  You will work alongside HR, Finance and Payroll colleagues as well as other departments.


Workforce Information and Data Quality


To maintain and validate data and the quality of all workforce related data.


To ensure day to day housekeeping tasks are undertaken to ensure that that the integrity of data is maintained at all times, including running monthly data integrity checking reports and taking remedial actions with smart client and self-service users as and when required.


To provide support to the HR Business Partners the monthly HR  Board report, using discrete workforce statistical data, a correlation of workforce and other performance related data such as financials and clinical services.


To ensure that all organisational data and attributes reflect the organisational and financial hierarchies within the .


To ensure that the position register is maintained in terms of new and existing posts and data quality.










To produce standard monthly reports for major stakeholder groups and identifying new reporting requirements.


To provide support for statutory returns and data collections



Ensure that occupation code, job role, area of work, cost centre and account coding in the system is accurate, up-to-date and applied consistently.


Work with the Manager to design and implement processes to ensure data on the system is accurate and complies with Data Legislation and good data security practice.


Recognise the importance of data quality, identifying and escalating to the Manager any areas of concern.


Work with HR and Payroll colleagues to proactively audit processing of information held on the system identifying inconsistencies, errors and anomalies to improve the integrity of data, working in conjunction with system users to improve the quality of input and resolve data quality issues.


To actively report on professional registrations and report to the HR advisors on up-coming expiries to produce ad-hoc reports to support departmental and  wide reporting requirements.

Identify and raise support requests and to track the resolution of these errors, issues and bugs.  


Actively participate in testing of all upgrades/patches/workarounds and solutions.


To ensure that the appropriate interfaces have up to date workforce information and that all interfaces are working correctly.


To administer and maintain all user access requirements, ensuring the appropriate access levels are applied to each user.


To work closely with Payroll staff to resolve queries directly relating to new starters/changes.


To deal with routine telephone enquiries and ensure non-routine queries are effectively resolved or directed to the appropriate area/s.


To deal sensitively with personal and confidential information and ensure confidential waste procedures are adhered to within the department.


To support the project manager with other related project work.




To be successful in this role you need to have a good working knowledge of HR systems  and aptitude for learning other information systems and an eye for detail.


Should also have good communication and IT skills, be able to act on your own initiative and successfully manage a number of competing priorities. Additionally responsible for the user community and 1st line user functional and system support.

Workforce System Administration


To provide first and second line support for the support desk by troubleshooting and answering all user enquiries and problems and to appropriately escalate where necessary and raising any software or hardware issues with the necessary internal or external suppliers.

Knowledge & Experience


Excellent understanding and experience of administering integrated HR &Payroll Systems


Advanced data reporting and analysis skills











Ability to present workforce information in a user friendly format, including verbatim of the analysis of the data, including trends and predicative indicators


Report writing experience


Advanced knowledge of database, spreadsheet and graphic tools such as Excel,  MS Access and other proprietary workforce reporting tools


Sound understanding of relevant employment legislation, the Data Protection, Information Governance issues and the principles of Equality and Diversity


Knowledge of statutory reporting standards and procedures relevant to workforce KPI’s.


Advanced working knowledge of Microsoft Office packages, especially Excel and Word


Knowledge of the Registration Authority and issuing smartcards


Specific Skills


IT literate with strong keyboard skills


Ability to use ICT  and digital applications to facilitate the development of business processes and the user experience


Ability to achieve accuracy, maintain attention to detail and quality-check own work


Ability to plan and prioritise own workload whilst maintaining consistency and quality within tight deadlines


Ability to work both independently and as part of a team with a flexible and adaptable approach to working arrangements


Ability to translate and analyse large volumes of data into suitable formats with the non-statistical person in mind


Excellent interpersonal and written/verbal communication skills


Excellent organisational skills