Senior Workforce System Administration Officer

Job summary

You will be responsible for setting up and maintaining the framework that underpins the Electronic Staff Record, enabling payroll and HR functions, whilst preparing for the transition to the new workforce solution.

You will be required to support the accurate and timely entry of data into the systems.

The successful candidate will support the maintenance of the ESR 'Electronic Staff Record' GO/Roster Gateway and play an important role in ensuring its effective operation. You will be a self-motivated, reliable, and hardworking individual with a flexible approach to work, demonstrating the ability to adapt to changing priorities and support the needs of the service.

Main duties of the job

This role is responsible for the management of NHS workforce systems, ensuring data accuracy and compliance with NHS policies and procedures.

The post holder will monitor and resolve system, access and data issues, analyse and validate reports to maintain high standards of data quality, and extract complex workforce information to support operational and statutory requirements.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

About us

Hywel Dda University Health Board plans and provides NHS healthcare services for people living in Carmarthenshire, Ceredigion, Pembrokeshire, and bordering counties.

We have over 13,000 staff and together we provide primary, community, in-hospital, mental health and learning disabilities services.

We work in partnership with the three local authorities, as well as public, private and third sector colleagues, including our valued team of volunteers.

Our services are provided in:

• Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest
• Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals in Pembrokeshire
• Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings
• 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 97 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
• Numerous mental health and learning disabilities services

Job responsibilities

You will be able to find a full job description and person specification attached within the supporting documents.

The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.

The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.

Interview will be held on 09/09/2026

Person specification

Experience

Essential

• Experience of using Electronic systems
• Experience of working in a team
• Very good Microsoft Office Skills in particular Outlook, MS Teams and Exce
• Able to manage multiple competing priorities and prioritise to meet demanding deadlines
• Experience of communicating with staff of different levels by email, face to face, MS Teams and on the phone
• Experience of extracting data from multiple sources and presenting it in a format appropriate to end users
• Experience delivering training

Desirable

• Experience of using Workforce staffing records
• Experience of delivering training on a 1:1 basis or to groups
• NHS experience
• Experience producing analysis from raw data
• Experience of manipulating databases to retrieve information
• Thorough Understanding of PADR process

Qualifications and Knowledge

Essential

• NVQ Level 3 or equivalent level of experience
• Knowledge of computer systems
• Fact finding and dealing with complaints
• Knowledge of computer software and system maintenance
• Being part of a team working towards a goal
• Working in a fast-paced environment
• Communicating with service users
• Experience of working in an open plan administrative / office environment
• Knowledge of Workforce systems

Desirable

• CIPD (Level 3) or ILM (Level 3)
• Coach Approach

Other

Essential

• Flexible approach to the needs to the service

Desirable

• Welsh Speaker (Level 1)