People Systems Administrator

At InHealth, we believe that through great people, we can deliver fantastic services to our patients. With the right attitude, approach and values, they are the difference between a good patient experience and a great one.  The People Systems Administrator is responsible for supporting the day-to-day administration, maintenance and accuracy of the organisation’s people systems and workforce data.

Role provides essential administrative and systems support across People Services, helping to ensure that employee information is accurate, secure, up to date and available for reporting, compliance and operational purposes.

The postholder will support routine systems administration, data entry, data validation, reporting, user support and query resolution across key People platforms, including HR systems, workflow tools and reporting systems. The role contributes to the effective running of People Services by maintaining high standards of data accuracy, customer service, confidentiality and process compliance.

1. People Systems Administration

• Maintain accurate employee records within the organisation’s People systems.
• Support day-to-day administration of HR systems, workflow tools and associated People Services platforms.
• Process routine system changes, including starters, leavers, changes to employment details, reporting lines and organisational structure updates.
• Support user account administration, including new user set-up, access amendments and deactivation requests.
• Ensure employee data is entered accurately, consistently and in line with agreed processes.
• Assist with maintaining forms, workflows, approval routes and system tasks.
• Support the People Data & Systems Analyst with system testing, upgrades, housekeeping and implementation activity.
• Escalate complex systems issues or data concerns to the People Data & Systems Analyst.

2. Data Entry, Data Quality and Validation

• Complete regular data checks to support the accuracy and completeness of employee records.
• Identify and correct data discrepancies, escalating trends or recurring issues where appropriate.
• Support routine data cleansing activity across People systems.
• Maintain accurate records relating to employment details, role changes, contractual information, reporting lines and other workforce data.
• Assist with data audits, compliance checks and evidence gathering as required.
• Ensure all data handling is undertaken accurately, securely and confidentially.
• Support the maintenance of data quality standards across People Services.

3. Reporting and Management Information Support

• Support the preparation of routine workforce reports and management information.
• Extract and organise data from People systems to support reporting requirements.
• Assist with monthly KPI reporting, workforce metrics, compliance reporting and operational reporting.
• Carry out basic data analysis and formatting using Microsoft Excel or other reporting tools.
• Support the People Data & Systems Analyst with data requests from People Services, Payroll, Finance and operational managers.
• Ensure reports and data outputs are checked for accuracy before submission.
• Maintain reporting templates and trackers as required.

4**. Systems Query Support**

• Act as a first-line support contact for routine People systems queries.
• Respond to system-related questions from managers, colleagues and People Services users.
• Provide clear guidance on standard system processes and data requirements.
• Log, monitor and update system-related queries or cases where required.
• Escalate more complex technical or data issues to the People Data & Systems Analyst.
• Support users to follow correct processes and use People systems accurately.
• Help maintain a positive and responsive People Services user experience.

5. Process Documentation and Administration

• Maintain clear and accurate process notes, user guides and standard operating procedures.
• Support the documentation of systems processes, workflows and reporting routines.
• Assist with updating training materials and guidance documents.
• Ensure records of completed checks, audits and system updates are retained appropriately.
• Support consistent ways of working across People Services systems administration.
• Help identify areas where process documentation could be improved.

6. Compliance, Confidentiality and Information Governance

• Maintain strict confidentiality when handling employee and workforce data.
• Ensure all data processing is completed in line with information governance, data protection and internal policy requirements.
• Follow agreed controls for system access, record updates and data reporting.
• Support audit activity by providing accurate information and evidence when requested.
• Ensure sensitive information is stored, shared and handled securely.
• Raise any data risks, errors or breaches promptly in line with internal procedures.

7. Continuous Improvement

• Identify opportunities to improve the accuracy, efficiency and consistency of systems processes.
• Support improvements to data entry, reporting, system administration and workflow processes.
• Contribute ideas to reduce duplication, manual work and avoidable errors.
• Support the implementation of new system functionality or process improvements.
• Work collaboratively with the People Data & Systems Analyst to improve the quality and usability of workforce data.

What people see in you:

• You will go out of your way to help and support people to the very best of your abilities.
• Someone who is good at building trusted relationships with internal and external stakeholders and confident providing regular status updates and feedback for improvements
• A team player who is driven by achieving targets and gets motivation from placing the right person in the right role
• Someone who is passionate about delivering excellent candidate experience and supporting InHealth become an employer of choice in the healthcare job market
• An excellent communicator who is motivated by ‘challenging the norm’
• A keen eye for detail and someone who can spot errors easily, driving through continuous improvements to reach our goals.

You will:

As part of InHealth, it is a privilege to work in a company that is so focused on making healthcare better, and we expect that anyone who works here will have a set of qualities that align with our corporate ethos, namely:

• Committed to making healthcare better for all
• Have very high standards
• Seeks to improve themselves and everything they do
• Be honest and open
• Works collaboratively and cooperatively with others
• Confident and assured, but not arrogant
• Measured in their judgements / decision-making
• Respectful of others’ views
• Be a self-starter, confident to undertake tasks independently and providing ongoing solutions to problems faced
• Be flexible in your working patterns to fulfil requirements and be willing to adjust these at short notice to accommodate unexpected changes
• Be honest and full to the brim with integrity
• Not be afraid to offer your opinion – we love hearing new ideas.

Essential skills and capabilities:

• Excellent attention to detail and accuracy.
• Strong organisational and prioritisation skills.
• Good Microsoft Excel skills, including data entry, filters, formatting and basic formulas.
• Confident using digital systems and online platforms.
• Ability to follow processes consistently and identify when something does not look right.
• Good problem-solving skills and willingness to investigate issues.
• Clear written and verbal communication skills.
• Ability to explain basic system or process guidance clearly to users.
• Ability to work independently while knowing when to escalate.
• Reliable, proactive and service-focused approach.
• Strong commitment to confidentiality and data security.

You have experience of:

• Working in an administrative, HR, data, systems or shared services environment.
• Maintaining accurate records and working with confidential information.
• Using HR, payroll, workflow, case management or business systems.
• Completing data entry, data checking or data validation activity.
• Producing or supporting basic reports and management information.
• Working with high volumes of information accurately.
• Providing customer-focused support to internal users or stakeholders.
• Good understanding of confidentiality, data accuracy and information handling requirements.