Workforce Systems Apprentice Administrator
GREATER MANCHESTER MENTAL HEALTH NHS FOUNDATION TRUST
MANCHESTER (M25 3BL)
Closes in 14 days (Friday 2 January 2026 at 11:59pm)
Posted on 19 December 2025
Contents
Summary
At Greater Manchester Mental Health NHS Foundation Trust, we have an exciting opportunity for a Workforce Systems Apprentice Administrator. The successful applicant will be responsible for maintaining the Trust’s Electronic system, as well as supporting HR related processes.
- Wage
-
£14,918.80 for your first year, then could increase depending on your age
National Minimum Wage rate for apprentices
- Training course
- Business administrator (level 3)
- Hours
-
Monday to Friday - 9.00AM to 5.00PM
38 hours a week
- Start date
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Monday 12 January 2026
- Duration
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1 year 6 months
- Positions available
-
1
Work
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
What you'll do at work
To receive and interpret coding slips, termination forms, new starter information and related documentation, entering relevant information on to ESR, in accordance with agreed deadlines to ensure correct payment for employees.
- To maintain the Trust’s Occupational Health Electronic System, removing leavers, and updating employee and manager’s details.
- To run pre-designed reports for example, professional registrations, right to work, fixed term contracts and disseminate accordingly.
- To access the Trust’s E-Rostering system to answer queries from staff and managers, unlock shifts and ensure corrections are processed correctly.
- Support the process to ensure units have finalised E-Rostering rosters ready for submission of pay files.
- Support the submission of payfiles to payroll.
- Process dropouts and errors generated from the payfiles.
- Enrol eligible employees with the Trust’s Alternative pension scheme.
- Set up ESR user accounts and passwords.
- Maintenance of ESR and Healthroster information systems as a significant part of the role, planning and conducting regular data cleanse and audit activities to ensure data is maintained and stored appropriately.
- Support the Workforce Systems Manager with streamlining activities and plan associated streamlining activities and tasks.
- Assist the Workforce Systems Officer in providing information
For Employment Services Use Only: Unique Reference Number: MTV3 requested as part of external audits. Contribute to the development of action plans to address findings. - To be always aware of data quality issues, taking action to maintain standards and reporting to the Workforce Systems Manager as appropriate.
General:
- Act as a point of contact for staff and managers, liaising with the Trust’s payroll, finance, and IM&T departments, to resolve queries relating to pay and workforce information contained on ESR, Healthroster and the Occupational Health system.
- To work with the Workforce Systems Officer to issue letters of contractual changes, termination letters and pension letters to members of staff. To pro-actively ensure that the administration process is completed in as efficient and timely manner as possible, taking steps to address and avoid delays.
- Liaise with the Trust’s payroll department to arrange additional payments when required, ensuring the correct process for authorisation has been obtained, and maintaining associated records.
- To work with the Workforce Systems Assistant to ensure returned payslips are redirected to staff members, and to maintain a system to prevent future returns of the same payslips.
- To plan the work of the Workforce Systems Administrator.
- Support the additional annual leave, retirement awards processes, liaising with employees, managers and payroll.
- To provide cover for colleagues as and when required.
Where you'll work
PRESTWICH HOSPITAL
BURY NEW ROAD
PRESTWICH
MANCHESTER
M25 3BL
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
THE TRAFFORD AND STOCKPORT COLLEGE GROUP
Training course
Business administrator (level 3)
Understanding apprenticeship levels (opens in new tab)
What you'll learn
Course contents
- Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
- Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
- Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
- Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
- Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
- Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
- Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
- Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.
Training schedule
Requirements
Essential qualifications
GCSE in:
- English (grade 4)
- Maths (grade 4)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills
- Communication skills
- IT skills
- Attention to detail
- Organisation skills
- Problem solving skills
- Administrative skills
- Number skills
- Team working
- Creative
- Initiative
- Patience
About this employer
Greater Manchester Mental Health (GMMH) Foundation Trust employs over 7000 members of staff, who deliver services from more than 122 locations.
We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford, Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the North-West of England and beyond.
Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.
Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.
Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.
After this apprenticeship
The successful applicant may be offered a full time position on completion of the apprenticeship.
Ask a question
The contact for this apprenticeship is:
THE TRAFFORD AND STOCKPORT COLLEGE GROUP
The reference code for this apprenticeship is VAC2000005180.
Apply now
Closes in 14 days (Friday 2 January 2026 at 11:59pm)