Location: Across sites, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust (frequency of visits to each site, to be agreed locally)Position Type Part Time: 22.5 hours per week
Salary Band 4: £26,530- £29,114 pro rata, per annum
The Medical HR Coordinator role provides an effective and efficient comprehensive advisory and administration service to all resident doctors, both Deanery Trainees and Locally Employed Doctors, ensuring the service provided meets agreed quality standards and all processes are delivered to agreed key performance indicators.
Main duties of the job
Job Statement
* To provide a full advisory and administration service to managers across the organisation.
* Act as HR first point of contact for Doctors and Dentists in Postgraduate Training and Locally Employed Doctors, dealing and responding effectively with queries including terms and conditions, passing relevant information to appropriate team members.
* To ensure that key activities are processes are adhered to and documented. To work as a team to ensure that work streams are prioritised effectively ensuring that team objectives are met and vacancies are filled efficiently.
About us
Our vision for Single Corporate Services: Isle of Wight NHS Trust (IWT) and Portsmouth Hospitals University NHS Trust (PHU) have a shared vision of a single corporate service across our two organisations, supported by a single set of identical systems and processes, under joint leadership, to drive significant efficiencies, improve employee experience, and return time to patient care.
This vacancy is part of the Single Corporate Services Division.
Job responsibilities
Specific Core Functions
* Develop credible and trusting working relationships with Doctors and Dentists in Postgraduate Training and Locally Employed Doctors, Rota Coordinators, Clinical Leads, Departmental Management, and all stakeholders.
* Maintain robust administrative systems to ensure information is recorded accurately and shared with Payroll, Employee Resourcing, Rota Coordinators and Clinical Leads in line with terms and conditions and local processes.
* Ensure the departments are aware of their establishment highlighting future vacancies in a timely manner and working alongside them to support recruitment.
* Provide advice on recruitment practices and processes.
* Participate in general administration and ad hoc tasks as appropriate.
* To ensure formal written communication is provided to employees regarding contractual or salary changes.
* To ensure that effective communication takes place within the Medical HR Team.
* To take responsibility for covering the work of colleagues, as required, when delegated by the Medical HR Manager.
* To adopt the highest standards of customer care in the provision of HR services to the general public, staff and managers.
* To provide advice and assistance to members of staff on Medical HR enquiries and to respond, as appropriate, in a timely and sensitive way.
* Liaise with relevant line managers to ensure that all necessary documentation has been received in relation to any recruitment campaign.
* Build robust customer relationships to develop robust and comprehensive recruitment action plans.
* Provide advice and guidance to appointing managers and applicants in all aspects of the recruitment process in line with the agreed policies and procedures.
* Ensuring compliance with the Trusts recruitment process, including NHS Employers guidelines, including application of rights to work, applying for certificates of sponsorship in liaison with the immigration solicitors.
* To provide specialist preliminary advice for example where pre-employment checks are unsatisfactory or the withdrawal of an offer is possible for other reasons, providing advice or signposting queries on to Recruitment Advisors as appropriate.
* Build effective relationships with Recruiting Managers to assist in understanding the demands of their department, tailoring the recruitment process to assist their needs and to provide a first-class recruitment service, attending divisional meetings as and when required.
* To ensure that a fully integrated onboarding service is available to all candidates and that the candidates are engaged with at point of application.
* To ensure that the information published on NHS Jobs and HR pages of the Intranet are maintained and up to date.
* To ensure collaborative working with relevant parties are with regards to publishing vacancies on social media.
* Review recruitment paperwork for compliance with relevant legislation and provide advice and guidance to managers on necessary amendments required as necessary, escalating issues to the Medical HR Officer as appropriate.
* Provide robust reporting on vacancy data, coupled with comprehensive analysis of vacancy activity.
* Participate in the effective auditing of recruitment documentation as and when required.
* To respond to enquiries from prospective candidates in relation to general terms and conditions enquiries and information relating to the Trust.
* Provide advice on terms and conditions of service e.g. annual leave entitlements etc.
* Produce appointment letters/offers and contracts of employment in accordance with agreed and statutory timescales.
* Administer the end to end process for resident doctors, including ensuring that all leavers are actioned in a timely manner.
* Where required support recruiting managers with screening candidates.
* Ensure that all new electronic personnel files contain all necessary information relating to appointment and other contractual documentation.
* Ensure that weekly/monthly data is produced in relation to recruitment activity ensuring that Key Performance Indicators are adhered to, providing assurance where they not met and action plans to support achievement.
* Ensure that the use of social media and new ways of working are used to promote key vacancies.
Person Specification
Qualifications
* NVQ Level 4 or equivalent experience.
Experience
* Experience of working in an office environment.
* Previous experience in HR environment.
* Experience and knowledge of all aspects of recruitment and selection protocols and procedures in a large multi-skilled complex organisation.
* Experience of working in a customer focused environment.
* Experience of working with a computerised personnel system, preferably ESR.
Knowledge
* Of computer packages such as Microsoft Word, Teams and Excel.
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.
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