Lead Employer Employment Services Administrator
Mersey and West Lancashire Teaching Hospitals NHS Trust
As an integral member of the Lead Employer team, you will work alongside administrators responsible for your own cohort of trainees and actions related to employment. You will be their first point of contact and support them through their employment from completion of their checks to the end of employment following completion of training.
This role will be embedded within the Data and Onboarding team but will sit within the Lead Employer HR department under the remit of our HR Operations team. There may be a need to rotate between different teams to support the delivery of service. The purpose of the HR Operations Team is to ensure we maintain and deliver a high-quality, responsive, and customer service-focused approach in all we do, and all HR Operations Teams within Lead Employer play a fundamental and important role in the achievement of this.
Day to day, the Data and Onboarding team is responsible for all aspects of onboarding of new trainees, contract issuance, and advising payroll of new starter information. As an administrator, you would undertake the NHS Employer pre-employment checks for all our new starters, ensuring each trainee is compliant prior to starting in post.
Main Duties of the Job
This role is a perfect opportunity for someone who has a background in recruitment, and previous experience of working within the NHS would be desirable, although not essential as full training will be given. You would describe yourself as having excellent customer service skills, someone who strives to deliver a high-quality service and gains personal satisfaction in supporting others. A well-organised person who is able to manage their own time and workload. Be of a proactive nature to ensure all deadlines are met. The ability to work with high volumes of correspondence and process documentation in a timely manner is crucial.
You will be able to demonstrate a flexible approach to effectively undertake your duties and will also be a self-motivator, displaying commitment and resilience to ensure professional and efficient advice and support is provided at all times.
While we do hybrid working, we are required to be on-site two days a week; during our busy onboarding months, we are required to be on-site for five days a week (Mon-Fri).
Job Responsibilities
KEY DUTIES
* Provide administrative support to the Lead Employer Service including the processing and recording of information, communications to key stakeholders, and input into Lead Employer information systems.
* Process offers of employment and undertake all necessary pre-employment checks and administration for appointments to Doctors and Dentists in Training posts, escalating any delays in progress.
* Prepare and issue contracts of employment.
* Ensure trainees are hired in ESR and IAT information is captured.
* Liaise with internal and external stakeholders ensuring all data relating to the training programme is recorded and shared appropriately.
* Update management information on the relevant information system for key stakeholders.
* Support the Team Leader in ensuring all Trainees are employment compliant, which will include Right to Work and Professional Registrations checks.
* Support the wider Employment Services team in checking of governance, data, and payroll reports.
* Ensure the Electronic personal files (EPF) are maintained and up to date.
* Work with the team to promote good practice and improved ways of working.
* Send out communications to stakeholders as required.
* Arrange meetings and events as required.
* Complete audits or surveys as required.
Advisory Services
* Provide basic advice regarding HR policies and procedures, legislation, and terms and conditions of employment including recruitment procedures.
Policies and Procedures
* Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary.
* Offer basic advice to Trainees and Students, Host Organisations, NHS England Education Regions, Heads of School, Training Programme Directors, and University representatives on the interpretation of policies and procedures.
* Comply with national and local recruitment procedures.
* Adhere to escalation procedures to ensure the timely processing of information including the completion of pre-employment checks by candidates within specific deadlines, and the processing of payroll information to meet required deadlines.
* Ensure all pre-employment checks are carried out for new appointees in line with legal requirements including NHS Employment standards.
* Contribute to the development and review of Lead Employer policies and procedures.
Customer Service
* Ensure that all enquiries are handled courteously, effectively, and efficiently, in line with agreed timescales.
* Refer complex queries to the relevant member of the Lead Employer service.
* Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, NHSE NW, NHSE Midlands, NHSE EOE, NHSE TV, NHSE LaSE, NHSE Y&H, Heads of School, and Training Programme Directors.
* Develop and maintain effective internal and external communication networks to support the delivery of the Lead Employer Service.
Data Processing and Management Information
* Enter accurate and timely data onto HR/Workforce/Recruitment information systems as directed ensuring data quality at all times.
* Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidentiality, and Data Protection policies.
* Process the required data for trainees on the relevant systems including the input of pre-employment check data, contact information, and sickness absence data.
* Ensure the provision of accurate and timely information as requested.
* Support the team in the achievement of the published performance standards and those contained within the service level agreements.
Service Improvement
* Contribute to the achievement of corporate objectives and the Lead Employer Service Level Agreement.
* Contribute to the continuous improvement in the efficiency and effectiveness of the Lead Employer Service.
* Work in partnership with colleagues to optimise opportunities for working collaboratively towards the provision of an integrated employment service.
* Undertake and participate in projects as required.
* Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practices.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
* Adhere to the relevant codes of practice for the role within the NHS.
* Adhere to employment legislation including NHS Employment Check standards.
TEACHING & TRAINING RESPONSIBILITIES
* Maintain own compliance with the Trust's mandatory and statutory training requirements.
* Demonstrate activities in own area to new staff.
* Develop skills and competencies of self through training and development activities, ensuring that progress is maintained, and future needs identified and actioned.
Person Specification
Qualifications
* NVQ Level 3 in administration or equivalent level of knowledge
* IT qualification i.e. RSA 2 or ECDL
* Customer Care NVQ
Knowledge & Skills
* Administration or customer service experience
* Experience of data processing/excel spreadsheets
* Experience of working in a contact centre
* Experience in HR, Employment Services, or recruitment
Skills
* The ability to present data in an informative and user-friendly format
* Excellent written and verbal communication skills
* Ability to use initiative
* Ability to maintain strict confidentiality
* The ability to manage own workload and prioritise
* The ability to work in a busy environment and to strict deadlines
* Confident to handle queries from all levels of staff
* Effective organisational skills
* Able to demonstrate a good understanding and working knowledge of IT systems including Word, Excel, and databases.
* Knowledge of HR policies and procedures
Other
* Self-motivated
* Willingness to learn
* Flexible attitude to work
* Ability to work alone or as part of a team
* Occasional requirements to travel to fulfil requirements of the role
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.
Employer Name
Mersey and West Lancashire Teaching Hospitals NHS Trust
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