People and Recruitment Administrator

Job responsibilities

Provide administrative support and advice to managers and staff on ECCH Policies and Procedures with a specific focus on recruitment, to include:

RECRUITMENT (all employment types excluding self-employed contractors)

Manage the recruitment process for designated areas within East Coast Community Healthcare and its associated companies from start to finish. This will include:

Carrying out all pre-employment checks in line with NHS Employment Check Standards and supporting polices, which includes ensuring eligibility to work in the UK

Responsible for the work permit/visa application process (for candidates that may require these) and ensuring Disclosure and Barring Schemes (DBS) checks are completed as appropriate.

Ensuring all recruitment timelines and information are input in a timely manner into ESR and NHS Jobs

Run monthly reports and send to appropriate staff such as time to hire reports

Advertising jobs on NHS Jobs for designated areas verifying information is correct and dealing the associated communications thereafter, e.g. Interview Letters

Supporting managers with interviews, where necessary acting as a panel member and providing advice, guidance and support to the recruitment process

Attend recruitment events as and when required, for example recruitment fairs.

Assist with the delivery of the Recruitment Matters training and provide guidance and advice to line managers on the recruitment process

Recording and maintaining staff records including payroll administration for new starters

Prepare and issue Statements of Terms and Conditions within the legal timeframes including requesting and verifying previous employment history where required.

Adding new starters to our Health Roster system.

PEOPLE ADVICE AND SUPPORT

To provide people advice and support to managers and staff:

Provide advice and support to staff on routine HR and Recruitment matters.

Under direction of People and HR Advisors, provide information to Managers and Team Leaders on employment terms and conditions, ECCH and associated companies Policies and Procedures, NHS Agenda for Change Terms and Conditions. This will include providing advice and guidance on terms and conditions, maternity, paternity, adoption and other parental support leave, equal opportunities, and other Quality and People Team policies and procedures

PEOPLE ADMINISTRATION

Maternity, Paternity, Adoption and other Parental Support

Process and advise colleagues on family friendly leave including Maternity, Paternity, Adoption and Parental Support Leave.

Handle and respond to employee reference requests in a timely and accurate manner.

Job Descriptions and Job Matching (for correct pay band)

Ensure all Job Descriptions submitted for recruitment and re-banding are in line with Agenda for Change Job Matching guidance, local, national policies and procedures and arrange for these to be matched as per process.

Data Protection

Set up and maintain the general and personal filing systems within the Quality and People Team ensuring they are kept in accordance with agreed procedures, the data protection act and are organised, accurate and up to date. Confidentiality must be maintained at all times.

Meetings

Represent the People Team and take notes of meetings at meetings when required.

General

Comply with audit trail for all HR activities in line with the Organisations policies.

To ensure that files are up-to-date and accessible including safekeeping of confidential files.

The post holder will be required to provide support to admin colleagues within the Quality and People team as and when required, within the scope and remit of their role and banding.

This list is not exhaustive and provides an indication of the key responsibilities of the post holder.

All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users, stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.

Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.

Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.

Skills and Knowledge

Essential

• Working knowledge of computer systems and information technology, in particular Microsoft Office (Word, Excel and Access Software).
• Excellent organisation skills with proven ability to prioritise work, and organise appropriately, to meet conflicting deadlines and KPIs.
• Understanding of equality and diversity, employment legislation and good practice relating to recruitment and selection.
• A strong commitment to high quality standards in all aspects of HR administration support processes.
• Shows a high degree of awareness towards the needs of customers and putting the customer first.
• Handling sensitive material of a confidential nature.
• Good typing skills with a strong attention to detail and high level of accuracy.
• Proactive in finding and making positive suggestions for improvements and problem solving.

Desirable

• Working knowledge of using Electronic Staff Records (ESR/Oracle), NHS Jobs and an understanding of NHS Agenda for Change
• terms and conditions.
• Experience of working with a range of clinical staff.
• Some knowledge and understanding of current employment law and good HR practice to act as the first point of contact for HR related queries.
• Willing and able to make presentations to groups, for example supporting People and HR Advisor/People and HR Business Partners in delivering recruitment and/or equality related training.

Qualifications

Essential

• CIPD Foundation Certificate in People Practice or equivalent qualification/experience.

Desirable

• Level 3 qualification in Business Administration or equivalent experience (e.g., former RSA III or OCR qualification)

Experience

Essential

• Experience within HR administration or recruitment background.
• Experience of managing conflicting priorities and meeting deadlines.
• Dealing with customers over the phone and in person.

Desirable

• Previous HR administrative work experience in the NHS.

Personal Attributes

Essential

• Approachable, tactful and diplomatic.
• An ability to work under own initiative within set guidelines.
• Proven ability of good communication skills to communicate effectively, both written and oral.
• Able to take responsibility within defined parameters.
• Confident manner and approach to problem solving with the ability to listen, find solutions and use influencing skills to negotiate a positive outcome for all.
• Able to relate to a range of groups of people and adapt working styles to suit the circumstances and objectives.
• Appreciation of the need for confidentiality and ability to apply it.
• Willingness and ability to work across different sites and travel to alternative sites and across the community as required.
• Ability to embrace our Culture, Values and Signature Behaviours:
• (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).

Desirable

• Understanding the requirement to balance the needs of the clinical services and the Quality and People Team.
• Able to work in environments that provide services to vulnerable people.
• Willing and able to represent the Quality and People Department at meetings with external organisations.