Job summary
The Workforce Planning and Recruitment Coordinator will provide comprehensive administrative support to the site leadership team, with a focus on effective workforce management, recruitment initiatives, and employee onboarding and offboarding processes.
The post holder will be responsible for maintaining oversight of vacancies and newly approved posts through detailed workforce planning, ensuring sickness management procedures are being followed correctly, supporting recruitment approval processes, and managing documentation for staff joining and leaving the organisation.
The post holder will work with the Pharmacy Operations and Performance Managers to deliver an efficient workforce administration service that reduces operational workload on the pharmacy teams, ensures compliance with Trust policies and procedures, and provides a positive experience for new recruits.
The post holder will be based at either Queen Elizabeth Hospital or Heartlands Hospital but may be required to travel across sites within the Trust.
For more information please see the job description or feel free to contact Piush Champaneri - piush.champaneri@uhb.nhs.uk - 07766420775 or Jackie Shale - jackie.shale@uhb.nhs.uk - 01213718730.
Main duties of the job
- Provide administrative support to the Pharmacy leadership team, focusing on workforce planning, recruitment, onboarding & offboarding.
- Coordinate recruitment campaigns: adverts, shortlisting, interviews, offers, induction and exit processes.
- Maintain oversight of vacancies, sickness absence records and workforce data, ensuring compliance with Trust policies.
- Manage documentation for starters and leavers, ensuring accuracy, confidentiality and governance standards.
- Create engaging recruitment content for social media, promote UHB Pharmacy as employer of choice and monitor campaign effectiveness.
- Produce workforce reports, analyse trends (turnover, recruitment metrics) and present findings to managers
- Liaise with People Directorate and managers to progress workforce matters, requiring tact, persuasion and discretion.
- Where appropriate, supervise a Band 3 administrator, allocate tasks, monitor performance and support professional development.
- Organise induction events, training schedules and recruitment panels, balancing multiple priorities.
Essential skills: strong communication, organisation, attention to detail, IT proficiency, problemsolving, confidentiality, creativity in digital content, adaptability and teamwork.
Please see the job description for a full breakdown of the roles and responsibilities.
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person Specification
Qualifications
Essential
- *Good General Education (e.g. GCSE English and Maths A-C or LEVEL 9-4) or equivalent
- *Administrative experience
- *Evidence of Continuing Professional Development
- *Level 4 Diploma in Business Administration or HR-related subject or equivalent
Desirable
- *Knowledge of NHS terms and conditions of employment
- *Digital marketing or social media qualification or experience
Experience
Essential
- *Experience of working in a large organisation, providing advice on administrative matters
- *Experience in managing or co-ordinating projects related to workforce or recruitment
- *Experience in developing and maintaining administrative systems and processes
- *Experience of preparing, analysing and presenting reports using visual aids
- *Working knowledge of recruitment processes and workforce management
- *Knowledge in providing seamless and focused administrative support
- *Understanding of confidentiality and application of principles in everyday working practice
- *Demonstrable understanding of equality and diversity
- *Experience of data entry and management of information systems
- *Experience in making connections/contacts to encourage applicants to apply for roles
- *Knowledge in how to find and approach candidates for specialist roles
- *Knowledge in retention of staff and how to support this
- *Experience of using social media platforms for professional purposes
- *Understanding of digital marketing principles for recruitment
Desirable
- *Experience of working in an NHS setting
- *Experience of workforce planning and monitoring
- *Knowledge of NHS recruitment procedures and employment legislation
- *Experience of supervising staff
- *Experience in sickness absence management procedures
- *Use of Workforce Management Systems e.g. ESR
- *Experience managing social media accounts for an organisation
- *Experience of creating recruitment marketing campaigns
- *Knowledge of social media analytics and reporting tools
Additional Criteria
Essential
- *Excellent communication skills with the ability to communicate complex information clearly
- *Ability to work autonomously without direct supervision and as part of a team
- *Strong IT skills including proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
- *Ability to interpret and advise on terms and conditions of employment
- *Ability to set own priorities, meet tight deadlines and work independently
- *Ability to gain and maintain credibility and establish good working relationships with staff at all levels
- *Strong attention to detail and accuracy in data handling
- *Problem-solving skills and ability to use initiative
- *Ability to maintain confidentiality and deal with sensitive information appropriately
- *Ability to exercise tact and diplomacy when dealing with sensitive information or situations
- *Ability to produce and design adverts and marketing materials for job boards
- *Ability to use job boards to identify active and passive candidates
- *Skills in negotiation to place people looking for work into suitable roles
- *Excellent organisational and planning skills to set up recruitment campaigns
- *Proficiency in creating engaging content for social media platforms
- *Basic graphic design and visual content creation skills
- *Ability to write clear, concise, and compelling copy for digital channels
- *Adaptable and flexible approach to work
- *Proactive and self-motivated attitude
- *Working pattern to suit service requirements
- *Ability to work and travel across all sites as required by the role
- *Creative mindset for developing engaging social media content
Desirable
- *Experience with NHS recruitment systems
- *Ability to train and develop others
- *Experience in minute-taking and formal documentation
- *Ability to analyse complex data sets and communicate findings clearly
- *Screening candidates for roles
- *Experience with social media management tools
- *Photography and video editing skills
- *Experience with digital recruitment marketing campaigns
Person Specification
Qualifications
Essential
- *Good General Education (e.g. GCSE English and Maths A-C or LEVEL 9-4) or equivalent
- *Administrative experience
- *Evidence of Continuing Professional Development
- *Level 4 Diploma in Business Administration or HR-related subject or equivalent
Desirable
- *Knowledge of NHS terms and conditions of employment
- *Digital marketing or social media qualification or experience
Experience
Essential
- *Experience of working in a large organisation, providing advice on administrative matters
- *Experience in managing or co-ordinating projects related to workforce or recruitment
- *Experience in developing and maintaining administrative systems and processes
- *Experience of preparing, analysing and presenting reports using visual aids
- *Working knowledge of recruitment processes and workforce management
- *Knowledge in providing seamless and focused administrative support
- *Understanding of confidentiality and application of principles in everyday working practice
- *Demonstrable understanding of equality and diversity
- *Experience of data entry and management of information systems
- *Experience in making connections/contacts to encourage applicants to apply for roles
- *Knowledge in how to find and approach candidates for specialist roles
- *Knowledge in retention of staff and how to support this
- *Experience of using social media platforms for professional purposes
- *Understanding of digital marketing principles for recruitment
Desirable
- *Experience of working in an NHS setting
- *Experience of workforce planning and monitoring
- *Knowledge of NHS recruitment procedures and employment legislation
- *Experience of supervising staff
- *Experience in sickness absence management procedures
- *Use of Workforce Management Systems e.g. ESR
- *Experience managing social media accounts for an organisation
- *Experience of creating recruitment marketing campaigns
- *Knowledge of social media analytics and reporting tools
Additional Criteria
Essential
- *Excellent communication skills with the ability to communicate complex information clearly
- *Ability to work autonomously without direct supervision and as part of a team
- *Strong IT skills including proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
- *Ability to interpret and advise on terms and conditions of employment
- *Ability to set own priorities, meet tight deadlines and work independently
- *Ability to gain and maintain credibility and establish good working relationships with staff at all levels
- *Strong attention to detail and accuracy in data handling
- *Problem-solving skills and ability to use initiative
- *Ability to maintain confidentiality and deal with sensitive information appropriately
- *Ability to exercise tact and diplomacy when dealing with sensitive information or situations
- *Ability to produce and design adverts and marketing materials for job boards
- *Ability to use job boards to identify active and passive candidates
- *Skills in negotiation to place people looking for work into suitable roles
- *Excellent organisational and planning skills to set up recruitment campaigns
- *Proficiency in creating engaging content for social media platforms
- *Basic graphic design and visual content creation skills
- *Ability to write clear, concise, and compelling copy for digital channels
- *Adaptable and flexible approach to work
- *Proactive and self-motivated attitude
- *Working pattern to suit service requirements
- *Ability to work and travel across all sites as required by the role
- *Creative mindset for developing engaging social media content
Desirable
- *Experience with NHS recruitment systems
- *Ability to train and develop others
- *Experience in minute-taking and formal documentation
- *Ability to analyse complex data sets and communicate findings clearly
- *Screening candidates for roles
- *Experience with social media management tools
- *Photography and video editing skills
- *Experience with digital recruitment marketing campaigns
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.
