Recruitment Assistant - Band 4 - Medical Staffing

Job description

Job responsibilities

JOB PURPOSE:

To provide a comprehensive and efficient recruitment administrative service using ESR and NHS Jobs to support the recruitment and retention processes across the whole Trust.

To conduct pre-employment checks on all preferred candidates within set deadlines, ensuring satisfactory results prior to making an unconditional offer of employment.

To arrange Certificate of Sponsorships

To administer the contract management and salary notification processes for new and existing staff, ensuring new and existing employees are receiving the correct pay in line with the medical staffing Terms and Conditions.

To give first level HR advice to managers and employees on a range of HR Policies including Annual Leave, Special Leave, Attendance, Maternity and Adoption, and Junior Doctor, SAS and Consultant Terms and Conditions of Employment.

To attend AACs to take minutes, ensuring an accurate record of the AAC is produced in a timely

manner.

KEY TASKS:

RECRUITMENT

To give advice to Trust Managers and other staff responsible for recruitment and selection on the e-VAF process and the documentation required to advertise a post.

To be responsible for collating the vacancy paperwork and inputting jobs onto ESR and the NHS Jobs website in line with Trust procedures. Ensuring that all the correct documents are received electronically and securely stored.

To record and monitor the Job Vacancies database and to retain Job Descriptions for future recruitment.

To monitor the NHS Jobs website, sending for comments, receiving comments, responding to queries and eliminating inappropriate applications.

To complete longlisting of candidates to ensure they meet the appropriate GMC and minimum criteria before sending for shortlisting.

To liaise with publications for vacancies, which require advertising in the national press or relevant journals. Obtain costings, negotiate deadlines, and agree the proofs.

To monitor the publications expenditure and request further funding as required from the budget holder via the powergate system.

To organise AAC interview panels in accordance with Statutory Instrument, liaising with Royal Colleges and the University of Cambridge, as well as any further regional representatives, as appropriate, and all related paperwork.

To sit on AAC interview panels to give HR support to ensure safe recruitment decisions are made, and all relevant documentation is seen and recorded.

To minute AAC panels and keep accurate records on file.

To set up interviews in conjunction with instructions from the appropriate managers

To send DBS link to candidates under conditional offer, ensuring correct ID documents have been verified before processing. Recording results on candidates paperwork and informing the recruiting manager.

To produce a Certificate of Sponsorship for overseas workers, in accordance with the Home Office guidance and process, and advise managers and candidates of timescales and processes regarding visas.

To process successful candidates paperwork by issuing conditional/unconditional offer letters, requesting/chasing reference requests and ensuring all interview paperwork is fully completed by Managers.

To complete contracts or amendment to contracts for staff depending if they are internal or external after all pre-employment checks are complete and signed off by the recruiting manager.

Answer and deal with telephone calls and personal enquiries, responding where appropriate or relaying to other staff for attention.

To be responsible for ensuring all internal and external recruitment communication is distributed appropriately and dealt with in a timely manner, this includes managing the Recruitment inboxes and Job notifications to candidates and staff panel members.

To maintain the P Forms spreadsheet and ensure P Form copies are placed in the employees e-file.

PAYROLL & CONTRACT ADMINISTRATION

To produce the Terms & Conditions of Employment for new Trust Doctors & Clinical Fellows, ensuring these are issued prior to, or at the latest on the first day of employment.

To assist with inputting all new starter P2 forms into ESR in line with the payroll cut off dates, to ensure new staff are paid on time and at the correct pay point.

To action requests for changes to the Terms & Conditions of Employment by inputting a P3 Form into ESR and producing an Amendment to Contract for the employee where applicable.

To action Leaver notifications in a timely manner to prevent overpayments, by completing and inputting a P4 into ESR. Ensuring copies of the resignation letter and the managers acceptance letters are filed in the e-file.

To be an authorised signatory for payroll forms before sending to payroll

To process all maternity documentation to ensure employees are paid the correct maternity pay and receive the correct amount of leave. To keep both the paper maternity file and the maternity database up to date with the documentation as it is received into HR.

To advise the HR Advisors and Medical Staffing managers on future vacancies due to leavers/maternity/long term sickness.

To chase for outstanding maternity documentation from the employee and/or manager to ensure maternity leave and pay is activated correctly.

To deal with first line payroll queries from managers and employees, liaising with our Payroll provider where necessary to rectify any pay discrepancies.

HR ADVICE

To give advice on the recruitment process, from resignations through to appointment of a new employee.

To give first level HR advice to managers and employees on a range of HR Policies including Annual Leave, Special Leave, Attendance, Retirement and Maternity/Paternity/Adoption leave and entitlements.

To give first level advice on the Junior Doctor, SAS and Consultant Terms and Conditions of Employment.

MEETING SUPPORT

To arrange and conduct Maternity/Adoption chats with staff, giving advice on the employees

entitlements to leave and pay in accordance with Trust Policy and legislation.

To support managers at Stage 1 & 2 Attendance Meetings to ensure the correct process is followed and the appropriate follow up letters are sent.

MISCELLANEOUS

To help cover the HR reception desk in the absence of the HR Receptionist.

General office duties including sorting and distributing post, all personal filing and photocopying.

To behave consistently with the values and beliefs of the organisation, promoting these on a day to day basis.

To act as a role model to other colleagues, always seeking to maintain the highest standards of professionalism

To use initiative and take responsibility for themselves and the quality of their work and the service they provide

To participate in and take responsibility for maintaining the high level of service provided by the HR Department

Any other duties that may be assigned by the HR Advisors/Medical Staffing Manager

Person Specification

Qualifications

Essential

• GCSEs at grade A-C (or equivalent) in English and Maths
• 3 A levels or NVQ Level III
• CIPD Level 3 (or equivalent experience)

Experience

Essential

• Administrative experience
• Experience of working within a team
• Minute / note taking experience
• Experience of working in a busy open plan environment
• Customer service experience

Desirable

• HR experience
• NHS Medical Staffing experience
• Understanding of recruitment processes and basic employment legislation

Skill & Abilities

Essential

• Excellent organisational skills
• Excellent written and verbal communication/interpersonal skills
• Experience of working with MS Word and Excel
• Excellent customer service skills
• Effective time management and prioritisation skills
• Able to work under pressure and met tight deadlines
• Understands the importance of confidentiality and the Data Protection Act 2018
• Excellent level of attention to detail
• Ability to work independently or as an effective member of a team

Desirable

• Demonstrates a flexible approach to work
• Ability to use own initiative
• Decision making
• Ability to assess and resolve problems within the remit of the role, seeking advice and guidance where necessary
• Ability to multitask and prioritise

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 details

Employer name

West Suffolk NHS Foundation Trust

Address

Harwick Lane

Bury St Edmunds

Suffolk

IP33 2QZ

Employer's website

https://www.wsh.nhs.uk (Opens in a new tab)