Job summary
Our Recruitment Team is expanding and working hard to recruit important roles to help deliver a good service within the Ambulance Trust.
We are looking for a competent Administrator who enjoys multi-tasking to support the team.
Last year we recruited over 1,000 people to join our ever growing teams and we anticipate that it will be a similar number this year! The Recruitment Teams in Newbury and Bicester manage the recruitment for our patient facing roles across the Trust, and all ad-hoc specialist or senior recruitment.
Are you:
- Looking for an admin-based role in a busy environment?
- Wanting to work for an organisation where you can really make a difference?
- Looking for a new challenge?
- Comfortable using spreadsheets and learning new systems?
This could be the perfect role for you, so please apply today.
Full time, 37.5 hours a week, Monday - Friday with the occasional Saturdays (approx. 1 weekend day every 4-6 weeks). The team are currently working a split office/home based arrangement so you must be comfortable working remotely in addition to office based (minimum 2 days per week in the office). We are expecting to continue to work in a hybrid fashion, but there may be options available for those who prefer to work predominantly in the office. The continuation of the hybrid working situation is dependent on future SCAS policies and may be subject to change in the future.
During the training period you will need to be in the office full time. This could be for the first 6-8 weeks.
The team covers the entire SCAS geographical area and you will need to be able to travel to other locations to attend and support at recruitment events such as open days and assessments.
Main duties of the job
The role includes the coordination and administration of pre-employment checks, such as verifying ID, requesting and processing references, arranging Occupational Health Assessments, organising new starter packs, photocopying, filing and speaking to people either face to face or over the telephone.
Recruitment or NHS experience is not essential but would be a bonus.
Experience of dealing with people on the phone and by e-mail, working with Excel and other systems and experience of working in a busy, high-volume environment are all essential.
The ideal candidate will be used to dealing with sensitive information in a diplomatic and professional manner with the ability to have challenging conversations on occasion and be comfortable working in a very process-driven environment with strict protocols to adhere to.
Please refer the person specification and job description for more information. When shortlisting for this role, we will be looking for people to meet all the essential criteria. Please clearly state how you meet these on your application form.
About us
Benefits we offer:
- Full training and support when you join and ongoing throughout your employment with us.
- Holiday entitlement is 27 days rising to 29 days after 5 years and 33 days after 10 years, plus 8 bank holidays (pro rata for part time).
- Enrolment into the NHS Pension Scheme.
- Access to continual professional development and opportunities within SCAS and the NHS.
- Occupational Health support along with an Employee Assistance Programme.
- NHS Discounts in over 200+ stores including Holidays, Days out, Car insurance, Restaurants and Clothing.
About Us
South Central Ambulance Service NHS Foundation Trust provides a range of emergency, urgent care and non-emergency healthcare services, along with commercial logistics services.
The Trust delivers most of these services to the populations of Berkshire, Buckinghamshire, Hampshire and Oxfordshire as well as non-emergency patient transport services in Surrey and Sussex.
We serve a population of over 7 million and answer over 500,000 urgent calls a year. We employ 4,551 staff who, together with over 1,100 volunteers, enable us to operate 24 hours a day, seven days a week.
Job description
Job responsibilities
OVERALL PURPOSE/ROLE SUMMARY:To provide an efficient and effective recruitment administration support in line with the NHS Employers Standards, employment law and Trust policies and procedures to the Recruitment Team and be responsible for sending out and chasing up pre-employment checks for applicants.
To provide excellent customer service to ensure recruitment queries are resolved in a timely manner.
MAIN DUTIES AND RESPONSIBILITIES:
You will ensure completion of all candidate recruitment checks in line with NHS Employers standards, employment law and Trust policy and procedure. Including but not limited to: identity checks, professional registration and qualification check, employment history and reference check, right to work, occupational health assessment, DBS, Fit and Proper person test.
You will escalate issues to the relevant Recruitment Co-ordinator and Recruiting Manager where there are issues relating to any pre-employment checks that could affect the candidates conditional offer.
Save all relevant paperwork/documents in the appropriate candidate files according to protocols.
Apply in a timely manner via the online system for the DBS checks.
Add candidates to the online occupational health system and check progress of appointments and outcomes.
Send out invitation e-mails to candidates for interviews or assessments.
Assist with putting together terms and conditions and returning to the Recruitment Co-ordinator.
Enter data onto internal spreadsheets and systems in an accurate and timely manner to ensure recruitment key performance indicators are achieved.
Prioritise own workload to ensure candidates are on track with our key performances indicators.
Keep candidates and line managers up to date with progress as required.
Support recruiting managers to ensure that the recruitment process is fair, transparent and that reasonable adjustments are accommodated where we are able to do so.
Keep up to date with new Recruitment and HR related policies and procedures that affect this role.
Work with a high level of accuracy to ensure that all work produced is of the highest possible quality.
Prepare interview packs for assessments and other interviews and distribute accordingly.
Attend and assist in person at Assessment Days and Recruitment Events across SCAS.
Participate and support the HR Directorate in recruitment activities outside of normal day to day recruitment administration, including: recruitment campaigns, meetings, recruitment events as required to represent the Recruitment Team, job fairs, careers forums.
Monitor and maintain the Recruitment and Bank inboxes on a rota based system, responding to enquiries in an appropriate and timely manner.
Provide cover for other administrators in periods of absence.
Utilise NHS Jobs and Trac and send closed adverts to review and updating pre-employment checks.
Check Trac messages and respond in a timely manner.
Take minutes at team meetings and circulate.
Check ESR for candidate information.
Check candidate files for completion and ensure that they are in line with NHS Employers Standards.
Liaise with Recruitment Co-ordinators to understand the recruitment requirements and assist with developing recruitment plans and support with recruitment process.
Ensure recruitment documentation is produced and provided in an accurately and timely manner.
Support the Recruitment Team by answering emails, telephone and face to face queries.
**Please note that the closing date given is a guide. We reserve the right to close this vacancy when we have received sufficient applications.
Job description
Job responsibilities
OVERALL PURPOSE/ROLE SUMMARY:To provide an efficient and effective recruitment administration support in line with the NHS Employers Standards, employment law and Trust policies and procedures to the Recruitment Team and be responsible for sending out and chasing up pre-employment checks for applicants.
To provide excellent customer service to ensure recruitment queries are resolved in a timely manner.
MAIN DUTIES AND RESPONSIBILITIES:
You will ensure completion of all candidate recruitment checks in line with NHS Employers standards, employment law and Trust policy and procedure. Including but not limited to: identity checks, professional registration and qualification check, employment history and reference check, right to work, occupational health assessment, DBS, Fit and Proper person test.
You will escalate issues to the relevant Recruitment Co-ordinator and Recruiting Manager where there are issues relating to any pre-employment checks that could affect the candidates conditional offer.
Save all relevant paperwork/documents in the appropriate candidate files according to protocols.
Apply in a timely manner via the online system for the DBS checks.
Add candidates to the online occupational health system and check progress of appointments and outcomes.
Send out invitation e-mails to candidates for interviews or assessments.
Assist with putting together terms and conditions and returning to the Recruitment Co-ordinator.
Enter data onto internal spreadsheets and systems in an accurate and timely manner to ensure recruitment key performance indicators are achieved.
Prioritise own workload to ensure candidates are on track with our key performances indicators.
Keep candidates and line managers up to date with progress as required.
Support recruiting managers to ensure that the recruitment process is fair, transparent and that reasonable adjustments are accommodated where we are able to do so.
Keep up to date with new Recruitment and HR related policies and procedures that affect this role.
Work with a high level of accuracy to ensure that all work produced is of the highest possible quality.
Prepare interview packs for assessments and other interviews and distribute accordingly.
Attend and assist in person at Assessment Days and Recruitment Events across SCAS.
Participate and support the HR Directorate in recruitment activities outside of normal day to day recruitment administration, including: recruitment campaigns, meetings, recruitment events as required to represent the Recruitment Team, job fairs, careers forums.
Monitor and maintain the Recruitment and Bank inboxes on a rota based system, responding to enquiries in an appropriate and timely manner.
Provide cover for other administrators in periods of absence.
Utilise NHS Jobs and Trac and send closed adverts to review and updating pre-employment checks.
Check Trac messages and respond in a timely manner.
Take minutes at team meetings and circulate.
Check ESR for candidate information.
Check candidate files for completion and ensure that they are in line with NHS Employers Standards.
Liaise with Recruitment Co-ordinators to understand the recruitment requirements and assist with developing recruitment plans and support with recruitment process.
Ensure recruitment documentation is produced and provided in an accurately and timely manner.
Support the Recruitment Team by answering emails, telephone and face to face queries.
**Please note that the closing date given is a guide. We reserve the right to close this vacancy when we have received sufficient applications.
Person Specification
Qualifications and Training
Essential
- 3 GCSEs (or equivalent) at C or above, including English Language. Demonstrable experience will also be considered.
- Qualification in computer literacy e.g. ECDL, RSA3 or NVQ3, (or demonstrable evidence of experience)
Desirable
- Microsoft Word and Excel training
Knowledge and Experience
Essential
- Previous office/administration experience including letter writing, filing, photocopying, Scanning
- Previous customer service experience, including dealing with people over the phone and/or face to face.
- Advanced knowledge of Windows package, including Word, Excel, PowerPoint and Outlook (e-mail).
- Experience of using databases or spreadsheets
Desirable
- Recruitment administration experience
- Experience of dealing with references and pre-employment checks
- NHS experience
- Experience of using NHS systems such as ESR or NHS Jobs
Person Specification
Qualifications and Training
Essential
- 3 GCSEs (or equivalent) at C or above, including English Language. Demonstrable experience will also be considered.
- Qualification in computer literacy e.g. ECDL, RSA3 or NVQ3, (or demonstrable evidence of experience)
Desirable
- Microsoft Word and Excel training
Knowledge and Experience
Essential
- Previous office/administration experience including letter writing, filing, photocopying, Scanning
- Previous customer service experience, including dealing with people over the phone and/or face to face.
- Advanced knowledge of Windows package, including Word, Excel, PowerPoint and Outlook (e-mail).
- Experience of using databases or spreadsheets
Desirable
- Recruitment administration experience
- Experience of dealing with references and pre-employment checks
- NHS experience
- Experience of using NHS systems such as ESR or NHS Jobs
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.
