Job summary
We have an exciting opportunity to join the Resourcing team as an administrator, We are looking to recruit an administrator who is passionate about customer service and has an eye for attention to detail.
The successful applicants would be based at St Richards Hospital in Chichester with occasional travel across all University Hospitals Sussex Sites.
Please note there is an identical advert to be based at Princess Royal, Haywards Heath, if you wish to be considered for this post you do not need to submit an additional application for this post.
Main duties of the job
Support delivery of an efficient and effective Resourcing service, ensuring the recruitment processes are administered in accordance with the NHS Employers standards and Trust Policies.
Work in close partnership with the wider People Directorate and Resourcing Management team to ensure that the Resourcing Administration processes are responsive, consistent and delivered in a professional and timely manner.
Maintain confidentiality at all times.
About us
Join us at UHSussex, every day is different, you can be the change, better never stops
At UHSussex we're proud to be at the heart of the NHS. As one of the UK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Improving lives: We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put our Patient First. Our mission is summed up by our 'where better never stops' motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our wellbeing programme for staff which is extensive and designed to support you when you need it because we know that to look after others we must first look after ourselves.
Job description
Job responsibilities
- Support the Resourcing Team Managers & Coordinators to ensure timely contact is made with all new starters to ensure pre-employment checks are undertaken as early as possible and prior to commencement in post, including licence to attends, Honorary Contracts and bank staff.
- Prepare advertisements and publish on relevant job boards to include review and re-drafting adverts, checking Job Descriptions and Person Specifications for apparent inaccuracies and co-ordinating vacancy files, to include vacancy job description/person specification, additional information and equal opportunities data.
- Support the advert placement/interview administration/pre-employment clearance/induction administration and on boarding for all new staff
- Manage the return of documentation relating to the above using relevant systems (e.g. Trac)
- Ensuring each new starter has accurate information on the Recruitment File to support data held within the electronic staff (ESR) record.
- Filing and archiving of confidential documentation.
- Support the Resourcing Coordinators in providing a proactive response when answering queries and giving basic advice on terms and conditions of service using tact, diplomacy and persuasive skills where necessary, face to face (in person or virtually) and by the telephone.
Full details can be found on the attached Job description.
Job description
Job responsibilities
- Support the Resourcing Team Managers & Coordinators to ensure timely contact is made with all new starters to ensure pre-employment checks are undertaken as early as possible and prior to commencement in post, including licence to attends, Honorary Contracts and bank staff.
- Prepare advertisements and publish on relevant job boards to include review and re-drafting adverts, checking Job Descriptions and Person Specifications for apparent inaccuracies and co-ordinating vacancy files, to include vacancy job description/person specification, additional information and equal opportunities data.
- Support the advert placement/interview administration/pre-employment clearance/induction administration and on boarding for all new staff
- Manage the return of documentation relating to the above using relevant systems (e.g. Trac)
- Ensuring each new starter has accurate information on the Recruitment File to support data held within the electronic staff (ESR) record.
- Filing and archiving of confidential documentation.
- Support the Resourcing Coordinators in providing a proactive response when answering queries and giving basic advice on terms and conditions of service using tact, diplomacy and persuasive skills where necessary, face to face (in person or virtually) and by the telephone.
Full details can be found on the attached Job description.
Person Specification
Experience and Qualifiactions
Essential
- Knowledge of Recruitment / HR systems and procedures
- Demonstrated commitment to customer service
- Demonstrated experience of Information Technology such as databases, Microsoft Word, Excel, PowerPoint, Access, Outlook and the internet.
- Experience of using word-processing packages to produce correspondence.
- Willingness to develop own knowledge and skills and undertake training for the role.
Desirable
- CIPD Level 3
- HR and/or Recruitment experience in the NHS.
- Knowledge of ESR and Trac
Skills
Essential
- Able to build positive relationships with managers and colleagues
- Accurate data entry skills
- Effective communication and interpersonal skills with the ability to meet deadlines in co-operation with others as part of a team
- Experience in managing multiple tasks and prioritising workload to match management objectives
- Fully conversant on Microsoft office software Ability to process personal and sensitive information accurately in line with GDPR and Information Governance
- Adaptable, flexible and innovative approach to working.
- To be tactful and professional when dealing with sensitive issues, ensuring confidentiality at all times.
- Ability to work without supervision for periods of time.
Freedom to act
Essential
- Demonstrate ability to apply HR policies and procedures
Person Specification
Experience and Qualifiactions
Essential
- Knowledge of Recruitment / HR systems and procedures
- Demonstrated commitment to customer service
- Demonstrated experience of Information Technology such as databases, Microsoft Word, Excel, PowerPoint, Access, Outlook and the internet.
- Experience of using word-processing packages to produce correspondence.
- Willingness to develop own knowledge and skills and undertake training for the role.
Desirable
- CIPD Level 3
- HR and/or Recruitment experience in the NHS.
- Knowledge of ESR and Trac
Skills
Essential
- Able to build positive relationships with managers and colleagues
- Accurate data entry skills
- Effective communication and interpersonal skills with the ability to meet deadlines in co-operation with others as part of a team
- Experience in managing multiple tasks and prioritising workload to match management objectives
- Fully conversant on Microsoft office software Ability to process personal and sensitive information accurately in line with GDPR and Information Governance
- Adaptable, flexible and innovative approach to working.
- To be tactful and professional when dealing with sensitive issues, ensuring confidentiality at all times.
- Ability to work without supervision for periods of time.
Freedom to act
Essential
- Demonstrate ability to apply HR policies and procedures
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.
