Job summary
An exciting opportunity has arisen for an Employment Services Apprentice to join our busy Pay & Work Schedules team based at the STEM Building, WA9 1TT An Apprenticeship is a paid job where you learn and gain valuable experience. Alongside on-the-job training from your colleagues, apprentices spend at least 6 hours of their working week learning and studying towards their Apprenticeship through their College, University or Training Provider. By the end of your Apprenticeship, you'll have the right skills, knowledge and behaviour needed for your chosen career.
An Apprenticeship includes:
- Paid employment with holiday leave
- Hands-on-experience in a sector/role of their interest
- 6 hours per week time spent learning towards their Apprenticeship
- Formal assessment which leads to gaining a nationally recognised qualification
This is a fantastic opportunity to gain significant new knowledge, skills and behaviours during your Apprenticeship period. Plus, exposure to a wealth of possibilities for your future career within the St Helens & Knowsley Teaching Hospitals NHS Trust.
This is a Band 2 role under Annex 21 of AFC leading to a Level 3 Apprenticeship qualification. Pay is determined as a percentage of the pay for qualified staff and Annex 21 is applied. (Please see Guide 2021-2022 Annex 21 and National minimum wage v3 document attached.)
This post is offered under Annex 21 AfC Terms & Conditions and National minimum wage, subject to experience, competency and suitability.
Main duties of the job
St Helens and Knowsley Teaching Hospitals NHS Trust's aim is for the Lead Employer Service to be the employer of choice for Doctors & Dentists in Training within the HEE regional programmes across England as a national provider of HR Shared Services. This post is an opportunity to become part of a forward thinking and ambitious team in the delivery of the NHS People plan to support the Junior Doctor Workforce. High levels of customer service and attention to detail are integral to this role and the post holder will be required to always demonstrate these skills to ensure an effective pay and work scheduling service is maintained.
The Lead Employer Service is responsible for the recruitment and employment of doctors and dentists in training.
This role will assist the Employment Services department in the provision of a professional, efficient and integrated employment service to trainees, Host Organisations and the NHSE Regions. It will support the delivery of high levels of customer service to all of Lead Employer's stakeholders, which includes providing HR advice and facilitating correct and timely payment of the trainees.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Job description
Job responsibilities
EMPLOYMENT SERVICES ADMINISTRATION
- Provide administrative assistance to the Lead Employer Service including the processing and recording of information and data input into Lead Employer information systems.
- Work in partnership with the Employment Services team to plan and prioritise own workload. Proactively highlight peaks in work to Employment Services Team Leader as appropriate.
- Answer telephone calls on behalf of the ES team
- Co-ordinate all team emails and answer enquiries were possible
- Administer expenses claim forms and add to relevant system for approval. Support the ES team to ensure work schedules are in place in a timely manner
- Process pay details onto the payroll tracker as directed by the ES Senior Administrator or ES Administrator
- Administer and maintain electronic filing systems (EPF)
- Assist with archiving processes
- Complete audits or surveys as required
- Produce and type documents as requested
- Respond to voicemail queries, relay messages and process requests for information as required.
POLICIES AND PROCEDURES
- Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary.
- Offer basic advice to trainees, Host Organisations, NHSE NW, WM, EOE, EM, TV, Heads of School and Training Programme Directors on policies and procedures.
- Adhere to escalation procedures to ensure the timely processing of information including the completion of travel and relocation expenses.
CUSTOMER SERVICE
- Ensure that all enquiries are handled courteously, effectively, and efficiently, in line with agreed timescales.
- Refer complex queries to the relevant member of the Employment Services team.
- Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, NHSE, Heads of School, and Training Programme Directors.
- Develop and maintain effective internal and external communication networks to support the delivery of the Lead Employer Service.
DATA PROCESSING AND MANAGEMENT INFORMATION
- Enter accurate and timely data onto HR/Workforce information systems as directed, ensuring data quality at all times.
- Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidently and Data Protection policies.
- Process the required data for trainees on the relevant systems including the input of Pay-related claims for expenses.
- Ensure the provision of accurate and timely information as requested.
- Support the team in the achievement of the published performance standards and those contained within the service level agreements.
SERVICE IMPROVEMENT
- Contribute to the achievement of corporate objectives and the Lead Employer Service Level Agreement.
- Contribute to the continuous improvement in the efficiency and effectiveness of the Lead Employer Service.
- Work in partnership with colleagues to optimise opportunities for working collaboratively towards the provision of an integrated employment service.
- Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practice.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- Adhere to the NHS and Trusts code of conduct.
TEACHING & TRAINING RESPONSBILITIES
Responsible for own development, including attendance at mandatory training and continually keep up to date with changes to policies and processes.
Job description
Job responsibilities
EMPLOYMENT SERVICES ADMINISTRATION
- Provide administrative assistance to the Lead Employer Service including the processing and recording of information and data input into Lead Employer information systems.
- Work in partnership with the Employment Services team to plan and prioritise own workload. Proactively highlight peaks in work to Employment Services Team Leader as appropriate.
- Answer telephone calls on behalf of the ES team
- Co-ordinate all team emails and answer enquiries were possible
- Administer expenses claim forms and add to relevant system for approval. Support the ES team to ensure work schedules are in place in a timely manner
- Process pay details onto the payroll tracker as directed by the ES Senior Administrator or ES Administrator
- Administer and maintain electronic filing systems (EPF)
- Assist with archiving processes
- Complete audits or surveys as required
- Produce and type documents as requested
- Respond to voicemail queries, relay messages and process requests for information as required.
POLICIES AND PROCEDURES
- Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary.
- Offer basic advice to trainees, Host Organisations, NHSE NW, WM, EOE, EM, TV, Heads of School and Training Programme Directors on policies and procedures.
- Adhere to escalation procedures to ensure the timely processing of information including the completion of travel and relocation expenses.
CUSTOMER SERVICE
- Ensure that all enquiries are handled courteously, effectively, and efficiently, in line with agreed timescales.
- Refer complex queries to the relevant member of the Employment Services team.
- Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, NHSE, Heads of School, and Training Programme Directors.
- Develop and maintain effective internal and external communication networks to support the delivery of the Lead Employer Service.
DATA PROCESSING AND MANAGEMENT INFORMATION
- Enter accurate and timely data onto HR/Workforce information systems as directed, ensuring data quality at all times.
- Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidently and Data Protection policies.
- Process the required data for trainees on the relevant systems including the input of Pay-related claims for expenses.
- Ensure the provision of accurate and timely information as requested.
- Support the team in the achievement of the published performance standards and those contained within the service level agreements.
SERVICE IMPROVEMENT
- Contribute to the achievement of corporate objectives and the Lead Employer Service Level Agreement.
- Contribute to the continuous improvement in the efficiency and effectiveness of the Lead Employer Service.
- Work in partnership with colleagues to optimise opportunities for working collaboratively towards the provision of an integrated employment service.
- Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practice.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- Adhere to the NHS and Trusts code of conduct.
TEACHING & TRAINING RESPONSBILITIES
Responsible for own development, including attendance at mandatory training and continually keep up to date with changes to policies and processes.
Person Specification
Qualifications
Essential
- Educated to GCSE Grade C/4 in English and Maths and/or equivalent qualification or experience. For those with an education, health and care plan or legacy statement, the Apprenticeship's English and maths minimum requirement is Entry Level 3. A British Sign Language (BSL) qualification is equivalent to the English qualification for those whose primary language is BSL.
- Commitment to and completion of the Level 3 Business Administration Apprenticeship qualification
Desirable
- 3-5 further GCSEs at C/4 or above (or equivalent)
Knowledge & Experience
Essential
- IT skills with knowledge and experience of Microsoft Office package
- Exercises proactivity and good judgement when making decisions
- Builds and maintains positive relationships within their own team and across the organisation
Skills
Essential
- Ability to use own initiative and show resilience
- Demonstrates good communication skills with agility and confidence when communicating
- Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines
Other
Essential
- Always comply with Trust policies and procedures at all times
Desirable
- Is able to accept and deal with changing priorities related to both their own work and to the organisation
Person Specification
Qualifications
Essential
- Educated to GCSE Grade C/4 in English and Maths and/or equivalent qualification or experience. For those with an education, health and care plan or legacy statement, the Apprenticeship's English and maths minimum requirement is Entry Level 3. A British Sign Language (BSL) qualification is equivalent to the English qualification for those whose primary language is BSL.
- Commitment to and completion of the Level 3 Business Administration Apprenticeship qualification
Desirable
- 3-5 further GCSEs at C/4 or above (or equivalent)
Knowledge & Experience
Essential
- IT skills with knowledge and experience of Microsoft Office package
- Exercises proactivity and good judgement when making decisions
- Builds and maintains positive relationships within their own team and across the organisation
Skills
Essential
- Ability to use own initiative and show resilience
- Demonstrates good communication skills with agility and confidence when communicating
- Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines
Other
Essential
- Always comply with Trust policies and procedures at all times
Desirable
- Is able to accept and deal with changing priorities related to both their own work and to the organisation
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.
