Job summary
Data and Onboarding team sit within the Lead Employer HR department under the remit of our Service Delivery team. The purpose of the Service Delivery team is to ensure we maintain and deliver a high quality, responsive and customer service focussed approach in all we do and the Data and Onboarding team play a fundamental and important role in the achievement of this.
Day to day the Data and Onboarding team are responsible for all aspects of on-boarding of new trainees, contract Issue, advising payroll of new starter information. As an administrator you would undertake the NHS Employer pre employment checks for all our new starters ensuring each trainee is compliant prior to starting in post.
As an integral member of the Data & Onboarding team you will work alongside administrators who are responsible for your own cohort of trainees and their pre employment checks. You will be their first point of contact and support them through the completion of their checks.
Main duties of the job
What are we looking for?
This role is a perfect opportunity for someone who has a background in recruitment and previous experience of working within the NHS would be desirable, although not essential as full training will be given. You would describe yourself as a having excellent customer service skills, someone who strives to deliver a high-quality service and gains personal satisfaction in supporting others. A well organised person who is able to manage their own time and workload. Be of a proactive nature so you can ensure all deadlines are met. The ability to work with high volumes of correspondence and process documentation in a timely manner.
You will be able to demonstrate a flexible approach to effectively undertake their duties and will also be a self-motivator and display commitment and resilience to ensure professional and efficient advice and support is provided at all times.
The team are responsible for all aspects of on-boarding of new trainees, contract issue, advising payroll of new starter information. As an administrator you would undertake the pre employment checks for all our new starters.
Whilst we do hybrid working we are required to be on-site two days a week, during our busy on-boarding months we are required to be on-site for 5 days a week (Mon-Fri).
For more details on who we are and what we do please visit our website at
https://leademployer.merseywestlancs.nhs.uk/
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
KEY DUTIES
The Employment Services Administrator will perform a number of key duties dependent upon the team dynamics but will be expected to support other ES Teams, within the department, during busy periods. Duties will include:
- Provide administrative support to the Lead Employer Service including the processing and recording of information, communications to key stakeholders and input into Lead Employer information systems.
- Process offers of employment and undertake all necessary pre-employment checks and administration for appointments to Doctors and Dentists in Training posts, escalating any delays in progress.
- Prepare and issue contracts of employment.
- Ensure trainees are hired in ESR and IAT information is captured.
- Liaise with internal and external stakeholders (e.g., Workforce and NHS England Education (NHSE E) Regions) ensuring all data relating to the training programme is recorded and shared appropriately.
- Update management information on the relevant information system for key stakeholders
- Support the Team Leader in ensuring all Trainees are employment compliant which will include Right to Work and Professional Registrations checks.
- Support the wider Employment Services team in checking of governance, data, and payroll reports.
- Ensure the Electronic personal files (EPF) are maintained and up to date.
- Work with the team to promote good practice and improved ways of working.
- Send out communications to stakeholders as required.
- Arrange meetings and events as required.
- Complete audits or surveys as required.
Advisory Services
- Provide basic advice regarding HR policies and procedures, legislation, and terms and conditions of employment including recruitment procedures
Policies and Procedures
- Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary.
- Offer basic advice to Trainees and Students, Host Organisations, NHS England Education Regions, Heads of School, Training Programme Directors and University representatives on the interpretation of policies and procedures.
- Comply with national and local recruitment procedures.
- Adhere to escalation procedures to ensure the timely processing of information including the completion of pre-employment checks by candidates within specific deadlines, and the processing of payroll information to meet required deadlines.
- Ensure all pre-employment checks are carried out for new appointees in line with legal requirements including NHS Employment standards.
- Contribute to the development and review of Lead Employer policies and procedures
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 Lead Employer service.
- Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, NHSE NW, NHSE Midlands, NHSE EOE, NHSE TV, NHSE LaSE, NHSE Y&H, 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/Recruitment 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 pre-employment check data, contact information and sickness absence data.
- 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.
- Undertake and participate in projects as required.
- 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 relevant codes of practice for the role within the NHS.
- Adhere to employment legislation including NHS Employment Check standards
TEACHING & TRAINING RESPONSBILITIES
- Maintain own compliance with the Trusts mandatory and statutory training requirements.
- Demonstrate activities in own area to new staff.
- Develop skills and competencies of self through training and development activities, ensuring that progress is maintained, and future needs identified and actioned.
Job description
Job responsibilities
KEY DUTIES
The Employment Services Administrator will perform a number of key duties dependent upon the team dynamics but will be expected to support other ES Teams, within the department, during busy periods. Duties will include:
- Provide administrative support to the Lead Employer Service including the processing and recording of information, communications to key stakeholders and input into Lead Employer information systems.
- Process offers of employment and undertake all necessary pre-employment checks and administration for appointments to Doctors and Dentists in Training posts, escalating any delays in progress.
- Prepare and issue contracts of employment.
- Ensure trainees are hired in ESR and IAT information is captured.
- Liaise with internal and external stakeholders (e.g., Workforce and NHS England Education (NHSE E) Regions) ensuring all data relating to the training programme is recorded and shared appropriately.
- Update management information on the relevant information system for key stakeholders
- Support the Team Leader in ensuring all Trainees are employment compliant which will include Right to Work and Professional Registrations checks.
- Support the wider Employment Services team in checking of governance, data, and payroll reports.
- Ensure the Electronic personal files (EPF) are maintained and up to date.
- Work with the team to promote good practice and improved ways of working.
- Send out communications to stakeholders as required.
- Arrange meetings and events as required.
- Complete audits or surveys as required.
Advisory Services
- Provide basic advice regarding HR policies and procedures, legislation, and terms and conditions of employment including recruitment procedures
Policies and Procedures
- Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary.
- Offer basic advice to Trainees and Students, Host Organisations, NHS England Education Regions, Heads of School, Training Programme Directors and University representatives on the interpretation of policies and procedures.
- Comply with national and local recruitment procedures.
- Adhere to escalation procedures to ensure the timely processing of information including the completion of pre-employment checks by candidates within specific deadlines, and the processing of payroll information to meet required deadlines.
- Ensure all pre-employment checks are carried out for new appointees in line with legal requirements including NHS Employment standards.
- Contribute to the development and review of Lead Employer policies and procedures
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 Lead Employer service.
- Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, NHSE NW, NHSE Midlands, NHSE EOE, NHSE TV, NHSE LaSE, NHSE Y&H, 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/Recruitment 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 pre-employment check data, contact information and sickness absence data.
- 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.
- Undertake and participate in projects as required.
- 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 relevant codes of practice for the role within the NHS.
- Adhere to employment legislation including NHS Employment Check standards
TEACHING & TRAINING RESPONSBILITIES
- Maintain own compliance with the Trusts mandatory and statutory training requirements.
- Demonstrate activities in own area to new staff.
- Develop skills and competencies of self through training and development activities, ensuring that progress is maintained, and future needs identified and actioned.
Person Specification
Qualifications
Essential
- NVQ Level 3 in administration or equivalent level of knowledge
- IT qualification i.e. RSA 2 or ECDL
Desirable
Knowledge & Skills
Essential
- 1 years administration or customer service experience
- Experience of data processing/excel spreadsheets
Desirable
- Experience of working in a contact centre
- Experience in HR, Employment Services or recruitment
Skills
Essential
- The ability to present data in an informative and user friendly format
- Excellent written and verbal communication skills
- Ability to use initiative
- Ability to maintain strict confidentiality
- The ability to manage own workload and prioritise
- Attention to detail, e.g. data input
- The ability to work in a busy environment and to strict deadlines
- Confident to handle queries from all levels or staff
- Effective organisational skills
- Able to demonstrate a good understanding and working knowledge of I.T systems including Word, Excel, and databases.
Desirable
- Knowledge of HR policies and procedures
Other
Essential
- Self-motivated
- Willingness to learn
- Flexible attitude to work
- Ability to work alone or as part of a team
- Occasional requirements to travel to fulfil requirements of the role
Person Specification
Qualifications
Essential
- NVQ Level 3 in administration or equivalent level of knowledge
- IT qualification i.e. RSA 2 or ECDL
Desirable
Knowledge & Skills
Essential
- 1 years administration or customer service experience
- Experience of data processing/excel spreadsheets
Desirable
- Experience of working in a contact centre
- Experience in HR, Employment Services or recruitment
Skills
Essential
- The ability to present data in an informative and user friendly format
- Excellent written and verbal communication skills
- Ability to use initiative
- Ability to maintain strict confidentiality
- The ability to manage own workload and prioritise
- Attention to detail, e.g. data input
- The ability to work in a busy environment and to strict deadlines
- Confident to handle queries from all levels or staff
- Effective organisational skills
- Able to demonstrate a good understanding and working knowledge of I.T systems including Word, Excel, and databases.
Desirable
- Knowledge of HR policies and procedures
Other
Essential
- Self-motivated
- Willingness to learn
- Flexible attitude to work
- Ability to work alone or as part of a team
- Occasional requirements to travel to fulfil requirements of the role
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
