Job summary
The Lead Employer is a unique NHS function. Our primary role is to be responsible for the end to end employment of c.13,500 Doctors and Dentists in Training across the North West, Midlands, Yorkshire & Humber, East of England, Thames Valley and London and South East all managed from our base here in St Helens.
The service is comprised of a large team which is split into four key areas; Human Resources, Payroll, Health Work & Wellbeing and Finance all which work alongside external colleagues such as NHS England Education, hospital Trusts, primary care and Local Authority settings.
The Employment Operations team sit within the Lead Employer HR department under 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 focused approach in all we do and the team play a fundamental and important role in the achievement of this.
Day to day theEmployment Operations team are responsible for processing contractual changes in line with pay deadlines and providing support and advice on matters relating to terms and conditions of service to colleagues and stakeholders both internally and externally.
As an integral member of the Employment Operations team you will work alongside administrators who are responsible for your own cohort of colleagues in training and their contractual needs. You will be their first point of contact and support them throughout their training programme journey
Main duties of the job
Please note the JD and PS are under AfC review
This role is a perfect opportunity for someone who has a background in HR administration 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 the 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.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
Please note, this post may close earlier than advertised if a sufficient number of applications are received.
The Employment Operations team has recently been created following a merge of two operational teams and therefore the job description is currently being reviewed. A summary of administration duties include the following:
- 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. Where issues are raised in relation to any preemployment checks, ensure these are escalated appropriately
- Prepare contracts of employment
- Ensure trainees are hired in ESR and IAT information is captured
- Liaise with Internal and external stakeholders (e.g., Workforce and Health Education Regions) to ensure that rotations are received as per agreed deadlines and upload into relevant information system for keystakeholders
- Update management information on the relevant information system for key stakeholders
- Ensure that work schedules are in place and actioned as required
- Inform colleagues in training of allocated placements and provide Host Organisations with details.
- Process maternity/paternity leave shared parental leave requests, flexible working requests, pay protection and changes to contracts of employment.
- Ensure that ESR and the payroll tracker is actioned in a timely manner
- Process removal and travel expenses for authorisation by the relevant member of the Lead Employer team
- Support the Team Leader in ensuring all colleagues in trainings compliance records are maintained including obtaining up to date documentation for work permits and professional registration
- Support the team in checking of governance, reconciliation and payroll reports
- Monitor and process ARCPs (Annual Review of Competence Progression) as required
- 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
- Take minutes at meetings as requested
- Complete audits or surveys as required
Job description
Job responsibilities
Please note, this post may close earlier than advertised if a sufficient number of applications are received.
The Employment Operations team has recently been created following a merge of two operational teams and therefore the job description is currently being reviewed. A summary of administration duties include the following:
- 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. Where issues are raised in relation to any preemployment checks, ensure these are escalated appropriately
- Prepare contracts of employment
- Ensure trainees are hired in ESR and IAT information is captured
- Liaise with Internal and external stakeholders (e.g., Workforce and Health Education Regions) to ensure that rotations are received as per agreed deadlines and upload into relevant information system for keystakeholders
- Update management information on the relevant information system for key stakeholders
- Ensure that work schedules are in place and actioned as required
- Inform colleagues in training of allocated placements and provide Host Organisations with details.
- Process maternity/paternity leave shared parental leave requests, flexible working requests, pay protection and changes to contracts of employment.
- Ensure that ESR and the payroll tracker is actioned in a timely manner
- Process removal and travel expenses for authorisation by the relevant member of the Lead Employer team
- Support the Team Leader in ensuring all colleagues in trainings compliance records are maintained including obtaining up to date documentation for work permits and professional registration
- Support the team in checking of governance, reconciliation and payroll reports
- Monitor and process ARCPs (Annual Review of Competence Progression) as required
- 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
- Take minutes at meetings as requested
- Complete audits or surveys as required
Person Specification
Qualifications
Essential
- NVQ Level 3 in administration or equivalent level of knowledge
- IT qualification i.e. RSA 2 or ECDL
Desirable
Knowledge & Experience
Essential
- Experience of working in administration
- Experience of working in a customer service environment
- Experience of data processing/excel spreadsheets
Desirable
- Experience in HR, Employment Services or recruitment
Skills
Essential
- 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
Other
Essential
- Occasional requirements to travel to fulfil requirements of 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 & Experience
Essential
- Experience of working in administration
- Experience of working in a customer service environment
- Experience of data processing/excel spreadsheets
Desirable
- Experience in HR, Employment Services or recruitment
Skills
Essential
- 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
Other
Essential
- Occasional requirements to travel to fulfil requirements of 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.
