Employment Services Team Leader (Annex 21)

Job description

Job responsibilities

Co-ordination, Control & Supervision

• The Employment Services Team Leader will ensure that:
• They work with the Employment Services Team Manager to draw up an accurate activity plan and thereafter work with the Team to deliver and maintain that plan.
• Work is distributed across the team in line with roles and responsibilities of each team member and the needs of the service.
• Have a comprehensive understanding of the employment of doctors and dentists in training, interpreting national codes of practice, terms and conditions of employment and Trust policies and procedures for all Lead Employer stakeholders.
• The Standard Operating Procedures are adhered to, and work is undertaken in the timescales required, taking any remedial action required to ensure compliance.
• The quality of service is maintained at a high level, taking any remedial action required to ensure compliance.
• Production and delivery of a high-quality customer service ensuring communications both verbal and written are delivered in line with the trust values and behaviours.
• All team members conduct themselves in an efficient and professional manner.
• Concerns are effectively managed as they arise, escalating any significant concerns to the HR Team Manager
• Team meetings are conducted as required with the assistance of the HR Helpdesk Team Manager.
• Adhering to escalation procedures to ensure the timely processing of information.
• As an experienced professional you will be used to managing complex queries and have a flexible approach with the ability to function effectively in a fast-paced environment with excellent interpersonal skills to deal with many people at all levels. You will have the ability to maintain a professional and pleasant demeanour, have excellent organisational skills and the ability to multi- task.
• Duties described are not exhaustive and may be varied from time to time. The values of Mersey & West Lancashire Teaching Hospitals NHS Trust are integral to the way you are expected to perform.

Advisory Services

• Provide comprehensive advice regarding the employment of doctors and dentists in training, interpreting national codes of practice, terms and conditions of employment and Trust policies and procedures for all Lead Employer stakeholders.
• Advising trainees and host organisations on employment issues including pay, pay protection, pre-employment checks, rotations, leave entitlements, excess mileage and removals (including sign off where required) and terms and conditions of employment escalating any major concerns to the relevant Manager.
• Liaise with Host Organisations to advise on restrictions to practice for trainees and ensure where possible, they are accommodated and required support mechanisms are implemented.

Policies and Procedures

• Support Host Organisations, Heads of School and Training Programme Directors in the understanding of policies and procedures including Attendance Management, Maternity, Paternity and Adoption, Special Leave, this includes working with the Case Management team on sensitive matters.
• Adhering 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 including work schedules to meet required deadlines.
• Ensure all pre-employment checks are carried out for all new appointees in line with legal requirements including NHS Employment standards.
• Ensure that were relevant all trainees receive a work schedule.
• Contribute to the development and review of Lead Employer processes.

Account Management

• Attend meetings with internal and external stakeholders such as NHS England, to ensure relevant administrative information regarding the employment of trainees is shared between the organisations and appropriate actions are agreed and implemented
• Liaise with Heads of Schools and Training Programme Directors to maintain effective working relationships, keeping them informed of any relevant recruitment and employment issues regarding their specialty.
• Communicate effectively with Host Organisations to ensure the timely and accurate transfer of information during the pre-employment and employment of trainees.
• Undertake advisory sessions for trainees to provide information and advice on queries regarding their employment.

Customer Service

• Ensure that all enquiries are handled courteously, effectively and efficiently, in line with agreed timescales by Employment services Administrators.
• Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, 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.
• Support Lead Employer events including careers events and Training Programme Director information events as required.
• Seek customer service feedback from designated areas of responsibility and make recommendations to the Lead Employer management team based on feedback.

Data Processing and Management Information

• Responsible for ensuring that all required actions for trainees are processed onto the relevant systems including termination of leavers, salary information and pre-employment check data in a timely manner.
• Ensure that all trainees have work schedules prior to commencement in their next rotation and that additional elements are appropriately applied to trainees and communicated to payroll for processing.
• Ensure banding information is received from Host Organisations, appropriately applied to residents and communicated to Payroll for processing.
• Ensure that the monitoring of regular workforce reports on contractual matters i.e. compliance, employment checks, fixed term contracts and attendance management and action any required actions.
• Responsible for the analysis of routine compliance reports and to ensure trainees provide information required to evidence compliance i.e. renewed professional registration and Right to Live and Work permits.
• 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.
• Review routine reports of changes to contracts and ensure the provision of revised terms and conditions of employment and those changes are communicated to Payroll for processing.
• Maintain a record of all flexible working applications including OOP and LTFT and provide reports as requested by the management team.

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.

CLINICAL & PROFESSIONAL RESPONSIBILITIES

• Adhere to the NHS and Trusts code of conduct.
• Keep abreast of relevant terms and conditions and basic employment law.

ADMINISTRATIVE RESPONSIBILITIES

• Oversee the preparation of contracts of employment and amendments to contracts and ensure they are issued to trainees within required deadlines.
• Ensure all rotation information is received from NHS England and other sources and is processed and communicated within required deadlines to all relevant Lead Employer stakeholders.
• Liaise with Health, Work and Wellbeing to ensure necessary health checks are undertaken and communicate with Host Organisations thereby ensuring that any required additional support is provided for both new starters and existing trainees as required.
• Check and authorised payroll amendments as required.
• Support the development and maintenance of the Lead Employer website, working with colleagues to develop and update content
• Produce high quality written correspondence including letters and e-mails, in line with corporate communications guidance and Trust policies and procedures.
• Complete audits or surveys as required

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

Desirable

• Customer Care NVQ
• Operations/Departmental Manager Level 5 Apprenticeship or willingness to undertake

Knowledge & Experience

Essential

• Substantial experience within HR/customer service and/or Resourcing team
• Experience of HR systems for collating data and reporting
• Experience in providing advice on policies and procedures
• Experienced in the use of MS Word, Excel and data processing

Desirable

• Experience of day to day supervision of team members including work allocation
• Experience of providing advice on terms and conditions of employment

Skills

Essential

• Excellent written and verbal communication skills
• Ability to use initiative and take ownership of issues.
• Ability to maintain strict confidentiality
• The ability to empathise and handle sensitive issues
• The ability to manage own workload, prioritise and provide cover when necessary
• Attention to detail
• Ability to identify and solve problems, awareness of when to escalate to management.
• Ability to provide team training sessions as appropriate
• The ability to work in a busy environment and to strict deadlines
• Confident to handle queries from internal and external stakeholders
• Effective organisational skills

Desirable

• Knowledge of HR policies and procedures
• Knowledge of medical and dental terms and conditions of employment

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.

Employer details

Employer name

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Jubilee Court

Waterside

St Helens

WA9 1TT

Employer's website

https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)