Job summary
We are looking for anexperienced administration assistantwith excellent interpersonal skills to join the general recruitment team and help to provide an efficient and effective recruitment and administration service to the Trust.
As part of the wider HR team, we manage all non-medical, substantive, temporary and voluntary recruitment, across all locations, from processing candidate applications, through to completing all employment checks, all before the new employee starts with us.
Based out of the Royal Blackburn Teaching Hospital site, this role is the first point of contact for our busy, fast paced general recruitment team and will involve working closely with and supporting our team of Recruitment Administrators.
Main duties of the job
With a range of administrative tasks to complete as well as liaising with candidates, hiring managers and colleagues, the role will require both face-to-face and over the phone contact.
Duties will include:
- Undertaking face to face pre-employment check meetings with candidates
- Ensuring efficient and accurate completion of safe recruitment procedures e.g. checking the authenticity of documents and candidates legal right to work in the UK.
- Taking telephone messages, disseminating information and ensuring that the appropriate action is taken
- Maintaining accurate records and filing systems
- Inputting and maintaining data in our applicant management system and other systems
- Preparing standard letters and contracts in line with employment legislation and maintaining the Trust's policies and procedures.
This role will offer good grounding and experience within a HR office environment.
The post is for 37.5 hours a week, Monday to Friday 8.30am to 4.30pm.
Please ensure in the additional information of the application form you clearly state what you know regarding recruitment in the NHS.
About us
Established in 2003 East Lancashire Hospitals NHS Trust (ELHT) is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen.
Our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 700,000 patients a year from the most serious of emergencies to planned operations and procedures. We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements.
Job description
Job responsibilities
Duties will include:
RECRUITMENT
- Act as a point of contact for applicants prior to commencement of employment.
- Assisting with the recruitment process in respect of requesting and chasing documents as necessary, undertaking identity checks and attendance at recruitment events.
- Undertaking pre-employment check appointments with candidates
- Preparing, processing and issuing recruitment related correspondence and documentation (e.g. e-mails, standard letters such as amendments to contracts) in a timely manner and in line with employment legislation and maintaining the Trusts policies and procedures.
- Participate in meetings and activities relating to the recruitment processes and support the implementation of change.
- Provide support and cover for recruitment team colleagues as required.
- Providing assistance and support to various tasks as directed by the Non-Medical Recruitment Business Partner/Assistant Resourcing Manager/ Non-Medical Recruitment Team Leader.
SYSTEMS
- Inputting and maintaining data in our applicant management system and other systems, including the entry of data on to ESR (Electronic Staff Record) system.
- Maintain departmental filing systems and records ensuring that information can be retrieved quickly and efficiently.
GENERAL
- Open, sort and deal with incoming mail on a daily basis to ensure deadlines are met.
- Be responsible for the ordering of stationary ensuring that adequate stock levels are maintained and that regular stock takes are carried out.
- Provide day to day administrative support to the team and managers.
- Answer all telephone calls in a prompt and efficient manner, dealing with all queries where appropriate or referring them to the Recruitment Team or Assistant Resourcing Manager.
- Taking telephone messages, disseminating information and ensuring that the appropriate action is taken.
- Ensure staff and members of the public are dealt with professionally, courteously, diplomatically and efficiently; escalating any complex queries.
- To provide other administrative duties commensurate with the grade of the post.
- Develop effective working relationships with key stakeholders to ensure the provision of a seamless and professional recruitment service to managers within the Trust.
- Undertake any other duties and responsibilities as deemed necessary by the Assistant Resourcing Manager.
- This job description is not meant to be exhaustive and can be altered in consultation with the Post holder and Managers.
The person
- We are looking for someone who has a professional manner and is used to working in a customer driven environment.
- A competent administrator with excellent attention to detail and able to multitask, manage and prioritise an unpredictable and frequently interrupted busy workload.
- Extensive use of Microsoft Office including Word, Excel, Access, Outlook, PowerPoint along with other software packages is required.
- Must be able to work as part of a team, communicate well with managers, colleagues and the general public particularly in respect of sensitive issues.
- Ability to adapt to changing environment and changing methods of working using initiative.
- Motivated and enthusiastic
- Good written and verbal communication skills and happy to be the first point of contact for the teams telephone calls
- Ensure that confidentiality is maintained at all times.
- Ability to produce accurately typed and photocopied documents efficiently and to high standard
Job description
Job responsibilities
Duties will include:
RECRUITMENT
- Act as a point of contact for applicants prior to commencement of employment.
- Assisting with the recruitment process in respect of requesting and chasing documents as necessary, undertaking identity checks and attendance at recruitment events.
- Undertaking pre-employment check appointments with candidates
- Preparing, processing and issuing recruitment related correspondence and documentation (e.g. e-mails, standard letters such as amendments to contracts) in a timely manner and in line with employment legislation and maintaining the Trusts policies and procedures.
- Participate in meetings and activities relating to the recruitment processes and support the implementation of change.
- Provide support and cover for recruitment team colleagues as required.
- Providing assistance and support to various tasks as directed by the Non-Medical Recruitment Business Partner/Assistant Resourcing Manager/ Non-Medical Recruitment Team Leader.
SYSTEMS
- Inputting and maintaining data in our applicant management system and other systems, including the entry of data on to ESR (Electronic Staff Record) system.
- Maintain departmental filing systems and records ensuring that information can be retrieved quickly and efficiently.
GENERAL
- Open, sort and deal with incoming mail on a daily basis to ensure deadlines are met.
- Be responsible for the ordering of stationary ensuring that adequate stock levels are maintained and that regular stock takes are carried out.
- Provide day to day administrative support to the team and managers.
- Answer all telephone calls in a prompt and efficient manner, dealing with all queries where appropriate or referring them to the Recruitment Team or Assistant Resourcing Manager.
- Taking telephone messages, disseminating information and ensuring that the appropriate action is taken.
- Ensure staff and members of the public are dealt with professionally, courteously, diplomatically and efficiently; escalating any complex queries.
- To provide other administrative duties commensurate with the grade of the post.
- Develop effective working relationships with key stakeholders to ensure the provision of a seamless and professional recruitment service to managers within the Trust.
- Undertake any other duties and responsibilities as deemed necessary by the Assistant Resourcing Manager.
- This job description is not meant to be exhaustive and can be altered in consultation with the Post holder and Managers.
The person
- We are looking for someone who has a professional manner and is used to working in a customer driven environment.
- A competent administrator with excellent attention to detail and able to multitask, manage and prioritise an unpredictable and frequently interrupted busy workload.
- Extensive use of Microsoft Office including Word, Excel, Access, Outlook, PowerPoint along with other software packages is required.
- Must be able to work as part of a team, communicate well with managers, colleagues and the general public particularly in respect of sensitive issues.
- Ability to adapt to changing environment and changing methods of working using initiative.
- Motivated and enthusiastic
- Good written and verbal communication skills and happy to be the first point of contact for the teams telephone calls
- Ensure that confidentiality is maintained at all times.
- Ability to produce accurately typed and photocopied documents efficiently and to high standard
Person Specification
Application Form
Essential
- What you know regarding recruitment in the NHS.
- Experience of working in a highly customer focused environment
- Experience of working in a busy, fast paced administration office
- Board range of admin skills - data input, record keeping etc
- Excellent verbal and written communication skills
- Ability to organise and plan work effectively when dealing with constant interruptions
- Ability to work as part of a team
- Self-motivated and enthusiastic
- Attention to detail and high level of accuracy
- Good interpersonal skills
- Ability to deal with personal and confidential issues
- Ability to be proactive and support change
- Computer literate - proficient in office packages
Desirable
- Able to work on own initiative and problem
- Influencing skills
Person Specification
Application Form
Essential
- What you know regarding recruitment in the NHS.
- Experience of working in a highly customer focused environment
- Experience of working in a busy, fast paced administration office
- Board range of admin skills - data input, record keeping etc
- Excellent verbal and written communication skills
- Ability to organise and plan work effectively when dealing with constant interruptions
- Ability to work as part of a team
- Self-motivated and enthusiastic
- Attention to detail and high level of accuracy
- Good interpersonal skills
- Ability to deal with personal and confidential issues
- Ability to be proactive and support change
- Computer literate - proficient in office packages
Desirable
- Able to work on own initiative and problem
- Influencing skills
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).
