Job summary
THIS ADVERT IS ONLY OPEN TO STAFF CURRENTLY EMPLOYED BY MID AND SOUTH ESSEX INTEGRATED CARE BOARD (ICB), ESSEX PARTNERSHIP UNIVERSITY NHS FOUNDATION TRUST (EPUT) AND MID AND SOUTH ESSEX UNIVERSITY NHS FOUNDATION TRUST (MSEFT).
APPLICATIONS OUTSIDE OF THESE ORGANISATIONS WILL NOT BE ACCEPTED.
The Mid and South Essex Integrated Care System (ICS) brings
together key health, care, community and voluntary sector organisations across
the area. One such example of our collaborative work is our HCA Academy, an ICS
initiative between Essex Partnership University Hospital Trust (EPUT) and Mid
and South Essex NHS Foundation Trust (MSEFT) which will model a one workforce
cross system approach to the recruitment, education and experience of
Healthcare Assistants (HCA) .
The Health Care Assistant (HCA) Recruitment and Retention Administrator will play a key part in this project by providing administrative support throughout the entire recruitment process from attraction through to onboarding and retention. You will be responsible for supporting and collaborating with the team to deliver an effective recruitment and retention service and providing an efficient customer-focused service which meets the needs of both applicants and the clinical areas and will act as a supportive link between the new starter and the service they have been recruited into.
Predominantly home working with some working across Mid Essex and our Basildon office.
Main duties of the job
You will need to be well-organised, self-motivated with strong communication skills and the ability to remain calm under pressure. Experience of the TRAC recruitment system and ESR would be an advantage, as well as knowledge of recruitment and retention issues in the NHS.
Main Responsibilities:
- Accurately advertising job vacancies using various innovative methods.
- Planning and coordinating system wide recruitment events, advising on the most effective ways of attracting candidates.
- Analysing data and monitoring expenditure to evaluate the success and cost effectiveness of recruitment campaigns and events.
- Engage with potential candidates, screening applications and maintaining talent pools.
- Ensuring all recruitment processes follow the NHS Employers standards.
- Use feedback and workforce data to plan and implement retention initiatives to support our HCAs develop and thrive in their roles.
- Support the Retention Lead to develop and implement HCA related retention strategies and plans.
- Act as the administrative link between the onboarding and induction teams.
- Providing pastoralsupport to HCA's throughout the onboarding experience and their employee lifecycle.
Interviews to take place across 28th and 29th May.
About us
Mid and South Essex ICB is a statutory organisation responsible for the planning and delivery of local health and care services, across Mid and South Essex and is part of the wider integrated care system. Integrated Care Systems (ICSs) are partnerships of health and care organisations that come together to plan and deliver joined up services and to improve the health of people who live and work in their area. The headquarters for the organisation is Phoenix Court, Basildon, but there is a hybrid model of working, which includes working across Mid and South Essex and home working.
We are passionate about creating an inclusive workplace that promotes and values diversity. We know through experience that the different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers better patient outcomes. We welcome applications regardless of peoples age, disability, sex, gender, identity and gender expression, sexual orientation, race or ethnicity, religion or belief. We have policies and procedures in place to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustment for people who have a disability. We would also encourage applicants to raise any personal circumstances they would like us to be aware of so that we can consider possible adjustments.
Unfortunately, the organisation does not have a Sponsorship licence.
Job description
Job responsibilities
ROLE PURPOSE / SUMMARY
The Mid and South Essex Integrated Care System will comprise the Integrated Care Board (ICB), which is the statutory body for the NHS, and the Integrated Care Partnership (ICP), which is a committee of the ICB, and brings together key health, care, community and voluntary sector organisations across the area.
The HCA development programme is a joint initiative between Essex Partnership University Hospital Trust (EPUT) and Mid and South Essex NHS Foundation Trust (MSEFT) and will model a one workforce cross system approach to the recruitment, education and experience of Healthcare Assistants (HCA), establishing a career framework that supports retention in the role and a supported progression into apprenticeships for our population.
The HCA Recruitment Administrator role will sit within EPUT as part of a centralised resourcing team that will support recruitment initiatives on behalf of both EPUT and MSEFT and will provide administrative support throughout the entire recruitment process from attraction through to onboarding. The post holder will be responsible for supporting and collaborating with the team to deliver an effective recruitment service and providing an efficient customer-focused service which meets the needs of both applicants and the clinical areas.
Working autonomously, the post holder will be responsible for providing support and advice to managers and candidates during all resourcing processes including advising on recruitment queries, retention, payroll and workforce issues. The post holder will also be responsible for the issuing of formal documentation together with employment contracts, screening Job Descriptions and Person Specifications before advertisement and ensuring all payroll documentation is completed and submitted in the required timescales.
KEY DELIVERABLES
Work with the HCA Recruitment and Retention Lead and HCA Marketing and Attraction Lead to plan and develop a range of engaging and innovative approaches to maximise the reach of our HCA recruitment.
Support with the planning, coordinating and delivery of mass recruitment campaigns as appropriate.
Working with Recruiting Managers to ensure HCA roles are filled in a timely manner.
Undertake the organisation of interviews to maximise availability and sit on panels as required with a member of the clinical team
Investigate and develop new and innovative approaches and evaluate their success.
Support the delivery of the relevant project plans within the timescales and quality measures identified.
Plan own workload ensuring key stakeholders are involved and maintain effective communication whilst ensuring a professional, responsive and efficient service is delivered.
Recruitment Administration
The post holder will be required to have accuracy and attention to detail regarding entering details and data entered into the ESR system, payroll forms and NHS Jobs. As a system expert they will manage, review and maintain TRAC recruitment system for all HCA roles and undertake recruitment administration duties including:
- Accurately advertising job vacancies using various innovative methods.
- Planning and coordinating recruitment events, advising on the most effective ways of attracting candidates
- Working with and providing advice to the Marketing Lead to ensure strategic recruitment campaigns target key areas and to create effective marketing strategies.
- Analysing data and monitoring expenditure to evaluate the success and cost effectiveness of recruitment campaigns and events.
- Engage with potential candidates, screening applications and maintaining talent pools.
- Ensuring all recruitment processes follow the NHS Employers standards
- Ensuring the correct DBS procedure is followed for all new starters.
- Ensuring that all ID documentation for employees is checked in line with NHS Employment Check standards and Home Office regulations.
- Taking responsibility for candidate engagement through the recruitment process and being first point of contact for all TRAC related queries.
- Data cleansing and validating current recruitment information for weekly and monthly reporting.
- Undertaking weekly audits of recruitment files ensuring all documents in place and accurate
- Issuing Contracts of Employment to new employees following NHS standard/guidance regarding terms of salary and recognised service
- Ensuring that all new starters are hired on ESR system and booked on induction.
- Providing advice to recruiting Managers on all pre-employment checks and where necessary provide relevant advice and support for withdrawing offers of employment where unsatisfactory checks are received in line with relevant employment legislation.
- To act as an authorised signatory for payroll documentation
- Identify and implement any process improvements to ensure the recruitment procedures are continuously improved.
- Run and provide reports where required, translating complex information into the appropriate format for target audiences
Communications and Relationships
- Maintain regular contact with hiring Managers and applicants.
- Deal with telephone enquiries and face to face contact, resolving routine enquiries, directing calls to the appropriate person, taking accurate messages, initiating action where appropriate and exercising initiative and using empathy and tact at all times.
- Provide Managers with regular updates in relation to ongoing resourcing matters and work in partnership with them to assist and support them with any queries
- Maintain all outgoing and incoming communication and admin, whilst ensuring efficiency and correctness with regards to the information.
- Manage relevant email inbox. Responding to / forwarding emails in the mailbox in a timely manner.
- Use initiative and make judgments to resolve queries in relation to all issues.
Information Systems
- To use current recruitment systems optimally to maximise efficiency and reduce recruitment time to hire
- Maintain ESR (Electronic Staff Records) computerised information systems throughout the recruitment process from start to finish.
- Using the appropriate guidance and technology (TrustID) to support accurate checking of documents, including; verification of identity, right to work in the UK, escalating to the Recruitment Manager/ any errors, issues or omissions
- To conduct and complete the request process in User Identity Manager system electronically for the generation of a Smart Card for new entrants. This will enable the new entrant to access the computer systems linked to the position that they have been offered
- To process applications for Work Permits, using the UK Visa and Immigration Authority(UKVI) management system (SMS) ensuring that correct procedures are followed.
- To provide ad-hoc reports as and when required.
Due to the nature of this project, the above duties are not exhaustive and may evolve to meet the dynamic needs of both organisations.
Job description
Job responsibilities
ROLE PURPOSE / SUMMARY
The Mid and South Essex Integrated Care System will comprise the Integrated Care Board (ICB), which is the statutory body for the NHS, and the Integrated Care Partnership (ICP), which is a committee of the ICB, and brings together key health, care, community and voluntary sector organisations across the area.
The HCA development programme is a joint initiative between Essex Partnership University Hospital Trust (EPUT) and Mid and South Essex NHS Foundation Trust (MSEFT) and will model a one workforce cross system approach to the recruitment, education and experience of Healthcare Assistants (HCA), establishing a career framework that supports retention in the role and a supported progression into apprenticeships for our population.
The HCA Recruitment Administrator role will sit within EPUT as part of a centralised resourcing team that will support recruitment initiatives on behalf of both EPUT and MSEFT and will provide administrative support throughout the entire recruitment process from attraction through to onboarding. The post holder will be responsible for supporting and collaborating with the team to deliver an effective recruitment service and providing an efficient customer-focused service which meets the needs of both applicants and the clinical areas.
Working autonomously, the post holder will be responsible for providing support and advice to managers and candidates during all resourcing processes including advising on recruitment queries, retention, payroll and workforce issues. The post holder will also be responsible for the issuing of formal documentation together with employment contracts, screening Job Descriptions and Person Specifications before advertisement and ensuring all payroll documentation is completed and submitted in the required timescales.
KEY DELIVERABLES
Work with the HCA Recruitment and Retention Lead and HCA Marketing and Attraction Lead to plan and develop a range of engaging and innovative approaches to maximise the reach of our HCA recruitment.
Support with the planning, coordinating and delivery of mass recruitment campaigns as appropriate.
Working with Recruiting Managers to ensure HCA roles are filled in a timely manner.
Undertake the organisation of interviews to maximise availability and sit on panels as required with a member of the clinical team
Investigate and develop new and innovative approaches and evaluate their success.
Support the delivery of the relevant project plans within the timescales and quality measures identified.
Plan own workload ensuring key stakeholders are involved and maintain effective communication whilst ensuring a professional, responsive and efficient service is delivered.
Recruitment Administration
The post holder will be required to have accuracy and attention to detail regarding entering details and data entered into the ESR system, payroll forms and NHS Jobs. As a system expert they will manage, review and maintain TRAC recruitment system for all HCA roles and undertake recruitment administration duties including:
- Accurately advertising job vacancies using various innovative methods.
- Planning and coordinating recruitment events, advising on the most effective ways of attracting candidates
- Working with and providing advice to the Marketing Lead to ensure strategic recruitment campaigns target key areas and to create effective marketing strategies.
- Analysing data and monitoring expenditure to evaluate the success and cost effectiveness of recruitment campaigns and events.
- Engage with potential candidates, screening applications and maintaining talent pools.
- Ensuring all recruitment processes follow the NHS Employers standards
- Ensuring the correct DBS procedure is followed for all new starters.
- Ensuring that all ID documentation for employees is checked in line with NHS Employment Check standards and Home Office regulations.
- Taking responsibility for candidate engagement through the recruitment process and being first point of contact for all TRAC related queries.
- Data cleansing and validating current recruitment information for weekly and monthly reporting.
- Undertaking weekly audits of recruitment files ensuring all documents in place and accurate
- Issuing Contracts of Employment to new employees following NHS standard/guidance regarding terms of salary and recognised service
- Ensuring that all new starters are hired on ESR system and booked on induction.
- Providing advice to recruiting Managers on all pre-employment checks and where necessary provide relevant advice and support for withdrawing offers of employment where unsatisfactory checks are received in line with relevant employment legislation.
- To act as an authorised signatory for payroll documentation
- Identify and implement any process improvements to ensure the recruitment procedures are continuously improved.
- Run and provide reports where required, translating complex information into the appropriate format for target audiences
Communications and Relationships
- Maintain regular contact with hiring Managers and applicants.
- Deal with telephone enquiries and face to face contact, resolving routine enquiries, directing calls to the appropriate person, taking accurate messages, initiating action where appropriate and exercising initiative and using empathy and tact at all times.
- Provide Managers with regular updates in relation to ongoing resourcing matters and work in partnership with them to assist and support them with any queries
- Maintain all outgoing and incoming communication and admin, whilst ensuring efficiency and correctness with regards to the information.
- Manage relevant email inbox. Responding to / forwarding emails in the mailbox in a timely manner.
- Use initiative and make judgments to resolve queries in relation to all issues.
Information Systems
- To use current recruitment systems optimally to maximise efficiency and reduce recruitment time to hire
- Maintain ESR (Electronic Staff Records) computerised information systems throughout the recruitment process from start to finish.
- Using the appropriate guidance and technology (TrustID) to support accurate checking of documents, including; verification of identity, right to work in the UK, escalating to the Recruitment Manager/ any errors, issues or omissions
- To conduct and complete the request process in User Identity Manager system electronically for the generation of a Smart Card for new entrants. This will enable the new entrant to access the computer systems linked to the position that they have been offered
- To process applications for Work Permits, using the UK Visa and Immigration Authority(UKVI) management system (SMS) ensuring that correct procedures are followed.
- To provide ad-hoc reports as and when required.
Due to the nature of this project, the above duties are not exhaustive and may evolve to meet the dynamic needs of both organisations.
Person Specification
Knowledge / understanding
Essential
- Knowledge of end to end recruitment process including Employment Law in relation to recruitment
- Awareness of data protection regulations and requirements.
- Able to plan, prioritise, implement and meet targets in a complex and pressured environment whilst maintaining attention to detail
Experience
Essential
- Previous experience of working in a busy recruitment, HR or customer service environment
- Proven experience of successfully managing high volumes of work activity within challenging timescales
- Experienced and proficient in the use of the Microsoft Office packages including Excel, PowerPoint and Word
Skills
Essential
- Able to work without constant supervision
- Excellent customer service skills and an ability to build positive relationships with people at all levels and disciplines
- Ability to prioritise workload working within a demanding service
Qualifications
Essential
- To be educated to NVQ Level 4 or equivalent, or equivalent level of relevant experience
Partnership Working / Leadership Management
Essential
- Ability to work and effectibly communicate with individuals at all levels from junior to senior staff
- Able to work as part of a team
- Ability to recognise and adapt to different ways of working across different partner organisations
Person Specification
Knowledge / understanding
Essential
- Knowledge of end to end recruitment process including Employment Law in relation to recruitment
- Awareness of data protection regulations and requirements.
- Able to plan, prioritise, implement and meet targets in a complex and pressured environment whilst maintaining attention to detail
Experience
Essential
- Previous experience of working in a busy recruitment, HR or customer service environment
- Proven experience of successfully managing high volumes of work activity within challenging timescales
- Experienced and proficient in the use of the Microsoft Office packages including Excel, PowerPoint and Word
Skills
Essential
- Able to work without constant supervision
- Excellent customer service skills and an ability to build positive relationships with people at all levels and disciplines
- Ability to prioritise workload working within a demanding service
Qualifications
Essential
- To be educated to NVQ Level 4 or equivalent, or equivalent level of relevant experience
Partnership Working / Leadership Management
Essential
- Ability to work and effectibly communicate with individuals at all levels from junior to senior staff
- Able to work as part of a team
- Ability to recognise and adapt to different ways of working across different partner organisations
