Employment Services Senior Administrator - On-Boarding Team

Mersey and West Lancashire Teaching Hospitals NHS Trust

2mo ago

Job
Full-time
Junior Level
Customer Relations
People, HR & Administration

AI generated summary

You need 2+ years in HR/support services, NVQ Level 3, strong Excel skills, excellent communication, and ability to adapt in a fast-paced environment. Supervisory experience is a plus.
You will ensure effective communication, assess pay protection, advise trainees, process pre-employment checks, monitor compliance, support service improvements, and maintain accurate records.

Requirements

The successful candidate will have a minimum of two years' experience within a HR or support services environment, will be able to demonstrate a flexible approach to effectively undertake their duties.
They will also be a self-motivator and display commitment and resilience to ensure a professional and efficient service is maintained.
If you enjoy working in a fast paced and challenging environment where data quality and methodical use of Excel is key, then we would like to hear from you.
Skills Essential
Excellent written and verbal communication skills
Desirable
Knowledge of HR policies and procedures
Knowledge of medical and dental and Agenda for Change (AfC) terms and conditions of employment
Qualifications Essential
NVQ Level 3 in administration or equivalent qualification and/ or level of knowledge
Desirable
Customer Care NVQ
Operations/ Departmental Manager Level 5 apprenticeship or willingness to undertake.
Knowledge & Experience Essential
Minimum 2 years' experience within HR/customer service environment.
Experience of HR systems for collating data and reporting
Experience in providing advice on policies and procedures
Experienced in the use of MS Excel & Data base systems and data processing
Desirable
Experience of day-to-day supervision of team members including work allocation
Experience of providing advice on NHS terms and conditions of employment and Right to Live and Work Legislation for overseas trainees.
Qualities/ Attributes Essential
Occasional requirements to travel to fulfil requirements of the role

Responsibilities

Ensure good and professional communication pathways are maintained within the respective teams, trainees and the wider stakeholder groups including NHSE, GMC and BMA Acting as an advocate for the service.
Assess and calculate pay protection for Doctors and Dentists in training (final sign off by On-Boarding Team Manager / Medical Workforce Advisor if required)
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, work schedules, excess mileage, and removals (including sign off where required) and terms and conditions of employment escalating any major concerns to the Team Manager.
Adhering to escalation procedures to ensure the timely processing of information including the processing of pre-employment documents to meet required deadlines.
Ensure that correct Right to Live and Work is obtained.
Communicate effectively with Host Organisations to ensure that timely information regarding new starters from outside the UK and any potential delay to commencement in training.
Undertake advisory sessions for trainees to provide information and advice on queries regarding their pre-employment checks status.
Responsible for ensuring that all required actions for trainees are processed onto the relevant systems including, salary information, ESR, Contracts and pre-employment checks.
Ensure that all trainees have completed pre-employment checks to NHS standards prior to commencement in their post.
Ensure all overseas trainees have the correct Right to Live and Work documentation and provide advice and guidance to trainees prior to arrival into UK.
Ensure that the monitoring of regular workforce reports on new starters i.e., compliance, and Inter Deanery Transfers, are actioned.
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.
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.
Support and participate in regular team meetings.
Ensure diplomacy when liaising with senior internal and External stakeholders being sensitive to needs whilst maintaining a high level of professionalism.
Work with the Team Leader to ensure work is distributed across the on-boarding team in line with roles and responsibilities of each team member and the needs of the service.
Ensure the effective organisation and prioritisation of the administrators within your areas of responsibility and to provide support across the service to other areas when required.
Support the Team Leader & Team Manager in the identification of service improvements and actively participate in ensuring any actions are put into practise.
Support the Lead employer in the administration of risk management, information governance, compliance, and audits.
Ensure information recorded in ESR Is accurate and entered in a timely manner.
Actively participate in projects as required, e.g., trainee survey, audit feedback and Standard Operating Procedure reviews.
Monitor and ensure compliance with monthly deadlines including, ESR reports such as Woven, Date of Birth Verified report and any other reports relating to on-boarding processes as well as adhering to payroll deadlines specifically in relation to hiring of new starters.
Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other teams.
Make and receive phone calls, being flexible and using initiative and judgement when handing enquiries. Act and provide feedback as appropriate, ensuring that appropriate messages are relayed and/or that appropriate action is taken.
Work without supervision, responsible for organising own day to day work. Using sound judgement to seek advice or alert Managers to issues.
Take every reasonable opportunity to maintain and improve professional knowledge.
Participate in personal objective setting and review, including creation of a personal development plan.

FAQs

What is the main responsibility of the Employment Services Senior Administrator?

The main responsibility is to ensure the delivery of a professional, efficient recruitment service for Doctors and Dentists in Training and other staff contracted by the Lead Employer, while managing non-standard cases and maintaining high levels of customer service.

What qualifications are required for the Employment Services Senior Administrator position?

A minimum of NVQ Level 3 in administration or an equivalent qualification is essential. Additionally, a Customer Care NVQ and/or an Operations/Departmental Manager Level 5 apprenticeship is desirable.

How much experience is needed for this role?

A minimum of two years' experience within an HR or customer service environment is required.

Will the role require knowledge of HR policies and procedures?

Yes, knowledge of HR policies and procedures is desirable for this position.

What data management skills are necessary for this role?

Experience in the use of HR systems for collating data and reporting, as well as proficiency in MS Excel and database systems, is essential.

Is there a requirement for travel in this position?

Yes, there may be occasional requirements to travel to fulfill the role's responsibilities.

What type of work environment can I expect in this position?

You can expect a fast-paced and challenging environment that emphasizes data quality and methodical use of Excel.

What are the typical working hours for this position?

This position is full-time, but specific working hours may vary and would typically align with standard NHS administrative hours.

Is there an opportunity for career progression within this role?

Yes, there may be opportunities for career progression, particularly for those who actively participate in service improvements and personal development plans.

What types of stakeholders will I be communicating with in this role?

You will be communicating with various stakeholders, including Trainees, Host Organisations, NHS England Education, Heads of School, and Training Programme Directors.

Mersey and West Lancashire Teaching Hospitals NHS Trust

Science & Healthcare

Industry

5001-10,000

Employees

2019

Founded Year

Mission & Purpose

Mersey and West Lancashire Teaching Hospitals NHS Trust offers a wide range of healthcare services across Merseyside and West Lancashire. Their mission is to provide high-quality, patient-centered care while fostering education and research. They focus on delivering excellence in clinical care, improving patient outcomes, and advancing medical knowledge through teaching and innovation.