The Data and Onboarding team sits within the Lead Employer HR department under the remit of our HR Operations team. The purpose of the HR Operations team is to ensure we maintain and deliver a high quality, responsive and customer service focussed approach in all we do and the Data and Onboarding team play a fundamental and important role in the achievement of this.
Day to day the Data and Onboarding team are responsible for all aspects of on-boarding of new trainees including, contract Issue, advising payroll of new starter information. As an administrator you would undertake the pre employment checks to NHS Employment Check Standards for all of our new starters ensuring each trainee is compliant prior to starting in post.
As an integral member of the Data & Onboarding team you will work alongside administrators who are responsible for their own cohort of trainees and corresponding pre employment checks. You will be their first point of contact and support applicants through the completion of their checks.
Interview Date - To Be Confirmed
The JD & PS are currently under AfC review and are subject to change.
This role is a perfect opportunity for someone who has a background in recruitment 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 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.
The team are responsible for all aspects of on-boarding of new trainees including contract issue and advising payroll of new starter information. As an administrator you would undertake the pre employment checks for all our new starters.
Whilst we work to a hybrid working model the team are required to be on-site two days a week, during our busy on-boarding months the team are required to be on-site for 5 days a week (Mon-Fri).
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 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, freeing up space for more unwell patients. 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
KEY DUTIES
The Employment Services Administrator will perform a number of key duties dependent upon the team dynamics but will be expected to support other ES Teams, within the department, during busy periods. Duties will include:
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, escalating any delays in progress.
Prepare and issue contracts of employment.
Ensure trainees are hired in ESR and IAT information is captured.
Liaise with internal and external stakeholders (e.g., Workforce and NHS England Education (NHSE E) Regions) ensuring all data relating to the training programme is recorded and shared appropriately.
Update management information on the relevant information system for key stakeholders
Support the Team Leader in ensuring all Trainees are employment compliant which will include Right to Work and Professional Registrations checks.
Support the wider Employment Services team in checking of governance, data, and payroll reports.
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.
Complete audits or surveys as required.
Advisory Services
Provide basic advice regarding HR policies and procedures, legislation, and terms and conditions of employment including recruitment procedures.
Policies and Procedures
Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary.
Offer basic advice to Trainees and Students, Host Organisations, NHS England Education Regions, Heads of School, Training Programme Directors and University representatives on the interpretation of policies and procedures.
Comply with national and local recruitment procedures.
Adhere 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 to meet required deadlines.
Ensure all pre-employment checks are carried out for new appointees in line with legal requirements including NHS Employment standards.
Contribute to the development and review of Lead Employer policies and procedures.
Customer Service
Ensure that all enquiries are handled courteously, effectively and efficiently, in line with agreed timescales.
Refer complex queries to the relevant member of the Lead Employer service.
Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, NHSE NW, NHSE Midlands, NHSE EOE, NHSE TV, NHSE LaSE, NHSE Y&H, 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.
Data Processing and Management Information
Enter accurate and timely data onto HR/Workforce/Recruitment information systems as directed ensuring data quality at all times
Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidently and Data Protection policies
Process the required data for trainees on the relevant systems including the input of pre-employment check data, contact information and sickness absence data.
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.
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.
Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practice.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
Adhere to the relevant codes of practice for the role within the NHS.
Adhere to employment legislation including NHS Employment Check standards.
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.
