• Are you able work under pressure and meet tight deadlines?
• Do you have an eye for detail with good organisation skills?
• Are you a good communicator and able to form good relationships with managers?
If the answer is yes, then we have the job for you!
We are looking for an administrator to work within our resourcing team, this vacancy is fixed term for 9 months.
You will need to be organised and have the ability to work on multiple data bases, including ESR (electronic staff record), TRAC (our vacancy advertising site), the NHS spine and SMS (the home office website for visa applications) to name but a few. When we recruit we see the vacancy through from advertising to start date, this includes conditional offers, ID checks, references, occupational health, DBS and right to work checks ensuring NHS standards are always met.
We are a friendly but small and extremely busy team so you must be a team player helping colleagues when deadlines are drawing near. Accuracy is essential in this role as we are processing staff pay, new starter paperwork, contracts and advertising.
To provide an effective, efficient and accurate administration service in terms of recruitment, processing staff paperwork and registration authority (RA) ensuring that a high level of customer service is provided.
So what else?
• This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused - you’ll even have the opportunity to become an MCH shareholder.
• We encourage staff to get involved in exploring new ways of working and service development.
• We’ll provide well established, in-service training, one to one supervision, and appraisals with regular support.
• You’ll be able to develop your skills in a friendly and supportive team.
Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.
The small print
• Informal visits can be arranged on request.
• We will offer you the choice of two pension schemes; the NHS Pension scheme and the scottish widows group pension scheme.
• MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.
1. Communication and relationship skills
• Excellent communication skills, both verbal and written.
• To be the first line of contact for managers and staff enquiring about recruitment, Electronic Staff Records (ESR) and RA (smartcards), providing a courteous, responsible and professional service.
• Exercise diplomacy, tact and ensuring confidentiality when dealing with staff and members of the public.
• To ensure all incoming telephone enquiries are responded to in a helpful and efficient manner, taking action as appropriate and using initiative to resolve any problems promptly.
• To deal diplomatically and sensitively to staff or members of the public as required
2. Knowledge, training and experience
• The post holder will have NVQ level 3 in administration / customer care or the equivalent experience.
• Experience of working in a human resources department and / or a confidential environment.
• Good interpersonal skills.
• Good computer skills including Word and other related packages.
• Experience of using e-recruitment systems (Trac / NHS Jobs) and/or ESR.
• Excellent time management skills and ability to prioritise own work.
• Ability to work to tight deadlines, reacting efficiently to queries.
• Awareness of equality and diversity issues within the NHS
3. Analytical and judgement skills
• Ability to respond to routine enquiries on recruitment to staff and members of the public.
• Ability to identify any potential problems affecting customer service, taking action to resolve where possible and flagging it to colleagues within the resourcing and wider HR team.
• Using initiative to resolve day to day problems as they arise, working without close supervision within the boundaries of the job and referring to colleagues for guidance where necessary.
4. Planning and organisational skills
• High level of personal planning and organisation to ensure recruitment and payroll deadlines are achieved.
• Process vacancy authorisation requests ensuring correct authorisation is in place and adverts are in line with corporate style.
• Place advertisem*nt on the e-recruitment systems (Trac and NHS Jobs) taking follow up action as required.
• Process recruitment relating to shortlisting, interviews and appointment of successful candidates; this will include taking up references, occupational health, identity, right to work, professional registration and criminal records checks (DBS).
• RA agent responsible for ID checking and the issue of smartcards.
• Produce contract of employment for new staff within the legally required timeframe of 8 weeks from commencement.
5. Physical skills
• Advanced keyboard skills for data entry and paperwork processing with high level of accuracy and attention to detail.
• Use of ESR, e-recruitment systems and the NHS Digital Spine portal.
6. Responsibility for patient / client care
• Contact with patients is incidental.
• Contact with service users (recruiting managers, MCH staff and candidates) will be face to face and via email and telephone.
7. Responsibility for policy and service development implementation
• As part of the resourcing team, responsibility to identify, recommend and implement any improvements to processes, to facilitate continuous improvement in service.
• To incorporate feedback on own administrative services in evaluation process and identify and address any opportunities for improvements.
• Adheres to MCH policies, signposting others as required.
• Adheres to MCH procedures, advising on resourcing team procedures as required.
Full JD can be found in the attachments
This advert closes on Wednesday 3 Jul 2024
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.
