Employment Services Administrator - Onboarding & Data Management Team

Employment Services Administrator - Onboarding & Data Management Team (NHS AfC: Band 3, Contract: Permanent, Hours: Part time - 22.5 hrs per week, Job ref 605-A) - Site: Jubilee Court, Town St Helens - Salary: £25,760 - £27,476 per annum (Pro Rata, Yearly) - Closing date: 28/07/:59

Job overview

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 maintain and deliver a high quality, responsive, customer service focussed approach in all we do. The Data & Onboarding team plays a fundamental role in achieving this objective. Day to day, the team is responsible for all aspects of onboarding new trainees, including contract issue, advising payroll of new starter information, and carrying out pre employment checks to NHS Employment Check standards.

Key duties

• Support the Lead Employer Service by processing and recording information, communicating with stakeholders and inputting data into information systems.
• Process offers of employment and complete all pre employment checks and administration for appointments to Doctors and Dentists in Training posts, escalating any delays.
• 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) to record and share training programme data.
• Update management information for key stakeholders.
• Support the Team Leader in ensuring all trainees are employment compliant (Right to Work and Professional Registrations checks).
• Assist wider Employment Services team in governance, data and payroll reporting.
• Maintain Electronic Personal Files (EPF).
• Promote good practice and improvement within the team.
• Send out communications to stakeholders; arrange meetings and events; complete audits or surveys as required.

Advisory services

• Provide basic advice on HR policies, procedures, legislation and terms and conditions of employment.

Policies and procedures

• Ensure work complies with Trust policies and procedures.
• Offer advice on policy interpretation to trainees, host organisations, NHS Education Regions, Heads of School and Training Directors.
• Follow national and local recruitment procedures.
• Adhere to escalation procedures to ensure timely processing of pre employment checks and payroll information.
• Ensure completion of pre employment checks in line with legal requirements including NHS Employment standards.
• Contribute to development and review of Lead Employer policies and procedures.

Customer service

• Handle enquiries courteously, effectively and within agreed timescales.
• Refer complex queries to relevant Lead Employer service members.
• Maintain relationships with stakeholders and internal/external communication networks.
• Enter accurate data onto HR/Workforce/Recruitment information systems; ensure data quality.
• Secure information in line with Records Management, Information Governance, Caldicott, Confidentiality and Data Protection policies.
• Support team to meet performance standards and service level agreements.

Service improvement

• Contribute to corporate objectives and the Lead Employer Service Level Agreement.
• Drive continuous improvement of the Lead Employer Service.
• Partner with colleagues to optimise integrated employment services.
• Participate in projects as required.
• Take responsibility for own development, including mandatory training and keeping up to date with employment legislation.

Clinical & professional responsibilities

• Adhere to NHS codes of practice and employment legislation.
• Follow NHS Employment Check standards.

Teaching & training responsibilities

• Maintain compliance with Trust mandatory and statutory training.
• Demonstrate activities to new staff.
• Develop own skills and competencies through training and development activities.

Qualifications

• NVQ Level 3 in administration or equivalent knowledge.
• IT qualification (e.g., RSA 2 or ECDL).
• Customer Care NVQ.

Knowledge & skills

• Experience in administration or customer service.
• Data processing / Excel spreadsheets.
• Contact centre experience.
• HR, Employment Services or recruitment experience.

Additional skills

• Ability to present data informatively and user friendly.
• Excellent written and verbal communication skills.
• Initiative and confidentiality.
• Workload management and prioritisation.
• Ability to work under strict deadlines in a busy environment.
• Effective organisational skills.
• Proficiency with Word, Excel and databases.
• Knowledge of HR policies and procedures.

Other attributes

• Self motivated.
• Willingness to learn.
• Flexible attitude.
• Ability to work alone or as part of a team.
• Occasional travel as required.

Equality, diversity and inclusion

We actively cultivate a professional environment of fairness, equality, dignity and respect for all individuals. All applicants are welcome irrespective of race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage, civil partnership or pregnancy. We are a Disability Confident Leader and provide interview opportunities for disabled applicants and armed forces veterans under the Guaranteed Interview Scheme.

We are committed to protecting the rights of applicants and maintaining anonymity throughout the selection process.

Contact and application notes

Applicants requiring disability reasonable adjustments should contact . For visa information and sponsorship eligibility, please refer to the Trust website.