Job summary
Join our friendly and supportive Quality and People Team. Were looking for a well-organised and enthusiastic assistant to join our Quality and People Team. This is a fantastic opportunity to join a friendly and professional team that makes a real difference across the organisation.
In this role, you will provide administrative support for our recruitment and HR functions, ensuring processes run efficiently. Youll coordinate recruitment and onboarding, maintain accurate employee records, and respond to candidate and colleague queries.
Youll support recruitment activities including preparing and advertising vacancies, coordinating interviews, assisting with pre-employment checks, and helping with onboarding new starters.
In return, youll benefit from a welcoming team, opportunities for development, and access to a full range of NHS employee benefits.
This role is for 30 hours per week.
Main duties of the job
You will provide high-quality administrative support to the People and Recruitment team, ensuring an efficient, effective, and confidential service across workforce-related activities.
The post holder will support the day-to-day running of the recruitment and HR functions through strong organisation, effective communication, and accurate record-keeping. Responsibilities will include supporting recruitment processes, maintaining employee records, responding to candidate queries, and directing managers and colleagues to the appropriate HR or Recruitment contacts as needed.
By maintaining strong working relationships and upholding professional standards of confidentiality and customer service, the role will contribute to the wider success of the Quality and People Directorate.
Part time hours are available and will be considered to cover Monday Friday; flexible working patterns can be considered.
We adopt a hybrid approach to our roles that are supportive of flexible working; there will be a mixture of home and on site working.
About us
ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.
We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.
At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.
We encourage you to apply as early as possible as this job may close earlier than the advertised closing date once enough applications have been received.
Please note:
Under current UK immigration rules, this role does not meet the eligibility
requirements for sponsorship under either the Health and Care Worker visa or
the Skilled Worker visa routes.
Job description
Job responsibilities
RECRUITMENT & ONBOARDING SUPPORT
To provide administrative support for the recruitment and onboarding process, including:
- Preparing and advertising job vacancies on Applicant Tracking Systems (such as NHS Jobs) and internal systems.
- Managing candidate communications, including interview invites.
- Coordinating interview schedules and venues, including virtual arrangements.
- Supporting managers and panels with recruitment activities as required.
- Assisting with pre-employment checks, including eligibility to work in the UK and Disclosure and Barring Service (DBS) checks.
- Maintaining accurate recruitment records and ensuring timely input into ESR and other relevant systems.
- Supporting administration of international recruitment under Recruitment Lead and/or People and HR Business Partner guidance.
- Attending recruitment events or job fairs, as required.
- Assisting with the onboarding process for new starters, ensuring all required documentation is received and processed accurately and timely.
- Preparing and issuing statements of terms and conditions, contracts, and induction information within required timeframes.
- Coordinating with relevant teams (Training, Systems and Processing team, ICT) to ensure new starters have access to systems, equipment, and mandatory training.
- Responding to new starter queries regarding documentation, start dates, and induction arrangements, signposting to HR or Recruitment colleagues as needed.
- Monitor the HR Admin inbox, resolving routine queries and escalating/triaging matters/inquiries to appropriate team members where appropriate.
HR ADMINISTRATION SUPPORT
- Maintain and update employee records, ensuring accuracy and confidentiality.
- Assist with onboarding new starters, including preparation of contracts and statements of terms and conditions.
- Provide general HR information and first-line guidance to managers and staff, signposting to senior HR colleagues as needed.
GENERAL ADMINISTRATION
- Maintain filing systems and databases in line with data protection regulations.
- Support colleagues across the Quality and People team with administrative tasks as required.
- Ensure compliance with audit requirements for HR and recruitment activities.
ADDITIONAL RESPONSIBILITIES
- Ensure accurate data entry and maintain confidentiality in all transactions.
- Work collaboratively as part of the wider Quality and People team.
- Comply with ECCHs HR policies and procedures.
- Undertake any other duties commensurate with the role and grade, as required.
GENERAL
All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users,
stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.
Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.
Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Job description
Job responsibilities
RECRUITMENT & ONBOARDING SUPPORT
To provide administrative support for the recruitment and onboarding process, including:
- Preparing and advertising job vacancies on Applicant Tracking Systems (such as NHS Jobs) and internal systems.
- Managing candidate communications, including interview invites.
- Coordinating interview schedules and venues, including virtual arrangements.
- Supporting managers and panels with recruitment activities as required.
- Assisting with pre-employment checks, including eligibility to work in the UK and Disclosure and Barring Service (DBS) checks.
- Maintaining accurate recruitment records and ensuring timely input into ESR and other relevant systems.
- Supporting administration of international recruitment under Recruitment Lead and/or People and HR Business Partner guidance.
- Attending recruitment events or job fairs, as required.
- Assisting with the onboarding process for new starters, ensuring all required documentation is received and processed accurately and timely.
- Preparing and issuing statements of terms and conditions, contracts, and induction information within required timeframes.
- Coordinating with relevant teams (Training, Systems and Processing team, ICT) to ensure new starters have access to systems, equipment, and mandatory training.
- Responding to new starter queries regarding documentation, start dates, and induction arrangements, signposting to HR or Recruitment colleagues as needed.
- Monitor the HR Admin inbox, resolving routine queries and escalating/triaging matters/inquiries to appropriate team members where appropriate.
HR ADMINISTRATION SUPPORT
- Maintain and update employee records, ensuring accuracy and confidentiality.
- Assist with onboarding new starters, including preparation of contracts and statements of terms and conditions.
- Provide general HR information and first-line guidance to managers and staff, signposting to senior HR colleagues as needed.
GENERAL ADMINISTRATION
- Maintain filing systems and databases in line with data protection regulations.
- Support colleagues across the Quality and People team with administrative tasks as required.
- Ensure compliance with audit requirements for HR and recruitment activities.
ADDITIONAL RESPONSIBILITIES
- Ensure accurate data entry and maintain confidentiality in all transactions.
- Work collaboratively as part of the wider Quality and People team.
- Comply with ECCHs HR policies and procedures.
- Undertake any other duties commensurate with the role and grade, as required.
GENERAL
All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users,
stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.
Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.
Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Person Specification
Experience
Essential
- Experience of working in an HR team or working in an organisational/administration environment
- Strong organisational and administrative skills, with the ability to prioritise tasks and meet deadlines
- Experience of handling confidential and sensitive information
- Customer service focus, with the ability to respond to queries promptly and professionally
- Ability to follow established policies, procedures, and processes accurately
Desirable
- Previous experience in recruitment administration or HR support
- Knowledge of employment policies, Agenda for Change terms, or HR procedures
- Experience of providing admin support in an HR provision
- Familiarity with NHS recruitment systems (e.g., ESR, NHS Jobs) or similar applicant tracking systems.
- Experience of mail merge
- Experience of note taking for meetings and interviews
Skills and Knowledge
Essential
- Understanding of general office procedures
- Knowledge of confidentiality and data protection principles
- Good communication skills, both written and verbal, for interacting with candidates, managers, and colleagues
- Good working knowledge of MS Office packages including Word, Excel, and PowerPoint etc.
- Good typing skills
- Ability to plan, prioritise and organise own work
- Excellent attention to detail
- Strong organisational and time management skills
- Ability prioritise workload effectively
- Good written and verbal communication skills
- Ability to work as part of a team and independently
- Ability to maintain confidentiality and handle sensitive situations with tact.
Desirable
- Knowledge of GDPR in a workplace context
- Understanding of the NHS or local government
Personal Attributes
Essential
- A strong commitment to high quality standards in all aspects of HR support administration processes
- Demonstrate a clear commitment to the principles of equal opportunities and diversity
- Shows a high degree of awareness towards the needs of staff, managers and service users
- Flexible and adaptable approach to work
- Professional and courteous manner
- Able to work independently and on own initiative
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
- Willingness and ability to work across different sites and travel to alternative sites and across the community as required.
Desirable
- Ability to develop and sustain partnership working across organisational boundaries
- Proactive in identifying improvements to processes or service delivery
Qualifications
Essential
- NVQ level 3 qualification or equivalent experience in HR systems and procedures or customer care
Desirable
Person Specification
Experience
Essential
- Experience of working in an HR team or working in an organisational/administration environment
- Strong organisational and administrative skills, with the ability to prioritise tasks and meet deadlines
- Experience of handling confidential and sensitive information
- Customer service focus, with the ability to respond to queries promptly and professionally
- Ability to follow established policies, procedures, and processes accurately
Desirable
- Previous experience in recruitment administration or HR support
- Knowledge of employment policies, Agenda for Change terms, or HR procedures
- Experience of providing admin support in an HR provision
- Familiarity with NHS recruitment systems (e.g., ESR, NHS Jobs) or similar applicant tracking systems.
- Experience of mail merge
- Experience of note taking for meetings and interviews
Skills and Knowledge
Essential
- Understanding of general office procedures
- Knowledge of confidentiality and data protection principles
- Good communication skills, both written and verbal, for interacting with candidates, managers, and colleagues
- Good working knowledge of MS Office packages including Word, Excel, and PowerPoint etc.
- Good typing skills
- Ability to plan, prioritise and organise own work
- Excellent attention to detail
- Strong organisational and time management skills
- Ability prioritise workload effectively
- Good written and verbal communication skills
- Ability to work as part of a team and independently
- Ability to maintain confidentiality and handle sensitive situations with tact.
Desirable
- Knowledge of GDPR in a workplace context
- Understanding of the NHS or local government
Personal Attributes
Essential
- A strong commitment to high quality standards in all aspects of HR support administration processes
- Demonstrate a clear commitment to the principles of equal opportunities and diversity
- Shows a high degree of awareness towards the needs of staff, managers and service users
- Flexible and adaptable approach to work
- Professional and courteous manner
- Able to work independently and on own initiative
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
- Willingness and ability to work across different sites and travel to alternative sites and across the community as required.
Desirable
- Ability to develop and sustain partnership working across organisational boundaries
- Proactive in identifying improvements to processes or service delivery
Qualifications
Essential
- NVQ level 3 qualification or equivalent experience in HR systems and procedures or customer care
Desirable
