Job summary
The Resourcing Team at Gloucestershire Hospitals NHS Foundation Trust is a fast paced, dynamic team responsible for recruiting all non-medical staff at Gloucestershire Royal Hospital and Cheltenham General Hospital to ensure wards and departments are fully staffed.
In the last 6 months our team has started over 1200 people in new jobs across the Trust, sent out upwards of 1500 offer letters and set up nearly 1150 different adverts! So if you like the idea of keeping busy, lots of variety, meeting new people and the satisfaction of helping staff a vital service, this is the role for you!
We are looking for two new Apprentice Resourcing Administrators to support our busy Resourcing service, taking on rotational roles within our Onboarding and General Recruitment teams. This is an exciting opportunity to join us as we develop and grow in line with the Trust's vision for the future and an evolving workforce!
The role of Apprentice Resourcing Administrator involves managing a variable and independent workload that can involve prioritisation of tasks and working to important deadlines and Key Performance Indicators. As the main part of the role, Apprentice Resourcing Administrators are essentially responsible for ensuring all pre-employment checks (right to work, DBS, Medical Clearance and references) are completed correctly for new starters, and in a timely manner.
Main duties of the job
We are looking for someone with a desire to learn and develop customer service and administration skills with a view to beginning a career in Recruitment and gain a Customer Service Specialist Level 3 Advanced apprenticeship. Further details about the apprenticeship can be found here: Customer service specialist / Institute for Apprenticeships and Technical Education
The post holder will have excellent customer service skills, clear and concise communication manner both on the telephone and in writing, good attention to detail, and an ability to work accurately and quickly in a busy environment. Additionally, we value the ability to manage and prioritise an individual workload and work to pre-agreed Key Performance Indicators and tight timelines under pressure.
We use a number of IT systemssuch as Trac jobs & Electronic Staff Record (ESR) to advertise jobs and process candidates, alongside Microsoft Office and Teams, so computer literacy and a willingness and capacity to learn new systems is vital.
An general understanding of the Recruitment life cycle and / or working in the NHSis also beneficial.
If you feel you have the skill, desire and experience required to make a positive difference, we would to hear from you!
About us
Our Resourcing Team consists of Resourcing Advisors, Administrators and Administration Assistants within 3 workstreams, General Recruitment, International Recruitment and Onboarding, but providing service wide support under the direction of the Resourcing Team Leader and Head of Resourcing.
Our team are passionate about providing a positive first point of contact experience to recruiting managers, and new starters joining Gloucestershire Hospitals. This role will provide you with an opportunity to learn about the underlying processes involved in the end to end recruitment process, while at the same time developing a sound knowledge of, and building valuable relationships with, a variety of departments and stakeholders across the Trust.
Job description
Job responsibilities
- The post holder will carry out the full end-to-end process in line with the Trust Recruitment & Selection policy, adhering to agreed procedures and standards of service throughout the recruitment process.
- Ensuring compliance is maintained at all time and due diligence is applied to all elements of the daily tasks.
- The successful applicant will receive Induction and training appropriate to the activities he or she will undertake, and during this induction period will be enrolled to the Advanced (Level 3) Customer Service Specialist with the Training Provider.
- The Apprentice will be expected to complete the elements of the apprenticeship within the 18 months timeframe.
- To attend all mandatory components of the Apprenticeship Framework including:
- Corporate induction
- GHNHSFT mandatory training
- Department based vocational assessments
- Progress review meetings
- To undertake training as required and agreed with the mentor, supervisor and external assessor and complete competencies relevant to the work area / department
- Support Recruiting managers with adherence to the Trust Recruitment & Selection policy and compliance related to Equality, Diversity & Inclusion.
- To take responsibility for advertising new posts, setting them up on ESR and creating them on both Trac & NHS Jobs, ensuring that the relevant permissions are in place.
- To carry out administrative work arising from the shortlisting & interview process, efficiently and to tight timescales, including facilitating managers shortlisting of candidates on the Trac jobs website, sending out interview invites and supporting managers with interview administration.
- To send offer letters, contracts, offer paperwork and then request references for successful candidates following interview, ensuring that vacancies can be filled in a timely manner.
- To ensure that all pre-employment checks are carried out as part of the recruitment process, including checking of ID documents, Right to Work and processing of DBS and Occupational Health checks.
- Following confirmation of start date, timely completion of starter forms for Payroll, sending details to the IT department & Training Team to arrange IT access and Trust Corporate Induction for all new starters.
- Answering the telephone and answering emails, dealing with general recruitment enquiries from the public and staff, forwarding messages as appropriate.
- To maintain all recruitment records and Trac dashboard, ensuring that accurate information can be easily obtained.
- Support with ad hoc Recruitment processes such as Retire & Returns and Honorary Contracts
- Check Personal files to ensure that all documentation is included before sending to the Line Manager.
- Undertake any other duties which may be reasonably required to support the provision of an efficient and effective recruitment service.
- Managing administration of procurement systems and ordering / invoicing
- To participate fully in personal appraisal and development review process, maintain and complete the apprenticeship portfolio.
Job description
Job responsibilities
- The post holder will carry out the full end-to-end process in line with the Trust Recruitment & Selection policy, adhering to agreed procedures and standards of service throughout the recruitment process.
- Ensuring compliance is maintained at all time and due diligence is applied to all elements of the daily tasks.
- The successful applicant will receive Induction and training appropriate to the activities he or she will undertake, and during this induction period will be enrolled to the Advanced (Level 3) Customer Service Specialist with the Training Provider.
- The Apprentice will be expected to complete the elements of the apprenticeship within the 18 months timeframe.
- To attend all mandatory components of the Apprenticeship Framework including:
- Corporate induction
- GHNHSFT mandatory training
- Department based vocational assessments
- Progress review meetings
- To undertake training as required and agreed with the mentor, supervisor and external assessor and complete competencies relevant to the work area / department
- Support Recruiting managers with adherence to the Trust Recruitment & Selection policy and compliance related to Equality, Diversity & Inclusion.
- To take responsibility for advertising new posts, setting them up on ESR and creating them on both Trac & NHS Jobs, ensuring that the relevant permissions are in place.
- To carry out administrative work arising from the shortlisting & interview process, efficiently and to tight timescales, including facilitating managers shortlisting of candidates on the Trac jobs website, sending out interview invites and supporting managers with interview administration.
- To send offer letters, contracts, offer paperwork and then request references for successful candidates following interview, ensuring that vacancies can be filled in a timely manner.
- To ensure that all pre-employment checks are carried out as part of the recruitment process, including checking of ID documents, Right to Work and processing of DBS and Occupational Health checks.
- Following confirmation of start date, timely completion of starter forms for Payroll, sending details to the IT department & Training Team to arrange IT access and Trust Corporate Induction for all new starters.
- Answering the telephone and answering emails, dealing with general recruitment enquiries from the public and staff, forwarding messages as appropriate.
- To maintain all recruitment records and Trac dashboard, ensuring that accurate information can be easily obtained.
- Support with ad hoc Recruitment processes such as Retire & Returns and Honorary Contracts
- Check Personal files to ensure that all documentation is included before sending to the Line Manager.
- Undertake any other duties which may be reasonably required to support the provision of an efficient and effective recruitment service.
- Managing administration of procurement systems and ordering / invoicing
- To participate fully in personal appraisal and development review process, maintain and complete the apprenticeship portfolio.
Person Specification
Qualifications
Essential
- Education to GCSE grade D/3 standard or equivalent
Desirable
- Education to GCSE grade C/4 standard or equivalent
Experience
Essential
- Experience of good customer service
Desirable
- Experience of working in a fast paced, customer facing administrative environment
Knowledge & Skills
Essential
- Ability to work flexibly, problem solve and adapt to a variety of circumstances
- Effective IT skills, with sound knowledge of Microsoft packages
- Demonstrable ability to organise/prioritise own work, including ability to work under variable pressure at times.
Person Specification
Qualifications
Essential
- Education to GCSE grade D/3 standard or equivalent
Desirable
- Education to GCSE grade C/4 standard or equivalent
Experience
Essential
- Experience of good customer service
Desirable
- Experience of working in a fast paced, customer facing administrative environment
Knowledge & Skills
Essential
- Ability to work flexibly, problem solve and adapt to a variety of circumstances
- Effective IT skills, with sound knowledge of Microsoft packages
- Demonstrable ability to organise/prioritise own work, including ability to work under variable pressure at times.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
