Job summary
Oxford University Hospitals NHS Foundation Trust is looking to recruit a motivated, committed and dynamic Work Experience Administrator.As the Work Experience Administrator you will assist the General Staffing Recruitment Team by providing administrative support to the divisions and students which includes conducting pre-employment checks, arranging placements and assisting with the national approach to arranging placements.
Main duties of the job
We would welcome applicants who have strong administrative skills, a can do attitude, able to work to tight deadlines and who enjoys learning about new systems and processes. This role will work closely with the wider departments across the Trust and with learning providers, ensuring a first-class administrative service is provided to all stakeholders.
There will be occasional travel to careers events across the UK where you will be supporting divisional staff in representing the Trust.
Closing Date: 29 June 2022
Interview Date: TBC
About us
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.
Job description
Job responsibilities
Work Experience Placements
- Conduct accurate pre-employment checks as stated in the NHS Employment Check Standards for all work experience candidates.
- Support the transition and roll-out of the management of work experience placements on TRAC.
- To progress chase all pre-employment checks that are outstanding.
- Provide updates to managers on the progress of their placement advertisement, candidate offers and the progress of candidate pre-employment checks.
- Provide updates to candidates on the progress of their pre-employment checks, answering general enquiries about their recruitment.
- Enter documents into the TRAC recruitment system and update pre-employment checks as and when required.
- Ensure managers have risk assessments and other health and safety measures in place for their work experience candidate. Escalating to the Recruitment Co-ordinator any concerns.
- Chase candidates and managers as and when required.
- Ensure the work experience records are accurate and reflect the checks conducted.
- Provide a professional and supportive service by phone, email, Microsoft Teams and face to face.
- Direct students to well-being support as and when required. Escalating to the Recruitment Co-ordinator any areas of concern.
- Raise any safeguarding concerns to the Talent and Recruitment Manager or the Head of Resourcing.
- Support accreditation requirements as and when required.
- Regularly update the intranet, internet and guidance for placements.
- Provide equality, diversity and inclusion data as and when required, conducting regular audits and reporting the findings to the Head of Resourcing.
- Support the implementation of new national initiatives in relation to work experience, supporting the Recruitment Co-ordinator with the roll-out across the Trust.
- Liaise with colleagues who perform same/similar roles at other local Trusts and benchmark our service against the Shelfords
- Provide cover for honorary and observer applications as and when required.
- As directed by the Talent and Recruitment Manager or the Head of Resourcing attend careers fairs at schools, colleges and other organisations talking about work experience placements at the Trust and the on-boarding process.
Open Boarders
- Administer the Open Boarders process for all staff groups where Open Boarders is available.
- Ensure the pre-employment checks are up to date/correct for the move to the new role.
- Work within the constraints of the Open Boarders guidelines.
Induction
- Attend inductions as and when required.
- Prepare files for quality control checking.
- Conduct scanning and tagging of candidate records to ensure personal files are up to date.
Additional Support
- Where workload permits, support the General Recruitment and Medical Staffing teams with their recruitment and inductions.
Other
- To perform other duties commensurate to this role.
- To act as a role model at all times, championing the Trusts values and continuously striving to improve the relationship between the corporate and divisional teams.
- To ensure all interactions with stakeholders reflect the Trusts values and behaviours, challenging behaviours the Trust does not wish to see.
Job description
Job responsibilities
Work Experience Placements
- Conduct accurate pre-employment checks as stated in the NHS Employment Check Standards for all work experience candidates.
- Support the transition and roll-out of the management of work experience placements on TRAC.
- To progress chase all pre-employment checks that are outstanding.
- Provide updates to managers on the progress of their placement advertisement, candidate offers and the progress of candidate pre-employment checks.
- Provide updates to candidates on the progress of their pre-employment checks, answering general enquiries about their recruitment.
- Enter documents into the TRAC recruitment system and update pre-employment checks as and when required.
- Ensure managers have risk assessments and other health and safety measures in place for their work experience candidate. Escalating to the Recruitment Co-ordinator any concerns.
- Chase candidates and managers as and when required.
- Ensure the work experience records are accurate and reflect the checks conducted.
- Provide a professional and supportive service by phone, email, Microsoft Teams and face to face.
- Direct students to well-being support as and when required. Escalating to the Recruitment Co-ordinator any areas of concern.
- Raise any safeguarding concerns to the Talent and Recruitment Manager or the Head of Resourcing.
- Support accreditation requirements as and when required.
- Regularly update the intranet, internet and guidance for placements.
- Provide equality, diversity and inclusion data as and when required, conducting regular audits and reporting the findings to the Head of Resourcing.
- Support the implementation of new national initiatives in relation to work experience, supporting the Recruitment Co-ordinator with the roll-out across the Trust.
- Liaise with colleagues who perform same/similar roles at other local Trusts and benchmark our service against the Shelfords
- Provide cover for honorary and observer applications as and when required.
- As directed by the Talent and Recruitment Manager or the Head of Resourcing attend careers fairs at schools, colleges and other organisations talking about work experience placements at the Trust and the on-boarding process.
Open Boarders
- Administer the Open Boarders process for all staff groups where Open Boarders is available.
- Ensure the pre-employment checks are up to date/correct for the move to the new role.
- Work within the constraints of the Open Boarders guidelines.
Induction
- Attend inductions as and when required.
- Prepare files for quality control checking.
- Conduct scanning and tagging of candidate records to ensure personal files are up to date.
Additional Support
- Where workload permits, support the General Recruitment and Medical Staffing teams with their recruitment and inductions.
Other
- To perform other duties commensurate to this role.
- To act as a role model at all times, championing the Trusts values and continuously striving to improve the relationship between the corporate and divisional teams.
- To ensure all interactions with stakeholders reflect the Trusts values and behaviours, challenging behaviours the Trust does not wish to see.
Person Specification
Qualifications
Essential
- Good general level of education.
- GCSE grade C or above in English & Maths (or equivalent)
Desirable
- Certificate in personnel practice
- IT Qualifications eg ECDL/CLAIT
Experience
Essential
- Experience of working with confidential, sensitive data
- Demonstrates ability to deliver high standard of customer care
- Experience of working in a fast-paced, busy administration role.
- Reception duty experience
Desirable
- Previous experience of using ESR or similar database
- Pre-employment checking experience
- Previous human resources experience
Personal Skills
Essential
- Demonstrates attention to detail
- Demonstrates good communication and interpersonal skills
- Demonstrates commitment to providing a good customer service
- Able to work under pressure and to tight deadlines.
- Demonstrates flexible approach to carrying out tasks
- Ability to self-manage, referring when appropriate
Behavioural Skills
Essential
- Aligned to the Trust values.
- Conducts themselves in a professional manner at all times
- Positive attitude to all tasks and stakeholders.
Technical Skills
Essential
- Demonstrates ability to work with a new software package
- Computer literate with experience of working with the Microsoft Office package.
Desirable
- Ability to produce reports in Excel
Person Specification
Qualifications
Essential
- Good general level of education.
- GCSE grade C or above in English & Maths (or equivalent)
Desirable
- Certificate in personnel practice
- IT Qualifications eg ECDL/CLAIT
Experience
Essential
- Experience of working with confidential, sensitive data
- Demonstrates ability to deliver high standard of customer care
- Experience of working in a fast-paced, busy administration role.
- Reception duty experience
Desirable
- Previous experience of using ESR or similar database
- Pre-employment checking experience
- Previous human resources experience
Personal Skills
Essential
- Demonstrates attention to detail
- Demonstrates good communication and interpersonal skills
- Demonstrates commitment to providing a good customer service
- Able to work under pressure and to tight deadlines.
- Demonstrates flexible approach to carrying out tasks
- Ability to self-manage, referring when appropriate
Behavioural Skills
Essential
- Aligned to the Trust values.
- Conducts themselves in a professional manner at all times
- Positive attitude to all tasks and stakeholders.
Technical Skills
Essential
- Demonstrates ability to work with a new software package
- Computer literate with experience of working with the Microsoft Office package.
Desirable
- Ability to produce reports in Excel
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.
