Oxford University Hospitals NHS Foundation Trust

Recruitment Administrator

This job is now closed

Job summary

Are you looking for an entry-level role into Recruitment and HR?

Are you looking for a role in a supportive environment, where full training is provided as well as the opportunity for career advancement?

YES! Read on...

We are looking for a Recruitment Administrator to join our busy and dynamic Resourcing Team within General Recruitment. As a Recruitment Administrator, you will need to be enthusiastic, proactive and organised to deliver efficient and effective recruitment and administrative services across our organisation. The General Recruitment Team supports the recruitment and safe on-boarding of non-medical (non GMC Registered) staff into the Trust.This role will see you working with a range of stakeholders including other Recruitment Assistants, Recruitment Coordinators, Hiring Managers, Internal Teams, Candidates and Students. You will play a pivotal role in all supporting with recruitment administration activities and arranging work experience placements. Your role will see you ensure the safe on-boarding of staff and students into the organisation by processing their pre-employment checks in-line with the NHS Checks Standards. You will also work as part of a team reduce our time to hire by working to KPIs.

Care to join us...? #OneTeamOneOUH

Main duties of the job

Manage the recruitment process via TRAC, our recruitment applicant Tracking System
Provide excellent customer service to our Hiring Managers by assisting them with their recruitment questions and queries within the division that you are working for
Work towards reducing our Time to Hire to help ease our staffing needs and
Work as part of a team to deliver an excellent recruitment service to the organisation #OneTeamOneOUH
Arrange work experience placements for students to encourage the younger workforce to pursue careers with OUH

A typical day in the General Recruitment Team:

Working via TRAC to ensure recruitment activity for various vacancies are processed in a timely manner
Attend a morning meeting with your Recruitment Coordinator regarding priorities for the day
Respond to email queries from stakeholders in a timely manner
Answering the phone and dealing with phone queries
Process pre-employment checks for students and candidates in line with the NHS Checks Standards and trust policies
Work to KPIs
Keep in contact with candidates throughout their recruitment process and on-boarding and ensuring they complete the necessary pre-employment tasks.
Help Hiring Managers with any questions and queries
Attending a weekly team meeting
Every week the team takes it in turns to attend the HR Meet and Greet at the JR to welcome our new starters

About us

Oxford University Hospitals NHS Foundation Trust is 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. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu

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 this Delivering Compassionate Excellence and 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 the OUH YouTube channel.

Date posted

20 August 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

321-CORP-6488806-B3

Job locations

OUH at Cowley

Unipart house, Garsington road

Oxford

OX4 2PG

Job description

Job responsibilities

JOB DESCRIPTION

Job Title: Recruitment Administrator

Grade: Band 3

Responsible to: Recruitment Coordinator

Accountable to: Assistant Director of Workforce

Job Summary:To provide an efficient and effective recruitment service as part of the general recruitment team in line with the Trusts recruitment KPIs and to provide administrative support in arranging work experience placements for students for various divisions within the trust.

Recruitment

1. Ensure recruitment tasks are carried out in line with the Recruitment SLA and in compliance with Recruitment KPIs.

2. Carry out work in a manner that ensures the People Plan Time to Hire target is met.

3. Be aware of all aspects of the NHS Check Standards, the Trust Recruitment and Selection Policy and any other relevant policies and procedures.

4. Input vacancy information into the Electronic Staff Record (ESR) and create ESR recruitment activity records to ensure vacancies are uploaded to TRAC Jobs and the NHS Jobs website, ensuring accuracy of data at all times and all fields are completed within TRAC.

5. Once offer details have been updated in TRAC, prepare and send conditional offer letters through the Robotic Automation Technology available and add candidate to the 3rd party recruitment platforms that support the onboarding process (cority, Trust ID etc.).

6. Contact the candidate via phone to talk through the pre-employment stage and confirm the required tasks they need to complete within the first 3 days of receiving the offer.

7. Chase applicants and managers in line with the recruitment escalation document to support a positive recruitment experience and the time to hire.

8. Send out notifications of regret to unsuccessful candidates via TRAC.

9. Conduct accurate pre-employment checks as stated in the NHS Employment Check Standards for all applications using the TRAC recruitment system including ID, Right to Work and DBS checks where appropriate.

10. Ensure the candidates record is drop boxed and tagged on Folding Space in a timely manner.

11. Provide professional and supportive service by phone, email, Microsoft Teams and face to face.

Work Experience

12. To accept and record work experience placements in a timely manner Conduct accurate pre-employment checks as stated in the Work Experience Policy for all work experience candidates.

13. To chase all pre-employment checks that are outstanding for Work Experience students.

14. Provide updates to managers and students on the progress of the students pre-employment checks and answering general enquiries related to their placement

15. Ensure all work experience related documentation is recorded accurately to reflect the checks conducted.

16. Ensure managers have risk assessments and other health and safety measures in place for their work experience candidate and escalating any concerns to the Recruitment Coordinator.

17. Support the transition and roll-out of the management of work experience placements on TRAC.

18. Raise any safeguarding concerns to the Talent and Recruitment Manager or the Head of Resourcing

19. Regularly update the intranet, internet and guidance for placements.

20. Preparing the equality, diversity and inclusion data report every quarter for the Apprenticeship Business Manager to present to NHS England.

21. Support the implementation of new national initiatives in relation to work experience, supporting the Recruitment Coordinator with the roll-out across the Trust.

22. Provide cover for honorary and observer applications as and when required.