Epsom and St Helier University Hospitals NHS Trust

Recruitment and HR Systems Administrator - Surrey Downs H&C

This job is now closed

Job summary

Surrey Downs Health & Care

We have an exciting opportunity with a newly created role in our newly formed HR Team.

The focus of this role is to undertake the administration of the recruitment process from initial request to recruit through to onboarding. This requires the post holder to use different systems including Trac Jobs, NHS Jobs, ESR and Healthroster.

While training will be provided, ideally the candidate will have experience of recruitment and potentially have used some of the HR Systems mentioned above.

We are looking for a candidate who is a fast paced learner, has a can do attitude and attention to detail.

Interviews due to be held 17th January 2024.

Main duties of the job

To provide a high quality comprehensive recruitment service, ensuring the timely appointment to vacancies across all staff groups within Surrey Downs Health & Care which is consistent with Trust policy, legislative requirements and best practice.
Ensure delivery of recruitment team's key performance Indicators (KPI's) relating to recruitment time lines of service level agreement.
To report team performance or procedural issues to Senior HR & OD Advisor to help deliver a high level of internal and external customer service.
To deliver exceptional customer service to applicants, employee & managers within the Trust. The post holder will usually be the initial point of contact with members of the general public interested in working for the organisation.
Provide support and guidance to all managers on recruitment and onboarding related activities, transactional issues and concerns.
To gain understanding of local recruitment policy standards and be proactive in ensuring they can deliver a service that meets the agreed standards and targets.
To manage own workload, demonstrate efficient organisation, initiative.

About us

Surrey Downs Health and Care deliver care closer to people's own communities through our Primary Care Networks, Community Hospitals, Specialist Services and our innovative partnership of local NHS organisations.

Surrey Downs Health and Care has a track record of providing person centered care that goes beyond organisational boundaries to do what is best for the individual. This partnership includes:

The three GP federations GP Health Partners, Dorking Health Care and Surrey Medical Network representing practices that operate in the Surrey Downs area
CSH Surrey
Epsom and St Helier's University Hospitals NHS Trust
Surrey Council County

Historically, there have been boundary lines between the organisations that provide care to people in their homes, in GP surgeries and in hospitals, but we have always been united in our mission to provide great care to the people who need us.

It's on those grounds that the Surrey Downs Health and Care was formed - we want local people to receive the care that they need in the right environment. By bringing together our expertise, we can improve patient care and enable local people to access the right support, care and treatment more easily than ever before.

In bringing this partnership together, we are working to the same set of values that will translate into better care for our residents.

Date posted

20 December 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,405 to £28,976 a year per annum pro rata inc fringe hcas

Contract

Permanent

Working pattern

Part-time

Reference number

343-SDH&C-5914777

Job locations

3rd Floor Horizon House

28 Upper High Street

Epsom

KT17 4QJ

Job description

Job responsibilities

Apply to Work Permits (UK) for work permits for potential employees, keeping all parties updated at each stage and informing applicants of outcome of application.
To liaise with candidates throughout the recruitment process, providing support as necessary, i.e. advice on visas and work permits.
To identify and resolve specific problems as they arise, informing the HR Advisors of unresolved issues if necessary.
To ensure compliance with changing recruitment priorities and procedures and provide guidance to recruiting managers as necessary, i.e. Clearing House arrangements for at risk NHS staff.
Training new staff members on recruitment procedures and systems.
Work closely with the HR Advisory team to ensure all ESR inputting is accurate ensuring data quality, escalating concerns to the senior team at the earliest opportunity.
Provide a comprehensive, effective, timely and accurate ESR transactional service, process pay amendments including new starter forms, variations to contract and staff leavers on the NHS Electronic Staff Record (ESR) system, run routine reports for data quality and payroll processes and provide support to managers and staff.

Recruitment

Responsible for monitoring authorisation process, ensuring all vacancies have been authorised by appropriate senior management.

Advertising process

Checking adverts, job descriptions, person specification sense check, correct content, formatting and potential discrimination ensuring correct language used.
Posting adverts in appropriate locations NHS Jobs & arranging 3rd party external adverts as and when required.

Support managers & applicants through the selection process communicating information regarding shortlisting and interview arrangements.

Responsible for ensuring all pre-employment checks for successful candidates are undertaken and meet the standard for the Trust in line with NHS Employers Checks Standards, in line with audit requirements including;

Verification of identity,
Right to work in the UK,
Professional registration,
Qualifications,
References,
Criminal records check
Occupational health,

Sending offer letters, contracts of employment and creating employee files.

Ensure the Recruitment system (Trac Jobs) is updated and maintained on a daily basis.

Ensure that honorary contracts are issued and compliant as within Trust policy

Ensure recruiting managers & applicants are updated on the progress of their recruitment.

Deal with all customers in a polite accurate, efficient and sympathetic manner referring where necessary

Undertake specific tasks or projects to agreed quality standards and timeframes, e.g. this may include the collation of data for report purposes.

Participation in recruitment campaigns/open days/job fairs as appropriate and provide assessment and selection centre support as required.

Contribute and share ideas that enhance the current level of service provision and propose changes to working practices as necessary.

Produce all required recruitment paperwork to a high standard, ensuring a high level of accuracy and professional standard.

Actively participate in team briefings/meetings and associated workshop/training events, ensuring action points are reflected upon and implemented as necessary in order to continually improve service delivery.

ESR

Run, interpret and pull through IAT on ESR System.

Obtain information on current employees from ESR System.

Make real time changes to staff ESR records - mindful of implications on pay, processing changes as per trust policy and procedures and in line with national NHS terms and conditions.

Healthroster

Demonstrating understanding of HR systems and processes in order to support the seamless interface between ESR and Healthroster, maintaining data integrity

Ensure workforce information held in the E rostering system is an accurate reflection of the trusts ESR system.

Ensure all new joiners & internal change information is completed within set payroll deadlines each month. Ensuring timely action to prevent under/over payments to staff.