Recruitment/HR Assistant

Primary Integrated Community Services


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Job summary

HOURS: 37.5 per week

We have an exciting opportunity for an Recruitment/HR Administrator to join our dynamic team. This position is well suited to an individual who is enthusiastic about providing high quality recruitment and HR service across the organisation.

Main duties of the job


You will support the recruitment and HR administration function from placing adverts, short-listing and interview administration to pre-employment checking and on-boarding of new staff. The role involves communicating with colleagues and candidates to ensure a smooth recruitment and on-boarding process; working on HR systems ensuring that all records are updated and maintained accurately and dealing with queries in a timely manner.


As a successful candidate, you will be highly motivated, have a passion for people and making a difference to others with excellent communication skills. You will be organised, have high attention to detail and will thrive in a fast paced and changing environment. You must be able to work effectively to deadlines and demonstrate a can do approach. Previous experience in recruitment and HR administration is desirable.

About us

Benefits of working for PICS

We offer a comprehensive package which includes:

  • Part of the NHS Pension Scheme or an alternative government based scheme (based on eligibility) with generous employer contributions
  • Competitive salaries with clear progression pathways referenced to NHS Agenda for Change
  • Fully integrated with NHS IT systems
  • Generous annual leave entitlement which references NHS Agenda for Change and recognises previous NHS service
    • On appointment 27 days plus 8 days bank holiday entitlement
    • After 5 years 29 days plus 8 days bank holiday entitlement
    • After 10 years 33 days plus 8 days bank holiday entitlement
  • Competitive leave entitlement that includes sickness pay and maternity leave
  • Join a caring culture and a company of can do experts

Job description

Job responsibilities

POST TITLE: Recruitment/HR Assistant


GRADE: £18,005 - Agenda for Change Band 2


To provide a quality Recruitment and HR support service to support the PICS HR function.

To be the first point of contact for Recruitment and HR enquiries, managing communications.

To work in close partnership with the HR team members to ensure that the Recruitment / HR Administration processes are coordinated and delivered in a professional and timely manner.


  • Recruitment: to support the advert placement/ interview administration/ pre- employment clearance/ induction administration and on boarding of all new staff.
  • HR Administration: To update HR System for staff amendments.
  • Ensure all systems and records are updated and maintained to a high standard at each stage of the Recruitment/ HR Admin process.
  • To be the first point of contact for applicants and Managers requesting recruitment information by phone, email or face to face. This includes dealing with queries in a professional manner, providing advice and ensuring follow up emails/ files notes/ databases are updated.
  • To be the first point of contact for HR queries, diverting them to the appropriate person for resolution or taking contact details and messages as appropriate.
  • To ensure that vacancies are not advertised without the correct pre-recruitment authorisation being in place.
  • Process advertisements in full onto relevant job boards. This includes proof-reading adverts, JDs and Person Specifications for inaccuracies and co-ordinating vacancy files, to include vacancy job description/person specification, additional information and equal opportunities data.
  • Responsible for the processing of shortlisting/ interview invitations, including the prompt distribution of documents / email notifications and updating of databases.
  • Support applicants and managers with queries, including the correct use of any recruitment paperwork, forms, systems or databases.
  • Production of letters/forms to both applicants and Recruiting Managers at any stage of the recruitment process from application to onboarding.
  • Check right to work documents and work permits to ensure all candidates are eligible to work in the UK.
  • Support pre-employment screening for each applicant, in alignment with the local policies and National Standards.
  • Chase missing information from applicants at all levels including forms that have not been returned.
  • Contribute to the ongoing improvement and development of recruitment/HR Administration procedures and processes.
  • Organise meetings and requirements (e.g. booking rooms, arranging refreshments etc) and take notes, as necessary, at relevant meetings.

Person Specification



  • GCSE (Grades A-C) or equivalent in English Language and Mathematics


  • Business Administration Qualification
  • CIPD Certificate in HR Administration



  • Administrative experience
  • Working effectively to deadlines
  • Basic numeracy
  • Keyboard skills
  • Good working knowledge of Microsoft Word, Excel and Outlook
  • Previous experience in using spreadsheets
  • Excellent IT Skills and ability to learn HR systems quickly.


  • Previous knowledge of database applications
  • Ability to use PowerPoint, Trello and NHS Jobs
  • Knowledge of IRIS HR Professional system
  • Experience in recruitment or payroll

Personal Attributes


  • Willing to learn new skills and undertake training and personal development as necessary
  • Punctual
  • Empathetic and understanding towards people and their needs
  • Ability to work independently and demonstrate initiative
  • Demonstrate a positive attitude towards change
  • Good previous attendance record
  • Able to exercise discretion and be diplomatic
  • Ability to work as part of a team
  • Able to attend PICS locations on a regular basis and travel independently
  • Able to take feedback constructively
  • Prepared to offer help to colleagues to achieve important deadlines, where appropriate
  • Commitment to the Values of PICS
  • Personally resilient


  • Flexible across hours of work when required

Communication Skills


  • Excellent oral communications skills with colleagues and prospective employees, agencies, training companies (face to face and via the telephone)
  • Good team working skills and co-operative team working
  • Great customer care ethic

Administration Skills


  • Able to plan and organise own work to achieve multiple deadlines in different areas of work (e.g. recruitmentl)
  • Great attention to detail
  • Able to maintain accurate administrative records
  • Maintains a very high standard in the content and presentation of their work
  • Ability to work quickly and accurately in Word and Excel
  • Ability to process personal and sensitive information in line with the Data Protection Act and Information Governance guidelines
  • Able to work effectively in a busy office
  • Flexible approach able to respond quickly to new work or priorities


  • Able to run mail merge for multiple documents
  • Able to use document templates
  • Able to create formula and use advanced functions 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.

Employer details

Employer name

Primary Integrated Community Services


Unit H4 Ash Tree Court

Nottingham Business Park




Employer's website (Opens in a new tab)

For questions about the job, contact:

Emily Wright

Date posted

28 April 2022

Pay scheme



£9.50 an hour



Working pattern

Full-time, Flexible working

Reference number


Job locations

Unit H4 Ash Tree Court

Nottingham Business Park




Supporting documents

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