Employment Services Administrator - Onboarding & Data Management Team

KEY DUTIES • The Employment Services Administrator will perform a number of key duties dependent upon the team dynamics but will be expected to support other ES Teams, within the department, during busy periods. Duties will include: • Provide administrative support to the Lead Employer Service including the processing and recording of information, communications to key stakeholders and input into Lead Employer information systems. • Process offers of employment and undertake all necessary pre-employment checks and administration for appointments to Doctors and Dentists in Training posts, escalating any delays in progress. • Prepare and issue contracts of employment. • Ensure trainees are hired in ESR and IAT information is captured. • Liaise with internal and external stakeholders (e.g., Workforce and NHS England Education (NHSE E) Regions) ensuring all data relating to the training programme is recorded and shared appropriately. • Update management information on the relevant information system for key stakeholders • Support the Team Leader in ensuring all Trainees are employment compliant which will include Right to Work and Professional Registrations checks. • Support the wider Employment Services team in checking of governance, data, and payroll reports. • Ensure the Electronic personal files (EPF) are maintained and up to date. • Work with the team to promote good practice and improved ways of working. • Send out communications to stakeholders as required. • Arrange meetings and events as required. • Complete audits or surveys as required. Advisory Services • Provide basic advice regarding HR policies and procedures, legislation, and terms and conditions of employment including recruitment procedures. Policies and Procedures • Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary. • Offer basic advice to Trainees and Students, Host Organisations, NHS England Education Regions, Heads of School, Training Programme Directors and University representatives on the interpretation of policies and procedures. • Comply with national and local recruitment procedures. • Adhere to escalation procedures to ensure the timely processing of information including the completion of pre-employment checks by candidates within specific deadlines, and the processing of payroll information to meet required deadlines. • Ensure all pre-employment checks are carried out for new appointees in line with legal requirements including NHS Employment standards. • Contribute to the development and review of Lead Employer policies and procedures. Customer Service • Ensure that all enquiries are handled courteously, effectively and efficiently, in line with agreed timescales. • Refer complex queries to the relevant member of the Lead Employer service. • Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, NHSE NW, NHSE Midlands, NHSE EOE, NHSE TV, NHSE LaSE, NHSE Y&H, Heads of School and Training Programme Directors. • Develop and maintain effective internal and external communication networks to support the delivery of the Lead Employer Service. • Data Processing and Management Information • Enter accurate and timely data onto HR/Workforce/Recruitment information systems as directed ensuring data quality at all times • Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidently and Data Protection policies • Process the required data for trainees on the relevant systems including the input of pre-employment check data, contact information and sickness absence data. • Ensure the provision of accurate and timely information as requested. • Support the team in the achievement of the published performance standards and those contained within the service level agreements. Service Improvement • Contribute to the achievement of corporate objectives and the Lead Employer Service Level Agreement. • Contribute to the continuous improvement in the efficiency and effectiveness of the Lead Employer Service. • Work in partnership with colleagues to optimise opportunities for working collaboratively towards the provision of an integrated employment service. • Undertake and participate in projects as required. • Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practice. CLINICAL & PROFESSIONAL RESPONSIBILITIES • Adhere to the relevant codes of practice for the role within the NHS. • Adhere to employment legislation including NHS Employment Check standards. TEACHING & TRAINING RESPONSBILITIES • Maintain own compliance with the Trusts mandatory and statutory training requirements. • Demonstrate activities in own area to new staff. • Develop skills and competencies of self through training and development activities, ensuring that progress is maintained, and future needs identified and actioned. Job description Job responsibilities KEY DUTIES • The Employment Services Administrator will perform a number of key duties dependent upon the team dynamics but will be expected to support other ES Teams, within the department, during busy periods. Duties will include: • Provide administrative support to the Lead Employer Service including the processing and recording of information, communications to key stakeholders and input into Lead Employer information systems. • Process offers of employment and undertake all necessary pre-employment checks and administration for appointments to Doctors and Dentists in Training posts, escalating any delays in progress. • Prepare and issue contracts of employment. • Ensure trainees are hired in ESR and IAT information is captured. • Liaise with internal and external stakeholders (e.g., Workforce and NHS England Education (NHSE E) Regions) ensuring all data relating to the training programme is recorded and shared appropriately. • Update management information on the relevant information system for key stakeholders • Support the Team Leader in ensuring all Trainees are employment compliant which will include Right to Work and Professional Registrations checks. • Support the wider Employment Services team in checking of governance, data, and payroll reports. • Ensure the Electronic personal files (EPF) are maintained and up to date. • Work with the team to promote good practice and improved ways of working. • Send out communications to stakeholders as required. • Arrange meetings and events as required. • Complete audits or surveys as required. Advisory Services • Provide basic advice regarding HR policies and procedures, legislation, and terms and conditions of employment including recruitment procedures. Policies and Procedures • Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary. • Offer basic advice to Trainees and Students, Host Organisations, NHS England Education Regions, Heads of School, Training Programme Directors and University representatives on the interpretation of policies and procedures. • Comply with national and local recruitment procedures. • Adhere to escalation procedures to ensure the timely processing of information including the completion of pre-employment checks by candidates within specific deadlines, and the processing of payroll information to meet required deadlines. • Ensure all pre-employment checks are carried out for new appointees in line with legal requirements including NHS Employment standards. • Contribute to the development and review of Lead Employer policies and procedures. Customer Service • Ensure that all enquiries are handled courteously, effectively and efficiently, in line with agreed timescales. • Refer complex queries to the relevant member of the Lead Employer service. • Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, NHSE NW, NHSE Midlands, NHSE EOE, NHSE TV, NHSE LaSE, NHSE Y&H, Heads of School and Training Programme Directors. • Develop and maintain effective internal and external communication networks to support the delivery of the Lead Employer Service. • Data Processing and Management Information • Enter accurate and timely data onto HR/Workforce/Recruitment information systems as directed ensuring data quality at all times • Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidently and Data Protection policies • Process the required data for trainees on the relevant systems including the input of pre-employment check data, contact information and sickness absence data. • Ensure the provision of accurate and timely information as requested. • Support the team in the achievement of the published performance standards and those contained within the service level agreements. Service Improvement • Contribute to the achievement of corporate objectives and the Lead Employer Service Level Agreement. • Contribute to the continuous improvement in the efficiency and effectiveness of the Lead Employer Service. • Work in partnership with colleagues to optimise opportunities for working collaboratively towards the provision of an integrated employment service. • Undertake and participate in projects as required. • Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practice. CLINICAL & PROFESSIONAL RESPONSIBILITIES • Adhere to the relevant codes of practice for the role within the NHS. • Adhere to employment legislation including NHS Employment Check standards. TEACHING & TRAINING RESPONSBILITIES • Maintain own compliance with the Trusts mandatory and statutory training requirements. • Demonstrate activities in own area to new staff. • Develop skills and competencies of self through training and development activities, ensuring that progress is maintained, and future needs identified and actioned.