Apprentice HR/Recruitment Administrator

University Hospital Southampton NHS FT; Southampton; On-site; GBP 12,000 - 15,000; Part time

Job summary

University Hospital Southampton NHS Foundation Trust invites applications for an Apprentice HR/Recruitment Administrator. This 18‑month development role combines workplace learning with CIPD Level 3 training, offering hands-on experience in recruitment, onboarding and HR administration within a dynamic hospital environment.

You will support end-to-end processes, ensure timely checks, maintain records and work with HR teams to deliver a high-quality service to managers and applicants.

Qualifications

• GCSE English and Maths achieved (or equivalent).
• Willingness to complete CIPD Level 3 Foundation Certificate in People Practice.
• Experience in a busy administrative environment with accurate data entry.
• Strong organisational, communication and customer service skills.
• Proficient IT skills including Excel.
• Advanced keyboard skills.

Responsibilities

• Support end-to-end recruitment and onboarding processes, including vacancy administration and candidate communications.
• Assist with HR Operations tasks such as contractual changes, employment documentation and maintaining records.
• Maintain data across HR systems (ESR and ATS) ensuring data quality and compliance.
• Collaborate with HR Operations and Talent Acquisition to support campaigns and service improvements.

Skills

GCSE English

GCSE Maths

Administrative experience

Organisational skills

Communication skills

Customer service

IT skills including Excel

Education

CIPD Level 3 Foundation Certificate in People Practice

GCSE English and Maths

Tools

Excel

Job description

Job Overview

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.

Job Overview

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.

Job Title: Apprentice HR/Recruitment Administrator

Contract Type: 18 month from start date of contract

If you are already an NHS employee and are applying for an Apprentice - Annex 21 vacancy you may be entitled to pay protection.

Pay protection applies where the role you are applying for is at the same AFC band or higher, and you would receive less in pay compared with your current salary due to annex 21.

Please see the NHS Employers Apprenticeship Pay Guidance and FAQs for further information and eligible criteria:

Apprenticeship pay guidance and FAQs | NHS Employers

These roles are funded by the Government Apprenticeship Scheme and do not attract visa sponsorship.

• You may be eligible if you have been ordinarily resident in the UK for at least the previous 3 years.
• You must also have permission from the UK government to live in the UK (not for educational purposes) or have obtained pre-settled or settled status under EU Settlement Scheme.

The role provides a unique opportunity to gain practical experience in recruitment, onboarding and HR administration while undertaking a CIPD Level 3 Foundation Certificate in People Practice.

Main duties of the job

This is an exciting opportunity to join our team part of our team, you will support the HR Operations and Talent Acquisition teams. In this development role, you will undertake an 18-month apprenticeship programme leading to a CIPD Level 3 Foundation Certificate in People Practice while gaining valuable hands-on experience across a busy and dynamic HR environment. You will play an important role in supporting recruitment, onboarding and HR administration activities, helping to ensure a positive experience for candidates, managers and employees throughout their employment journey.

The role directly supports the Trust's objective of attracting, recruiting and retaining talented people while ensuring compliance with NHS Employment Check Standards, Home Office requirements and Trust policies. By maintaining accurate records, meeting key performance indicators and supporting continuous improvement initiatives, you will help ensure that managers and candidates receive a professional and effective HR service that ultimately contributes to excellent patient care.

Working for our organisation

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good’ by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.

We support flexible working and will consider requests taking into account the needs of the service. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 30% lower than London and 17 schools rated outstanding by Ofsted.

We believe that using technology wisely shows strong time management and commitment to innovation. However, personalising your recruitment application to highlight your unique skills and experiences is crucial. Relying too heavily on generic, AI-generated content instead of drawing from your own strengths and accomplishments may lead to your application being rejected if multiple candidates present identical or similar information.

Detailed Job Description And Main Responsibilities

The successful candidate will be responsible for:

Supporting the end-to-end recruitment and onboarding process, including vacancy administration, candidate communications, pre-employment checks and ensuring recruitment activities are completed within agreed timescales.

Assisting with HR Operations activities such as processing contractual changes, producing employment documentation, maintaining employee records and responding to routine employee and manager queries.

Maintaining accurate data across HR systems, including ESR and ATS, undertaking data quality activities and ensuring information is processed in line with Trust procedures and statutory requirements.

Working closely with colleagues across the HR Operations Team and Talent Acquisition Team to support recruitment campaigns, careers events, service improvements and the delivery of a high-quality HR service to managers, employees and applicants.

What Experience/Skills Are Needed

The ideal candidate will be able to demonstrate:

• A good standard of general education, including GCSE English and Maths (or equivalent), and the willingness and ability to successfully complete a CIPD Level 3 Foundation Certificate in People Practice.
• Recent experience working within a busy administrative environment, with experience of accurate data entry and maintaining confidential records.
• Strong organisational, communication and customer service skills, with the ability to manage multiple priorities while maintaining excellent attention to detail.
• Good IT skills, including experience using Microsoft Office applications, particularly Excel, and the ability to learn new systems quickly.

Additional Information

• This post forms part of an 18-month apprenticeship programme and combines workplace learning with study sessions in line with the apprenticeship framework.
• The successful candidate will be required to work collaboratively across both HR Operations and Talent Acquisition functions to support service delivery.
• The role requires a high degree of confidentiality and compliance with NHS employment standards, data protection requirements and Trust policies.
• Employment will be subject to the relevant NHS pre-employment checks, including right to work and employment screening requirements.

Person specification

Qualifications, Knowledge And Experience

Essential criteria

• Good standard of general education (i.e. 5 GCSE’s, including English and Maths, or equivalent level of qualification)
• Ability and willingness to successfully undertake CIPD Level 3 Foundation Certificate in People Practice
• Experience in data entry
• Recent experience in a complex administrative environment
• Experience using Excel
• Advanced level keyboard skills

Desirable criteria

• Experience in talent acquisition
• Experience using the NHS Electronic Staff Record (ESR) HR and Payroll system
• Experience using complex databases