Employee Services Coordinator – Medical HR

Frimley Health NHS Foundation Trust; Ascot; Hybrid; GBP 26,000 - 34,000; Full time

Job summary

Frimley Health NHS Foundation Trust is seeking an Employee Services Coordinator within the Medical HR team to deliver high-quality administrative and advisory support across the employee lifecycle for doctors and managers.

You will respond to queries, process contractual changes, prepare employment documentation and assist with visa and immigration-related enquiries, ensuring accurate records and excellent service.

Qualifications

• Excellent customer service and communication required.
• Experience in HR processes and policies desirable.
• Knowledge of data protection and information governance preferred.

Responsibilities

• Respond to employment queries and provide accurate advice.
• Process contractual variations, staff changes and leavers.
• Prepare certificates of employment and other documentation.
• Maintain accurate employee records and update ESR.
• Assist with visa and immigration-related queries.
• Advise managers on employment matters and doctors’ terms.
• Support Registration Authority duties, including smartcard management.
• Deliver high-quality customer service.

Skills

Customer service

Communication skills

Interpersonal skills

Priority management

Organisational skills

Records management

Information governance

Data protection

Willingness to travel

Education

A-levels or equivalent

Certificate in HR Practice (CHRP / CPP)

Tools

Electronic Staff Record (ESR)

Job description

Qualifications

Essential criteria

Experience

Essential criteria

Job Overview

Accelerate you career within Medical Workforce!

Join Frimley's Medical Workforce Team and play a key role in delivering a responsive, high-quality employment service to our doctors and managers.

We are looking for an organised and customer-focused Employee Services Coordinator to join our Medical HR team.

The Role

You will provide high-quality administrative and advisory support across the employee lifecycle, acting as a key point of contact for doctors, managers and colleagues.

This role includes responding to queries on doctors’ terms and conditions, processing contractual changes, preparing employment documentation and supporting visa and immigration-related enquiries.

About You

You will need excellent attention to detail, strong communication skills and the ability to manage competing priorities in a busy HR environment.

Why Frimley NHS Foundation Trust

• Join an NHS Trust dedicated to transforming lives every day.
• Enjoy flexible work, great benefits, and a dynamic team culture.

Main duties of the job

• Respond to employment queries, providing accurate advice
• Process contractual variations, staff changes and leavers accurately and promptly.
• Prepare certificates of employment and other employment documentation.
• Maintain accurate employee records and update the Electronic Staff Record (ESR).
• Assist with visa and immigration-related queries
• Advise managers on operational employment matters and doctors’ terms and conditions.
• Undertake Registration Authority duties, including supporting smartcard management.
• Deliver excellent customer service

Working for our organisation

Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.

Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.

Frimley Health Trust benefits on Vimeo

Detailed Job Description And Main Responsibilities

For a full list of responsibilities and tasks associated with this role, please refer to the job description/person specification attached to this vacancy.

Person specification

Qualifications

Essential criteria

• A-levels or equivalent academic standard, or equivalent experience
• Certificate in HR Practice (CHRP / CPP) or equivalent level of experience

Desirable criteria

• Evidence of continuing professional development

Experience

Essential criteria

• Experience of working with HR and processes and procedures
• Experience of working in a customer service environment and part of a team

Desirable criteria

• Experience of using the Electronic Staff Record (ESR) system
• Experience of working in a Medical Workforce department

Skills & Knowledge

Essential criteria

• Excellent customer service, communication and interpersonal skills
• Ability to manage conflicting priorities and work to tight deadlines and targets
• Excellent organisational and planning skills
• Knowledge of records management, information governance and data protection

Desirable criteria

• Understanding of UK immigration law and work permit regulations
• Knowledge of NHS terminology / procedures

Special Requirements

Essential criteria

• Ability to travel across Trust sites

Frimley Health NHS Foundation Trust (FHFT) is proud of its strong reputation, record of achievement and ambition for the future. We serve a population of over 900,000 people across Berkshire, Hampshire, Surrey and South Buckinghamshire, and remain committed to improving the health and wellbeing of our communities.

Our new organisational strategy – FHFT 2030 – sets out our ambition to be the best place to receive care and the best place to work in the NHS. Underpinned by our Trust values – Committed to Excellence, Working Together, Facing the Future, and being a modern, compassionate, Healthcare Organisation – we are creating a culture where our people can thrive and patients always come first.

We continue to invest heavily in our services and facilities. This includes the development of a new hospital at Frimley Park, major expansion of diagnostics and inpatient capacity, and the continued transformation of services across our sites. We have already delivered a brand-new £100m state-of-the-art Heatherwood Hospital, a £49m Emergency Assessment Centre at Wexham Park, and a £10m upgrade to maternity services.

We are also committed to sustainability and the NHS Net Zero ambition. Our new hospital and estate developments are being designed to be environmentally responsible, energy efficient, and future-proofed, featuring on-site renewables energy and intelligent energy systems. Through our green plan, we are embedding sustainable practices across all areas of care and operations, ensuring we reduce our environmental impact while improving population health and wellbeing. Our staff are key to helps us deliver on our ambition and to ensure sustainability is a core component of care delivery and our operations.

Alongside estates’ investments, we are embedding a strong focus on digital innovation and quality improvement. Our electronic patient record (Epic), launched in 2024, is already enabling safer, more connected, and more effective care for patients, while giving staff the tools they need to do their best work. Our electronic patient record also supports safe and effective digitised care pathways, savings time and carbon, whilst delivering excellent quality of care.

Everything we do is guided by our values, shaping how we care for patients, support colleagues, and build a sustainable future for healthcare together.