Employment Operations Administrator

Merseywestlancs; St Helens; Remote; GBP 21,000 - 27,000; Full time

Benefits offered by this job

Flexible working

NHS pension

27 days annual leave (pro rata)

Job summary

Mersey West Lancashire NHS Trust is seeking an experienced Employment Operations administrator to support the Lead Employer HR department. You will handle HR administration, pre-employment checks, contracts, and ESR/IAT data while coordinating rotations for Doctors and Dentists in Training.

The role requires strong customer service, organisation, and the ability to work to strict deadlines in a busy NHS environment. Training will be provided to ensure compliance with NHS terms and conditions.

Qualifications

• NVQ Level 3 in administration or equivalent level of knowledge.
• IT qualification such as RSA 2 or ECDL is required.
• Customer Care NVQ or equivalent is desirable.

Responsibilities

• Provide administrative support to the Lead Employer Service and input into information systems.
• Process offers of employment and complete pre-employment checks for Doctors and Dentists in Training.
• Prepare contracts of employment and ensure ESR/IAT data is captured.
• Liaise with internal and external stakeholders to coordinate rotations and deadlines.
• Update management information for key stakeholders and ensure schedules are in place.
• Support the team in governance, payroll reconciliation, and audits.
• Travel expenses processing and ensure compliance with HR processes.

Skills

NVQ Level 3

IT qualification

Customer Care NVQ

Tools

RSA 2

ECDL

Job description

We want talented and enthusiastic people from all backgrounds to join #TeamMWL, with us you can learn, grow and develop yourself and your career, realising your true ambitions and aspirations.

Whatever you’re looking for in your career, you’ll find it here at MWL.

After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.

Job overview

The Lead Employer is a unique NHS function. Our primary role is to be responsible for the end to end employment of c.13,500 Doctors and Dentists in Training across the North West, Midlands, Yorkshire & Humber, East of England, Thames Valley and London and South East all managed from our base here in St Helens. The service is comprised of a large team which is split into four key areas; Human Resources, Payroll, Health Work & Wellbeing and Finance all which work alongside external colleagues such as NHS England Education, hospital Trusts, primary care and Local Authority settings.

The Employment Operations team sit within the Lead Employer HR department under our Service Delivery team. The purpose of the Service Delivery team is to ensure we maintain and deliver a high quality, responsive and customer service focused approach in all we do and the team play a fundamental and important role in the achievement of this.

Day to day the Employment Operations team are responsible for processing contractual changes in line with pay deadlines and providing support and advice on matters relating to terms and conditions of service to colleagues and stakeholders both internally and externally.

As an integral member of the Employment Operations team you will work alongside administrators who are responsible for your own cohort of colleagues in training and their contractual needs. You will be their first point of contact and support them throughout their training programme journey

Main duties of the job

This role is a perfect opportunity for someone who has a background in HR administration and previous experience of working within the NHS would be desirable, although not essential as full training will be given. You would describe yourself as a having excellent customer service skills, someone who strives to deliver a high-quality service and gains personal satisfaction in supporting others. A well organised person who is able to manage their own time and workload. Be of a proactive nature so you can ensure all deadlines are met. The ability to work with high volumes of correspondence and process documentation in a timely manner.

You will be able to demonstrate a flexible approach to effectively undertake the duties and will also be a self-motivator and display commitment and resilience to ensure professional and efficient advice and support is provided at all times.

Working for our organisation

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.

We strongly believe that the communities we serve should all have access to Five Star Patient Care.

Our services:

Acute Care

Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.

Primary Care

Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.

Community Services

Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.

Specialist Regional Services

We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.

Achievements:

• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme

Detailed job description and main responsibilities

The Employment Operations team has recently been created following a merge of two operational teams and therefore the job description is currently being reviewed. A summary of administration duties include the following:

• 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. Where issues are raised in relation to any preemployment checks, ensure these are escalated appropriately
• Prepare contracts of employment
• Ensure trainees are hired in ESR and IAT information is captured
• Liaise with Internal and external stakeholders (e.g., Workforce and Health Education Regions) to ensure that rotations are received as per agreed deadlines and upload into relevant information system for key
  stakeholders
• Update management information on the relevant information system for key stakeholders
• Ensure that work schedules are in place and actioned as required
• Inform colleagues in training of allocated placements and provide Host Organisations with details.
• Process maternity/paternity leave shared parental leave requests, flexible working requests, pay protection and changes to contracts of employment.
• Ensure that ESR and the payroll tracker is actioned in a timely manner
• Process removal and travel expenses for authorisation by the relevant member of the Lead Employer team
• Support the Team Leader in ensuring all colleagues in training’s compliance records are maintained including obtaining up to date documentation for work permits and professional registration
• Support the team in checking of governance, reconciliation and payroll reports
• Monitor and process ARCP’s (Annual Review of Competence Progression) as required
• 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
• Take minutes at meetings as requested
• Complete audits or surveys as required

Qualifications

• NVQ Level 3 in administration or equivalent level of knowledge
• IT qualification i.e. RSA 2 or ECDL
• Customer Care NVQ

Knowledge & Experience

• Experience of working in administration
• Experience of working in a customer service environment
• Experience of data processing/excel spreadsheets
• Experience in HR, Employment Services or recruitment

Skills

• Excellent written and verbal communication skills
• Ability to use initiative
• Ability to maintain strict confidentiality
• The ability to manage own workload and prioritise
• The ability to work in a busy environment and to strict deadlines
• Confident to handle queries from all levels or staff
• Effective organisational skills
• Able to demonstrate a good understanding and working knowledge of I.T systems including Word, Excel, and databases

Other

• Occasional requirements to travel to fulfil requirements of role

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

Equality, Diversity, and Inclusion

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.

The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.
Certificate of Sponsorship

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, before applying for this post as we may be unable to provide sponsorship.

eVisa Update
For successful candidates on selected work and study visa routes, who have completed and paid for their applications will no longer receive a visa vignette in passport as evidence of their permission to enter the UK.

Instead, you will be issued with an eVisa only, which is accessed by creating a UKVI account.

Before travelling to the UK, we advise applicants to:

• Understand how to generate an eVisa share code

Disclosure and Barring Service Check

If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.

Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.

If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.

Flexible Working

We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:

• All employees have the right to request flexible working from day one of employment.
• There is no limit on the number of requests they can make.
• Employees have the right to make requests, have them considered, regardless of the reason.

At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website.

You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

The Trust will not accept applications which are found to be AI generated and will check all applications against AI detection software.

Additional Information

Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here .

An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.

Good luck with your application. We hope to welcome you to Team MWL very soon.