Lead Employer - Employment Services Administrator

NHS Jobs; St Helens; On-site; GBP 22,000 - 28,000; Full time

Job summary

The NHS Jobs Lead Employer – Employment Services Administrator role focuses on providing administrative support to the Lead Employer Service, handling processing, recording information, communications to stakeholders and input into Lead Employer information systems.

You will manage offers of employment, pre-employment checks, contracts, and data capture for trainees, while ensuring compliance and timely updates across HR systems.

Job description

Lead Employer - Employment Services Administrator

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.
• 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.