Medical Workforce Administrator-Recruitment | Essex Partnership University NHS Foundation Trust

Essex Partnership NHS Foundation Trust; Colchester; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare trust in Colchester is seeking an experienced Administrator to support the medical recruitment process. This involves managing recruitment issues, ensuring compliance with Trust policies, and providing excellent service to candidates and managers. Ideal candidates will have experience in recruitment, strong communication skills, and attention to detail.

Benefits

Season Ticket Loans

NHS discounts for staff

Excellent training facilities

Flexible working opportunities

Qualifications

• Experience in recruitment is desirable.
• Confident communicator able to liaise with consultants and candidates.
• Good attention to detail and accuracy required.

Responsibilities

• Participate in the end-to-end recruitment process for all medical staff.
• Coordinate resident doctor rotations under guidance.
• Ensure compliance with the Trust's recruitment policy.

Skills

Attention to detail

Confident communication

Customer-focused approach

Tools

ESR

TRAC

NHS Jobs

Job description

Overview

Are you an experienced administrator looking for a new and exciting role within the medical workforce sector?

The medical workforce team is responsible for managing medical workforce issues for all of our medical staff, including the recruitment of all grades of doctor. This position would support the medical recruitment co-ordinator in ensuring that recruitment practices are safe and compliant and that candidates have the best possible recruitment experience before joining EPUT.

Responsibilities

• Participate in the end to end recruitment process for all medical staff including advertisement, shortlisting, setting up interviews, issuing offer letters and ensuring pre-employment checks are completed in line with NHS Employment Check Standards.
• Coordinate and organise the process of resident doctor rotations throughout the year under guidance from the medical workforce co-ordinator.
• Provide a customer focused recruitment service to Managers, candidates and staff within the Trust.
• Ensure compliance with the Trust’s recruitment policy and procedures by working with managers to ensure that all relevant recruitment documentation is accurately completed and to agreed recruitment standards.
• Use electronic systems TRAC and ESR as part of the recruitment process; maintain good attention to detail and accuracy when entering data into ESR (which could relate to payroll).
• Send out offers and confirmations in line with procedure, ensuring correct pay scales and that all appropriate pre-employment checks are undertaken with support from the medical workforce co-ordinator.
• Provide guidance on salary confirmation in accordance with Medical and Dental pay scale and terms and conditions of service with support from the medical workforce co-ordinator.
• Assist in processing certificate of sponsorships, Right to Work checks and liaise with external agencies including Home Office, Recruitment Agencies and other agencies.
• Maintain paperless systems and ensure documents are retained on the Trust’s laserfiche system in line with compliance and audit requirements.
• Prepare contracts of employment for new doctors starting work at the organisation.
• Keep up to date with the Trust’s Recruitment Policy and NHS terms and conditions for medical and dental staff; keep recruiting managers and candidates informed throughout the recruitment process.
• Participate in end to end recruitment and selection for medical staffing Trust posts, including consultants, resident doctor rotations and honorary contract staff, using ESR, TRAC and NHS Jobs.
• Ensure job descriptions, person specifications and adverts are accurate and aligned with Trust policy and employment legislation; upload job adverts via NHS Jobs and TRAC.
• Support in exploitation of retention initiatives and liaise with Employee Engagement regarding cross-team initiatives.
• Follow DBS procedures for all new starters and renewals and collect necessary documents; maintain accurate records of professional registrations.
• Promote the Trust by attending recruitment fayres; act as an authorised signatory for payroll documentation.

Consultant Recruitment

• Support Medical Workforce Co-ordinator in providing guidance on arrangements for AAC committees for Consultant recruitment and liaise with the Trust Executive Committee in line with DOH guidance.
• Administer the recruitment process of Consultants in the Trust; liaise with Royal Colleges regarding job descriptions and interview panels; ensure post has financial approval and is advertised on timeframes.

Other duties

• Highlight queries to the Medical Workforce Manager; handle sensitive candidate information professionally; keep recruitment tracking databases updated; respond to telephone queries promptly; provide cover within the Medical Workforce Team for annual leave and sickness.
• Any other duties consistent with the post.

Benefits and working arrangements

• Season Ticket Loans
• NHS discounts for staff
• Excellent Training facilities and opportunities
• Buying and Selling annual leave scheme
• Opportunity to work bank shifts and expand knowledge in other areas
• Salary Sacrifice schemes including lease cars and Cycle to Work
• Day One Flexible Employer

Flexibility and Staff Bank

The Trust supports and encourages flexible working for all employees. You will have the opportunity to apply for a flexible working request from the first day of employment. Our NHS staff bank hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. All permanent staff are automatically enrolled on the staff bank, with the option to work additional shifts if you wish. If you are joining in a fixed-term role, indicate on your New Starter paperwork that you wish to join the staff bank.

Requirements (What you bring)

• Experience in recruitment is desirable; confident communicator able to liaise with consultants, medical managers and candidates.
• Good attention to detail and accuracy; familiarity with ESR, TRAC and NHS Jobs is beneficial.
• Ability to provide a customer-focused recruitment service and ensure compliance with recruitment policies and procedures.
• Willingness to work in a fast-paced environment where no two days are the same.

Staff Bank and rotations

Join our Staff Bank for potential shifts and rotations as described above.

This advert closes on Thursday 18 Sep 2025