Recruitment Administrative Assistant (Medical & Dental Workforce)

DBTH; Doncaster; Hybrid; GBP 26,000 - 27,000; Full time

Benefits offered by this job

NHS Pension Scheme

Generous holiday entitlement

Job summary

Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust is seeking a Recruitment Administrative Assistant (Medical & Dental Workforce) at Band 3. The role is a permanent, full-time position with 37.5 hours per week, on-site at Doncaster Royal Infirmary, with the option to work from home one day per week after training.

You will support medical and dental recruitment across divisions, handle adverts, shortlisting, checks, and offer letters, using Trac, NHS Jobs, ESR and MS Office.

Qualifications

• NVQ level 2 in Business Administration or equivalent.
• Experience in a customer-focused recruitment/administrative role.
• Experience using NHS Jobs, ESR or Trac recruitment systems.
• Ability to meet deadlines and work to tight timescales.

Responsibilities

• Provide an efficient recruitment service for medical and dental vacancies across designated divisions.
• Support the full recruitment journey from vacancy approval to pre-employment checks.
• Use Trac, NHS Jobs, ESR and Microsoft Office to maintain confidential records.
• Check professional registrations, licences to practise and qualifications for contracts of employment.

Skills

Customer service

Administration

Communication

Time management

Attention to detail

Education

NVQ level 2 in Business Administration

Tools

Trac

NHS Jobs

ESR

Microsoft Office

Job description

Phishing and scam emails alert: We are aware of messages which are circulating offering job placements to a number of individuals, both within the country and internationally. Do not reply to the email and do not open any links in the message, any and all communications from the Trust would come directly from the Trac Recruitment System, and, by exception, an @nhs.net email address.

If at all unsure, you can contact our Recruitment team directly on [e-mail]

Recruitment Administrative Assistant (Medical & Dental Workforce)

Band 3

Main area Administration, Recruitment Grade Band 3 Contract Permanent Hours

• Full time
• Part time

37.5 hours per week (Various Hours Available. On site working at DRI - once trained will be able to work from home 1 day each week) Job ref 272-8009468-A

Site Doncaster Royal Infirmary Town Doncaster Salary £25,760 - £27,476 Pro Rata Per Annum Salary period Yearly Closing 04/10/2026 23:59 Interview date 19/10/2026

Job overview

Are you an organised, approachable administrator who enjoys helping people and making processes run smoothly? We are looking for a Recruitment Admin Assistant to join our friendly team at Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust.

In this varied and rewarding role, you will help us predominantly provide a comprehensive and timely Recruitment service to clinical divisions across the Trust. With a particular focus on medical and dental workforce recruitment, you will support candidates and colleagues from the point a vacancy is approved to be advertised through to completion of pre-employment checks and appointment. You will work in accordance with current legislation, NHS Employment Check Standards, best practice and relevant local and national terms and conditions.

You do not need to know everything about medical staffing from day one. We will value your transferable administrative and customer-service experience, your willingness to learn, and your commitment to providing a kind, accurate and responsive service.

Interviews will be held on Monday 19th October 2026.

Main duties of the job

• Provide an efficient and welcoming recruitment service for medical and dental vacancies across designated divisions.
• Support the full recruitment journey, including placing adverts, coordinating shortlisting and interviews, arranging panels, completing pre-employment checks and issuing offer letters.
• Use systems including Trac, NHS Jobs, ESR and Microsoft Office to maintain accurate, timely and confidential records.
• Check professional registration, licences to practise and relevant qualifications, and support the issuing of contracts of employment.
• Maintain information relating to doctors in training, rotations and medical staff rotas.
• Respond to enquiries in person, by telephone and electronically, providing helpful first-line support and seeking guidance where appropriate.
• Liaise with managers, candidates, payroll colleagues and other stakeholders to ensure information is shared accurately and deadlines are met.
• Support exception reporting, audit and quality-checking activity, departmental projects and continuous service improvement.

Working for our organisation

DBTH is one of Yorkshire’s Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services.

At Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust, you will be part of Team DBTH. The Medical HR team works collaboratively with colleagues across the organisation to help recruit and support the medical and dental workforce who deliver care to our communities.

We are committed to an inclusive working environment where colleagues are treated with kindness and respect, encouraged to develop, and empowered to make a positive contribution. Our We Care values and the DBTH Way guide how we work: being kind, inclusive, person-centred, empowering, accountable and collaborative, while listening attentively and acting with integrity, honesty, courage and positivity.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under-represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

We offer a range of benefits to support our people including:

• Extensive range of learning opportunities
• NHS Pension Scheme
• Generous holiday entitlement in line with Terms & Conditions
• Comprehensive health and wellbeing support
• NHS Car Lease schemes and a range of salary sacrifice schemes
• Discounts on restaurants, getaways, shopping and finance through external providers

Detailed job description and main responsibilities

The service is required to have an onsite presence Monday to Friday, however there is a hybrid working option and following the induction and training period there will be the opportunity to work from home one day per week. This post will be required to work on a Friday and on site, however the remaining days can be discussed once trained.

We would be pleased to hear from you if you have experience in a customer-focused recruitment or administrative role, have worked in a busy office environment and are comfortable using Microsoft Office applications. You will bring clear communication, a confident and courteous telephone manner, strong attention to detail and the ability to organise your workload to meet deadlines. Experience of NHS recruitment, ESR, NHS Jobs or other e-recruitment systems would be welcomed, but is not essential.

If you are dependable, customer-focused and keen to develop within a specialist recruitment environment, we would warmly welcome your application. You will join a team that will support you to learn, contribute and make a meaningful difference from your first day.

If you are inspired by the opportunity to contribute positively to our exciting future as part of our amazing team, we warmly encourage you to apply today. For further information or an informal discussion about the role, please contact Hazel Elimlahi at [e-mail] or Claire Moore at [e-mail].

Please refer to the job description and person specification attached to the advert for full details of the role. We encourage you to read both documents carefully before submitting your application.

Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Certificate of sponsorship

If you may require sponsorship under the Skilled Worker or Health and Care Worker visa route, please check the current eligibility requirements on GOV.UK before applying by searching for "Check if you need a UK visa". Eligibility depends on the role’s occupation code and the immigration requirements in force at the time of application.

Please note that this Band 3 role is not eligible for sponsorship under the Skilled Worker or Health and Care Worker visa routes. Applicants must therefore already have the right to work in the UK without sponsorship for this post.

Person specification

Knowledge & Experience

• Experience in a relevant customer focused transactional Recruitment/Administrative role
• Experience of working in a busy office environment
• Working knowledge of Data Protection and Freedom of Information legislation
• Comprehensive use of Microsoft Office applications e.g., Word, Excel
• Working knowledge of Medical Staff terms and conditions
• Knowledge of NHS Jobs or other e recruitment systems
• Knowledge of NHS (e.g. Resident Doctor recruitment and training)
• Awareness of ‘best practice’ in recruitment & selection

Qualifications & Training

• NVQ level 2 in Business Administration or equivalent relevant qualification or equivalent relevant training and experience
• Evidence of continued professional development

Personal Attributes & Skills

• Ability to work as part of a team
• Committed to service improvement
• Ability to work to tight time scales
• Flexible approach to working and hours of work
• Able to manage own time, prioritising and making decisions to ensure strict deadlines are met
• Good analytical and numerical skills

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Use of Artificial Intelligence (AI) when writing job applications

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.

While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.

Relying solely on AI to write your application or supporting statement is not advocated by DBTH and could negatively impact your chances of success in the application process.

1. Usually lack relevance and fail to address the key criteria outlined in the job description and person specification. may come across as generic and fail to distinguish you from other applicants.
2. May be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers
3. May include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.

• Please note that all correspondence will be sent you to via email. If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system. In submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
• We reserve the right to close down this advert early should there be a high number of applicants.
• The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community.
• All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken. The Trust is now passing the charge for undertaking a DBS check on to candidates in the event that they are successfully appointed into the post for which they have applied. Please note that this check will be charged for in two instalments when you commence employment with Doncaster & Bassetlaw Teaching Hospitals NHS Foundation Trust. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

Employer certification / accreditation badges

Name Hazel Elimlahi Job title Medical HR Manager Email address [e-mail] Additional information

For further information regarding the role, please contact either Michelle Trueman or Vicky Weston, Team Leaders by email at [e-mail].

Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust (DBTH) is one of Yorkshire’s leading acute trusts, serving a population of more than 440,000 across South Yorkshire, North Nottinghamshire, and the surrounding areas.

With three main hospital sites and several additional services, DBTH is one of only five teaching hospitals in Yorkshire. We train 25% of all medical students in the region and 30% of all other healthcare professional students. Employing over 7,000 colleagues, every member of our team contributes to patient care and plays a vital role in our ongoing success.

While we operate across multiple sites, we are proud to foster a strong sense of community and identity, guided by the principles of the DBTH Way. This ensures our organisation is shaped by kindness, respect, and a commitment to supporting one another. Our accessible leadership team encourages every colleague to feel empowered, knowing they have the ability to make a positive difference.

We are proud that many of those in senior positions within the Trust began their careers here. We also celebrate our many long-serving colleagues, including one individual who is still going strong after more than 60 years of dedicated service at DBTH.

It is our goal to equip those who join Team DBTH with the tools and opportunities they need to develop their careers. Whether you spend one year or fifty with us, we are committed to helping you Develop, Belong, and Thrive, Here.

Doncaster and Bassetlaw Teaching Hospitals 1.1K subscribers