Recruitment Onboarding Administrator

UNIVERSITY HOSPITAL SOUTHAMPTON NHS FOUNDATION TRUST; Southampton; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading healthcare institution in the UK is seeking an administrator to support the HR Onboarding team. This role involves managing the recruitment process, ensuring compliance with NHS standards, and engaging with candidates. The ideal candidate should possess a good educational background and relevant experience. The position offers opportunities for professional development in a flexible working environment that values diversity and inclusivity.

Benefits

Learning and development opportunities

Flexible working environment

Support for career aspirations

Qualifications

• Excellent communication skills are essential for candidate interaction.
• Strong organizational skills required to manage recruitment processes.
• Knowledge of HR-related standards and procedures is a plus.

Responsibilities

• Administer UHS recruitment process in line with required standards.
• Review candidate files to ensure compliance with pre-employment standards.
• Provide regular updates to recruiting managers on candidate status.

Skills

Communication skills

Time management

Customer service

Education

Good standard of general education (5 GCSE's including English and Maths)

NVQ 3/A Level qualification in a business-related subject

Tools

NHS Electronic Staff Record (ESR)

Excel

Job description

Overview

We are seeking an administrator to join our HR Onboarding team. In this role, you will support the coordination of the onboarding recruitment process, ensuring full compliance with NHS Employers standards. The role involves regularly engaging with candidates and recruitment managers, delivering a timely, accurate, and customer‑focused service. The Onboarding team plays a crucial part in the recruitment process at UHS. Getting our candidates onboarded quickly and efficiently ensures our departments are fully staffed, helping them deliver excellent patient care. Working for our organisation University Hospital Southampton is one of England's largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations. Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs and Jurassic Coast. We believe that using technology wisely shows strong time management and commitment to innovation. However, personalising your recruitment application to highlight your unique skills and experiences is crucial. Relying too heavily on generic, AI‑generated content instead of drawing from your own strengths and accomplishments may lead to your application being rejected if multiple candidates present identical or similar information. At UHS we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients. At UHS, we proudly champion individuality, recognising that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti‑racist, anti‑discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute.
Detailed Job Description And Main Responsibilities Pre‑employment Checks

Main Responsibilities

• To administer the UHS recruitment process in line with all procedural, legislative, statutory, and other required standards, including but not exclusive to:
  • NHS Employers standards
  • UK Border Agency
  • Professional Registration
  • HR Internal process and desktop procedures
• To review candidate files to ensure all pre‑employment standards are met and advise applicants on pre‑employment standards.
• To interact with candidates to update them on the status of their checks.
• To follow up and obtain references for candidates.
• To provide regular updates to recruiting managers on the status of candidates.
• To check professional registrations where applicable.
• To run right‑to‑work and identify checks.
• To administer the occupational health checking process.
• To send out unconditional offers of employment, ensuring KPIs and turnaround times are met.
• To produce and send out contracts of employment for new starters and variations of contracts.
• To provide the HR Operations Team with candidates who have booked start dates, ensuring their contractual information has been agreed with the manager.
• To book candidates for trust induction.
• To support recruiting managers with queries and provide advice on the entire recruitment process.
• To input, maintain and cleanse the recruitment system to ensure KPI's are met, and candidates are recruited efficiently and effectively.
• To regularly support the reception desk function to complete ID check appointments with candidates.
• To produce employee ID badges.
• To advise managers, applicants and employees on basic terms and conditions queries.
• To action email account(s), ensuring that all emails are processed within agreed timescales.
• Identify and prioritise own workload to ensure that objectives are met, escalating issues to HR Co‑ordinator or HR Operations Team Leader.
• To support with training and development for members of the recruitment team.
• To support the HR Operations Project Manager with reviewing current processes and implementing ideas to improve the recruitment process.
• Undertake any other duties necessary for the effective operation of the department consistent with the nature of the post.
• Comply with departmental and Trust policy, processes and procedures.

Minimum Qualifications

• Good standard of general education (i.e. 5 GCSE's, including English and Maths, or equivalent level of qualification).
• NVQ 3/A Level qualification (or equivalent) in a business related subject or equivalent knowledge through relevant experience.

Desirable Criteria

• Certificate in Personnel Practice.
• Experience using the NHS Electronic Staff Record (ESR) HR and Payroll system.
• Experience using Excel.
• Experience using complex databases.
• Recent experience in a complex administrative environment.

Values and Behaviours Essential Criteria

• Patients First.
• Always Improving.
• Working Together.