Resourcing Administrator

Princess Alexandra Hospital NHS Trust; Harlow; On-site; GBP 22,000 - 32,000; Full time

Job summary

Princess Alexandra Hospital NHS Trust is seeking a motivated Resourcing Administrator to join the busy Resourcing Team in West Essex. The role focuses on administrative support for recruitment processes, data handling, and effective communication with staff and managers.

The postholder will oversee records, respond to routine queries, administer employment checks, and maintain professional, confidential communications in line with Trust policies.

Qualifications

• Experience providing administrative support in recruitment or resourcing teams.
• Strong organisational skills with ability to manage multiple tasks.
• Excellent customer service and professional communication.
• Experience with HR/employee records and data handling.
• Familiarity with GDPR and NHS policies is a plus.

Responsibilities

• Provide high quality administrative support to the resourcing team.
• Maintain electronic and paper filing systems in line with GDPR and Trust policy.
• Support preparation of reports, letters and documentation.
• Attend meetings to take clear, accurate notes and produce action logs.
• Monitor and manage the resourcing team inbox and respond to queries.
• Triages, categorises and escalates queries while maintaining service user satisfaction.
• Maintain an organised record of queries to support improvements.
• Input employment checks onto ESR and ensure they are up to date.
• Assist with completing terms and conditions/ contracts of employment.

Skills

Organisational skills

Attention to detail

Discretion

Multitasking / prioritisation

Customer service

Tools

Jobtrain/ DBS system

Electronic Staff Record (ESR)

Job description

Job Overview

We are seeking a motivated and organised Resourcing Administrator to join our busy Resourcing Team. This is an excellent opportunity for someone who enjoys fastpaced administrative work, delivering excellent customer service, and supporting recruitment and employment processes within the NHS.

The postholder provides comprehensive administrative and coordination support to the resourcing team. The role is a key point of contact for staff and managers, ensuring high-quality customer service, accurate note‑taking, and professional management of the resourcing team inbox/ ticketing system and enquiries.

The resourcing administrator supports the smooth running of People processes by maintaining records, responding to routine queries, escalating complex issues, and ensuring accurate documentation and data handling in line with Trust policies and NHS standards. The post holder will administer employment checks.

This role requires excellent organisational skills, attention to detail, discretion, and the ability to manage multiple priorities in a busy environment.

The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wavea national programme that’s changing how care is delivered by focusing on prevention, early support, and more joined‑up services across health, social care, and the voluntary sector.

This means we’re working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives.

We’re a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences.

Join us and help shape the future of care in West Essex.

Main duties of the job

The resourcing administrator supports the smooth running of People processes by maintaining records, responding to routine queries, escalating complex issues, and ensuring accurate documentation and data handling in line with Trust policies and NHS standards. The post holder will administer employment checks.

This role requires excellent organisational skills, attention to detail, discretion, and the ability to manage multiple priorities in a busy environment.

Detailed Job Description And Main Responsibilities

• Provide high quality administrative support to the resourcing team.
• Maintain organised electronic and paper filing systems in line with GDPR and Trust policy.
• Support the preparation of reports, letters and documentation
• Attend formal and informal meetings to take clear, accurate and professional notes.
• Produce timely meeting notes and action logs for circulation.
• Support confidential meetings where discretion and accuracy are essential (e.g. formal meetings, hearings, panels, project groups).
• Monitor and manage the team’s generic inbox on a daily basis, ensuring timely, accurate, and customer focused responses.
• Triage, categorise, and elevate queries appropriately, maintaining clear communication and service user satisfaction.
• Maintain an organised record of queries and recurring issues to support continuous improvement.
• Act as a first point of contact for staff and managers contacting the team.
• Provide helpful, accurate information and signposting.
• Maintain professional, calm and supportive communication at all times.
• Use relevant systems including; Jobtrain/ DBS system, Electronic Staff Record (ESR), ensuring these are kept up to date
• Undertake employment check appointments, face to face or virtual, including Right to Work and identification checks
• Inputting of employment checks onto ESR and ensuring these are kept up to date
• Completion of honorary contracts and clinical attachments
• Ensure all relevant paperwork/documents is in the appropriate employee files
• Assist with completing terms and conditions/ contracts of employment and amendments to terms and conditions