Employment Services Senior Administrator - On-Boarding Team inFingerpost inFingerpost PUBLISHED 30 OCT 2024

As a Lead Employer Service our key priorities are to ensure the efficient, professional and integrated 'one stop' service for all our stakeholders including Host Trusts and our Educational Stakeholders.The post holder will ensure that the team is delivering a professional, efficient recruitment service to Trainees and the wider stakeholder group. You will support the delivery of a high level service to all Lead Employers stakeholders, and requires excellent communication skills, handling enquiries efficiently and providing excellent support, guidance and advice in all aspects of recruitment.

The successful candidate will have a minimum of two years' experience within a HR or support services environment, will be able to demonstrate a flexible approach to effectively undertake their duties. They will also be a self-motivator and display commitment and resilience to ensure a professional and efficient service is maintained.If you enjoy working in a fast paced and challenging environment where data quality and methodical use of Excel is key, then we would like to hear from you.

• As part of the Lead Employer Service, the Employment Services Team Leader will ensure the provision by their area team of a professional, efficient, and integrated employment services for Doctors and Dentists in Training (Trainees) and any other staff which Lead Employer is contracted to supply the service for. The job holder is required to ensure special attention is given to managing the non-standard cases and situations in an effective manner.
• The Employment Services Senior Administrator will ensure the delivery of high levels of customer service from their area team to all of Lead Employer's stakeholders in their area of responsibility, including Trainees, Host Organisations, NHS England Education (NHSE) , Heads of School, and Training Programme Directors.
• The Employment Services Senior Administrator will be responsible for supporting the On-Boarding of Doctors and Dentists in training and for ensuring the integrity of data.

About us

KEY DUTIES

• Ensure good and professional communication pathways are maintained within the respective teams, trainees and the wider stakeholder groups including NHSE, GMC and BMA Acting as an advocate for the service.
• Assess and calculate pay protection for Doctors and Dentists in training (final sign off by On-Boarding Team Manager / Medical Workforce Advisor if required)
• Provide comprehensive advice regarding the employment of doctors and dentists in training, interpreting national codes of practice, terms and conditions of employment and Trust policies and procedures for all Lead Employer stakeholders.
• Advising trainees and host organisations on employment issues including pay, pay protection, work schedules, excess mileage, and removals (including sign off where required) and terms and conditions of employment escalating any major concerns to the Team Manager.
• Adhering to escalation procedures to ensure the timely processing of information including the processing of pre-employment documents to meet required deadlines.
• Ensure that correct Right to Live and Work is obtained.
• Communicate effectively with Host Organisations to ensure that timely information regarding new starters from outside the UK and any potential delay to commencement in training.
• Undertake advisory sessions for trainees to provide information and advice on queries regarding their pre-employment checks status.
• Responsible for ensuring that all required actions for trainees are processed onto the relevant systems including, salary information, ESR, Contracts and pre-employment checks.
• Ensure that all trainees have completed pre-employment checks to NHS standards prior to commencement in their post.
• Ensure all overseas trainees have the correct Right to Live and Work documentation and provide advice and guidance to trainees prior to arrival into UK.
• Ensure that the monitoring of regular workforce reports on new starters i.e., compliance, and Inter Deanery Transfers, are actioned.
• 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.
• Production and delivery of a high-quality customer service ensuring communications both verbal and written are delivered in line with the trust values and behaviours.
• Support and participate in regular team meetings.
• Ensure diplomacy when liaising with senior internal and External stakeholders being sensitive to needs whilst maintaining a high level of professionalism.
• Work with the Team Leader to ensure work is distributed across the on-boarding team in line with roles and responsibilities of each team member and the needs of the service.
• Ensure the effective organisation and prioritisation of the administrators within your areas of responsibility and to provide support across the service to other areas when required.
• Support the Team Leader & Team Manager in the identification of service improvements and actively participate in ensuring any actions are put into practise.
• Support the Lead employer in the administration of risk management, information governance, compliance, and audits.
• Ensure information recorded in ESR Is accurate and entered in a timely manner.
• Actively participate in projects as required, e.g., trainee survey, audit feedback and Standard Operating Procedure reviews.
• Monitor and ensure compliance with monthly deadlines including, ESR reports such as Woven, Date of Birth Verified report and any other reports relating to on-boarding processes as well as adhering to payroll deadlines specifically in relation to hiring of new starters.
• Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other teams.
• Make and receive phone calls, being flexible and using initiative and judgement when handing enquiries. Act and provide feedback as appropriate, ensuring that appropriate messages are relayed and/or that appropriate action is taken.
• Work without supervision, responsible for organising own day to day work. Using sound judgement to seek advice or alert Managers to issues.

PROFESSIONAL RESPONSIBILITIES

• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.