About this role
Job summary
As a key member of the Recruitment and Resourcing Team, you will support a range of recruitment administration activities from advertising roles through to onboarding and pre-employment checks.
We are seeking an experienced administrator who is is highly organised, proactive, and confident in managing competing priorities.
You will hold NVQ Level 3 or equivalent in either HR or business administration, or demonstrate through your application an equivalent level of working experience. Proficiency with Microsoft Office packages, is essential to this role, particularly Word and Excel.
Main duties of the job
The postholder will be at the centre of supporting our recruitment activity, working closely with hiring managers, candidates and colleagues to ensure a smooth, timely and compliant process through:-
Managing recruitment processes using our Applicant Tracking System (TRAC). Administering interviews Supporting with employment checks and carrying them out in accordance with NHS Employment Checks Standard Maintaining accurate and auditable recruitment records Providing advice and guidance to managers and candidates Producing reports and supporting improvement initiatives
About us
The Robert Jones and Agnes Hunt Orthopaedic NHS Trust (RJAH)is one of the leading orthopaedic hospitals in the country, with some of the highest levels of staff and patient satisfaction, as well as a strong reputation for research and innovation.
In the National Staff Survey, 69% of our staff would recommend the Trust as a place to work and 91% would recommend the hospital to a friend or relative for treatment.
Joining RJAH is more than just a job - we want our people to have the best opportunities to thrive in their role.We have a range of fantastic staff benefits on offer to everyone who joins RJAH and you'll have access to outstanding professional development opportunities and state-of-the-art facilities.
RJAH has strong links with a range of universities including Staffordshire, Keele, Glyndwr, Chester and Birmingham.The hospital is located on a site outside Oswestry in Oswestry, just off the A5. The nearest train station is in Gobowen, approximately two miles from the hospital. The station is part of the Chester to Birmingham line.We are based in North Shropshire, close to the border with North and Mid Wales. It is one of the most attractive parts of the country, with a rich historic culture and excellent transport links. It offers outstanding opportunities for anyone who enjoys an outdoor lifestyle or is looking to raise a family.
Job description Job responsibilities
1. Recruitment Delivery
Administer all activities associated with recruitment and selection: Checking and publishing advertising instructions Enabling the commencement of the shortlisting process Issue interview invitations Issue conditional ofer letters Processing checks including reference requests Issuing unconditional offer letter and ready to start Obtaining start dates from line managers Issuing contracts of employment
Provide advice to managers on recruitment processes, timelines, and best practice. Ensure all recruitment activity meets Trust KPIs and service standards. Ensure compliance with NHS Employment Check Standards and Trust policies. Provide general advice to applicants, managers, and existing employees on recruitment and employment check issues. Support bespoke recruitment campaigns as required, including recruitment open events. Ensure appointing managers are kept informed at all stages of the process, proactively highlighting any issues. Resolving queries in a timely manner to ensure no distrution to recruitment process. Process all vacancies through the recruitment process in a timely manner, aligning to Trust KPIs and manage all vacancies and applications proactively. Process employment checks for all successful applicants up to start date, including issuing offer letters and accurately compiling contracts (including estimated CSD dates from IAT). Provide prompt and frequent updates to Recruiting Managers and candidates regarding recruitment and onboarding progress. Ensure enquiries from candidates are responded to promptly. Tactfully and respectfully chase hiring managers, candidates, and colleagues regarding recruitment queries and progression. Place recruitment advertising using TRAC and NHS Jobs, following Trust and NHS policies and standards. Post recruitment advertising to professional recruitment sites or journals. Monitor that shortlisting has been completed within recommended timescales, escalating concerns where necessary. Progress shortlisted applicants to interview on TRAC, ensuring correct interview format and requirements are communicated. Set up and coordinate interview panels, remote interviews, and assessment centres. Monitor that offers are made following interview and that conditional appointment letters and preemployment checks are initiated promptly. Attend daily and weekly recruitment activity meetings. Work closely with colleagues to ensure recruitment KPIs are achieved. Administer Senior appointments and AAC/Consultant interviews, including issuing invitations, coordinating presentations, preparing interview packs, and ensuring rooms are appropriately set up. Update standard operating procedures to reflect changes in policy or practice. Administer Golden Ticket processes, Internal Transfer Policy, and other designated recruitment pathways.
2. Pre-Employment Checks and Compliance
Undertake all preemployment checks in line with Government and NHS Employers Standards. Ensure candidates are prepared to present acceptable documents to minimise delays in screening. Accurately enter identity and righttowork information into TRAC to verify completion of checks and support DBS processing. Confirm righttowork for new employees, including those requiring visas, using UKVI checking services. Hold a basic understanding of Sponsorship and Visa requirements for candidates and apply knowledge appropriate. Ensure HPAN checks are undertaken on all relevant hires. Ensure qualification checks are robust and accurate, confirming which certificates must be viewed at identity appointments. Ensure unconditional offers are confirmed only following completion of checks and that start dates and contracts are issued, including estimation of CSDs from IATs seeking guidance from Team Lead where required. Run prehire IAT for new employees. Ensure adherence to the Trust Recruitment and Selection Policy at all times.
3. Reporting and Administration
Support in the compilation of the weekly recruitment SitRep report. Produce recruitment metrics and data reports as required. Contribute to service improvement initiatives and process reviews. Maintain accurate, confidential, and auditable records.
4. DBS administration
Administer periodic DBS requirements in line with the Trust Employment Checks Policy. Identify DBS renewals required and commence the application process. Perform all followup actions to ensure timely completion. Respond effectively to countersignatory queries regarding DBS certificate levels. Ensure DBS certificates obtained via eBulk are viewed, recorded using the personal file template, and accurately updated in ESR, including barred list information. Ensure personal file record of key DBS certificates information are stored appropriately in digital personal files. Issue reminder texts and letters as required until certificate viewed and recorded. Provide adhoc reports on the status of periodic checks (e.g., pending ID, DBS applied for, pending certificate view). Ensure safe recording of all documents and records supporting DBS applications, whether recruitmentrelated or periodic.
6. Applicant Tracking System Management
Accurate data input and use of the Trusts chosen Applicant Tracking System (TRAC) Effective and transparatent management of dashboard management. Act on all TRAC communications promptly, ensuring candidates and managers receive timely updates. Maintain governance and audit readiness of recruitment records. Support applicants and managers on TRAC functionality and recruitment processes. Produce reports from TRAC to assurance and support service improvements.
7. Vacancy Controls
Administer specific vacancy control processes instigated internally or systemwide (currently internal only)
8. Records Management
Participate in the timely and safe download of recruitment records from the Trusts ATS following completion of all starter tasks. Review the contents of the recruitment file prior to download to ensure all required documents are present and correct. Ensure files are in a satisfactory state prior to download (e.g., removal of duplicates or blank forms). Ensure all appointed employees have been downloaded within the destruction policy period. Ensure all information held by People Services is treated confidentiallly and stored safely at all times. Ensure paper and digital filing is completed in a timely manner. Responsible for the governance and maintenance of current employees personal files (paper and digital). Undertake compliance audits.
Person Specification
Qualifications/Training Essential
NVQ 3 in administration (or equivalent level of experience) GCSE (minimum grade C) in Maths and English or equivalent working experience
Desirable
Training in applicant tracking or HR systems (eg TRAC or ESR)
Experience Essential
Experience of working in a busy administrative or recruitment envrionment Experience providing advice to colleagues and or service users
Desirable
Experience delivering NHS end to end recruitment process. Experience of NHS pre-employment checks Experience working within the NHS
Skills and competencies Essential
Excellent skills in Microsoft Office (Word, Excel, Powerpoint, Outlook) Able to produce clear reports and data summaries Able to deliver basic system and process training Excellent organisational and time management skills Able to prioritise workload and meet deadlines Strong attention to detail and accuracy Confident communicator with candidates, managers and colleagues Able to work independently and as part of a team.
Desirable
Previous user of an Applicant Tracking System (eg TRAC)
Knowledge Essential
Understanding of recruitment process and best practice or demonstrates an aptitude Awareness of GDPR and confidentiality requirements
Other Essential
Demonstrates committment to the Trust's published values
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust
Address The Robert Jones and Agnes Hunt Orthopaedic Hospital NHSFT
Oswestry
SY10 7AG
United Kingdom
Employer's website https://www.rjah.nhs.uk/ (Opens in a new tab)