Employment Services Administrator - Onboarding & Data Management Team

Position: NHS AfC Band 3, Contract: Permanent, Part time – 22.5 hours per week.

Site: Jubilee Court, Town St Helens.

Salary: £25,760 – £27,476 per annum (pro rata).

Job Overview

The Data and Onboarding team within the Lead Employer HR department ensures high quality, responsive, customer‑focused service. The Administrator supports onboarding of new trainees, including pre‑employment checks, contract issuance, and payroll updates.

Main Duties

• Provide administrative support to the Lead Employer Service, process offers of employment and undertake required pre‑employment checks for doctors and dentists in training.
• Prepare and issue contracts of employment and ensure trainees are hired in ESR and IAT.
• Liaise with internal and external stakeholders (Workforce, NHS England Education, etc.) and record all data accurately.
• Update management information systems, support the Team Leader with employment compliance, and assist with governance, data and payroll reports.
• Maintain Electronic Personal Files (EPF) and promote good practice within the team.
• Send communications, arrange meetings and events, and complete audits or surveys as required.

Advisory Services

• Provide basic advice regarding HR policies, procedures, legislation and terms and conditions of employment.

Policies and Procedures

• Ensure work aligns with Trust policies and seek clarification when needed.
• Offer advice to trainees, host organisations and NHS England Education Regions on policy interpretation.
• Comply with recruitment procedures and escalation procedures to meet deadlines for pre‑employment checks and payroll.
• Carry out all checks in line with NHS Employment standards and contribute to policy review.

Customer Service

• Handle enquiries courteously and efficiently; refer complex queries to the appropriate member.
• Develop and maintain relationships and communication networks with all stakeholders.
• Enter accurate data into HR/Workforce/Recruitment systems and ensure information security.
• Provide timely information and support the team in meeting performance standards.

Service Improvement

• Contribute to corporate objectives and the Lead Employer Service Level Agreement.
• Drive continuous improvement in service efficiency and effectiveness.
• Participate in projects, develop own skills, and stay updated on employment legislation.

Clinical & Professional Responsibilities

• Adhere to NHS codes of practice and employment legislation, including NHS Employment Check standards.

Teaching & Training Responsibilities

• Maintain compliance with mandatory statutory training requirements.
• Demonstrate and support training of new staff.
• Identify training needs and take action to develop skills and competencies.

Qualifications

• NVQ Level 3 in administration or equivalent.
• IT qualification (RSA 2 or ECDL).
• Customer Care NVQ.

Knowledge & Skills

• Administration or customer service experience.
• Experience of data processing and Excel.
• Experience in a contact centre.
• Experience in HR, Employment Services or recruitment.

Skills

• Present data informatively and user‑friendly.
• Excellent written and verbal communication.
• Initiative, confidentiality, workload management and prioritisation.
• Ability to work in a busy environment with strict deadlines.
• Organisational skills and knowledge of IT systems (Word, Excel, databases).
• Familiarity with HR policies and procedures.

Other

• Self‑motivated, willingness to learn and flexible attitude.
• Ability to work alone or as part of a team; occasional travel may be required.

Equality, Diversity and Inclusion

We actively cultivate a professional environment of fairness, equality, dignity and respect for all individuals. We welcome applicants from all backgrounds and value the unique skills, perspectives and experiences you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence. All applications are accepted irrespective of race, disability, gender, sexual orientation, religion, age, gender identity, marriage, civil partnership, pregnancy or maternity, and especially those from under‑represented groups.

Flexible Working

All employees have the right to request flexible working from day one of employment. There is no limit on the number of requests, and requests will be considered regardless of the reason.