Medical Workforce Administrator-Recruitment

Are you an experienced administrator looking for a new and exciting role within the medical workforce sector?

The medical workforce team is responsible for managing medical workforce issues for all of our medical staff and included in our remit is the recruitment of all grades of doctor. This position would support our medical recruitment co-ordinator in ensuring that our recruitment practices are safe and compliant and that we give our candidates the best possible recruitment experience before joining EPUT.

You should be a confident communicator as you will be liaising with consultants and medical managers as well as candidates so experience in recruitment is desirable.

There is a saying in medical workforce that no two days are the same and that can definitely be said when working in our team!

Key Responsibilities

• Participate in the end to end recruitment process for all medical staff including advertisement, shortlisting, setting up interviews, issuing offer letters and ensuring pre-employment checks are completed in line with NHS Employment Check Standards.
• Coordinate and organise the process of resident doctor rotations throughout the year under guidance from the medical workforce co-ordinator.
• To provide a customer focused recruitment service to Managers, candidates and staff within the Trust.
• To ensure compliance with the Trusts recruitment policy and procedures, by working with managers to ensure that all relevant recruitment documentation is accurately completed and to agreed recruitment standards.
• Using electronic systems TRAC and ESR as part of the recruitment process and you will be required to have good attention to detail and accuracy is important as you will be entering details and data into the ESR system which could be related to payroll.
• Responsible for sending out offers and confirmations in line with procedure ensuring correct pay scales included and that all appropriate pre-employment checks are undertaken in line with the NHS Employment Check Standards with support from the medical workforce co-ordinator.
• To provide guidance on salary confirmation in accordance with Medical and Dental pay scale and terms and conditions of service with support from medical workforce co-ordinator.
• EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including:
• Season Ticket Loans
• NHS discounts for staff
• Excellent Training facilities and opportunities
• Buying and Selling annual leave scheme
• The opportunity to work bank shifts and expand knowledge and experience in other areas
• Salary Sacrifice schemes including lease cars and Cycle to Work
• Day One Flexible Employer
• The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
• Join our Staff bank
• What is Staff Bank? Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
• All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
• If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.

• Participate in the end to end recruitment process for all medical staff including advertisement, shortlisting, setting up interviews, issuing offer letters and ensuring pre-employment checks are completed in line with NHS Employment Check Standards.
• Coordinate and organise the process of resident doctor rotations throughout the year under guidance from the medical workforce co-ordinator.
• To provide a customer focused recruitment service to Managers, candidates and staff within the Trust.
• To ensure compliance with the Trusts recruitment policy and procedures, by working with managers to ensure that all relevant recruitment documentation is accurately completed and to agreed recruitment standards.
• Maintains an up to date knowledge of the Trusts Recruitment Policy and Recruitment Process and NHS medical terms and conditions for medical and dental staff.
• To ensure that recruiting managers and candidates are kept fully informed throughout the recruitment process.
• To participate in the end to end recruitment and selection process for all medical staffing Trust posts, using ESR, TRAC and NHS Jobs. This includes fixed term and permanent vacancies for consultants, resident doctor rotations and honorary contract staff.
• To ensure that the job description, person specification and advert are accurate and have been drawn up in line with Trust policy and employment legislation.
• Uploading job adverts using various innovative methods, primarily using NHS Jobs and Trac.
• Responsible for sending out offers and confirmations in line with procedure ensuring correct pay scales included and that all appropriate pre-employment checks are undertaken in line with the NHS Employment Check Standards with support from the medical workforce co-ordinator.
• To provide guidance on salary confirmation in accordance with Medical and Dental pay scale and terms and conditions of service with support from medical workforce co-ordinator.
• Assist in the processing of certificate of sponsorships, Right to Work evidence checks and liaise with other external agencies including the Home Office, Recruitment Agencies and other agencies.
• Responsible for supporting paperless systems and ensuring documents are retained effectively on the Trusts laserfische system. Ensuring completed in line with compliance and audited as and when necessary.
• To prepare contract of employment for new doctors starting work at the organisation.
• The post holder will be required to have good attention to detail and accuracy is important as you will be entering details and data into the ESR system which could be related to payroll. Ensuring end dates entered into the relevant systems to support time limited amendments to staff working arrangements are captured through the system.
• Ensure that all ID documentation for employees is checked, in line with NHS employment Check Standards and Home Office regulations for new starters and yearly immigration checks
• Support the Medical Workforce Co-Ordinator in researching new retention initiatives to be implemented within the Trust.
• To liaise and work with the Employee Engagement team where retention initiatives cross over between teams.
• Ensure the correct DBS procedure is followed for all new starters and renewals and the necessary documents are collected in line with the Trusts relevant policy and procedure.
• To maintain accurate records relating to professional registration of employees.
• Provide advice to recruiting Manager on all pre-employment checks and where necessary to provide relevant advice and support for withdrawing offers of employment where unsatisfactory checks are received in line with relevant employment legislation.
• Responsible for ensuring employment legislation changes are met with and are followed in line with set guidelines.
• To promote the Trust by attending recruitment fayres.
• To act as an authorised signatory for payroll documentation.

Consultant Recruitment

• Support Medical Workforce Co-ordinator in providing guidance on the arrangements for AAC committees for Consultant recruitment, ensuring the correct process is followed and also liaise with the Trust Executive Committee in line with the DOH guidance. This may include but is not limited to:
• To administer the recruitment process of Consultants in the Trust.
• To liaise with the Royal Colleges in relation to the job description and arrangement of interview panels.
• To ensure that the post has relevant financial approval and is advertised to agreed timeframes.
• To prepare short-listing, undertaking registration checks and references, organise interviews and interview panels. Resident doctor rotations.
• To work with the Medical Workforce Co-ordinators to organise the Resident Doctor rotational programmes.
• To provide the administration and checking service for junior doctor relocation claims.

• Other duties
• Highlight any queries or concerns to the Medical Workforce Manager where support and/or assistance is required.
• Deal with all sensitive or contentious candidate information in a professional and discreet way.
• To ensure recruitment tracking/monitoring databases are updated and accurate information is communicated to all relevant parties on a regularly basis.

To answer telephone queries promptly in a polite, courteous and professional manner, referring them on as appropriate.

• To provide cover within the Medical Workforce Team for annual leave, sickness, etc.
• Any other duties which are consistent with the post.

LNKD1_UKTJ