Recruitment Administrator

Detailed job description and main responsibilities

• With the support and guidance of the Recruitment & Resourcing Manager provide a holistic, high quality and professional first class recruitment service to recruiting managers, employees and candidates.
• To ensure that all legal requirements and HR best practice as outlined in Trust policies, procedures and relevant NHS guidance and legislation are adhered to at all times.
• To ensure a timely and efficient service is provided to all customers, by maintaining good practices and ensuring excellent communication and working relationships.
• Provide expertise and guidance to recruiting managers, including leading on recruitment campaigns, advising on appropriate recruitment methods and the delivery of recruitment training.
• Liaise with managers and service leads in planning and undertaking recruitment campaigns in line with the organisation’s Recruitment Policy and Procedures ensuring KPIs are met.
• Provide day-to-day advice and guidance to Recruiting Managers, candidates and employees regarding recruitment processes and Agenda for Change terms and conditions of service.
• Develop good, co-operative working relationships with candidates and managers, ensuring any contacts internally and externally are handled in a timely and professional manner.
• Provide training/coaching to recruiting managers in relation to recruitment policy, process and systems and assist with the development of recruitment guidance and training materials.
• Provide day-to-day advice and guidance to recruiting managers, candidates and employees regarding recruitment policy, process, best practice and conditions of service. Supporting and challenging in the application of these, ensuring best practice and legal compliance, and minimising risk and financial exposure.
• Ensure that all recruitment literature, i.e. job descriptions, person specifications and adverts, offer letters and terms and conditions of service to be used for recruitment campaigns are accurate, up to date and have been drawn up in line with Trust policy and employment legislation.
• Provide expert advice to recruiting managers on hard to recruit posts and innovative recruitment solutions, under the supervision of the Recruitment & Retention Manager.
• To facilitate recruitment campaigns from start to finish.
• To use all functionalities with NHS Jobs and Trac to track the recruitment process from end to end.
• To support the Head of Recruitment & Temporary Staffing in ensuring that all HR and recruitment data is accurate and up to date enabling effective workforce reporting.
• Ensure that recruiting managers and candidates are kept fully informed throughout the recruitment process.
•  facilitate the resolution of sensitive queries linked to pre-employment checks, payroll, and general terms and conditions of service. 
• Advise where necessary to applicants and recruiting managers on work permits and right to work issues taking into account any barriers to understanding. 
• Liaise with Trust managers regarding any complex queries escalating to a senior manager where necessary and appropriate.
• Responsible for maintaining the recruitment software systems used by the Trust i.e. NHS Jobs and Trac to ensure records are kept appropriately.
• To have a good working knowledge of NHS Jobs and Trac to be able to use the systems effectively during recruitment campaigns.
• To train Recruiting Managers on the NHS Jobs/Trac functionality as and when required.
• Oversee the preparation of Certificates of Sponsorship as required under UKBA Guidelines.
• Provide guidance on salary confirmation in accordance with Agenda for Change terms and conditions.
• Link with employee relations colleagues and HR business partners regarding re-deployees, including the setting up of ‘at risk’ accounts on NHS Jobs.
• Liaise with colleagues in Workforce Information, Finance and members of the senior management team to ensure that vacancy control measures are followed.
• Responsible for maintaining paper and electronic filing systems that support the safe retention of all HR documents and ensure these are appropriately maintained and records are retained in line with data protection guidelines.
• Refer all issues arising from unsatisfactory pre-employment checks to the Recruitment & Retention Manager.
• Work with and provide HR Business Partners with recruitment information where required. 
• Assist in the organisation and participate in Trust strategies to improve recruitment and retention e.g. open days, job fairs etc.
• Contribute to Directorate meetings as required, providing recruitment updates and address any issues. 
• Contribute to monthly KPI reporting as directed by the Head of Recruitment & Temporary Staffing.
• Ensure compliance with Trust policies, recruitment processes and 
  national/legal guidance regarding recruitment activity.
• Ensure robust systems are in place for appropriate pre-employment checking, such as qualifications, professional registration and Disclosure & Barring Service checks.
• To manage own workload effectively in order to maintain an efficient service, adhering to timescales in an environment where priorities are frequently changing .
• Highlight any queries or concerns to the Recruitment & Resourcing Manager where support and/or assistance is required.
• Support the Head of Recruitment & Temporary Staffing to develop, implement and continually review/update departmental processes to ensure the most efficient use of resources and manage the expectations of Recruiting Managers.
• Work collaboratively with colleagues across the HR Directorate to ensure delivery of a comprehensive HR service.
• Ensure continuing, personal and professional development of self and team and take a lead in identifying own development needs.
• To actively participate in personal supervision process and actively contribute in the annual appraisal process.
• Identify own training and development needs and attend training sessions as required to meet operational and development needs.
• Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed.
• To undertake such tasks as required by and under the supervision of the Recruitment & Retention Manager.