JOB DESCRIPTION

Job Title:
Band:
Hours:
Location:
Accountable to:

1.

Recruitment Administrator
Band 3 (TBC)
37.5 per week
Tatchbury Mount base and other Southern Health Sites as
required
Senior Recruitment Advisor

MAIN PURPOSE OF JOB

The post holder is responsible for coordinating recruitment activities for service directorates
within the Trust, and is the first point of contact for managers and staff, offering advice on
recruitment, contracts and employment checks.
The post holder will assist managers in the recruitment of suitable staff in a timely and efficient
manner, promoting excellence in customer service and upholding the reputation of the service,
and to participate in recruitment and selection events as required.
To provide comprehensive administrative support service to the Trust, ensuring that best
practice in relation to the employment checks associated with working with the NHS are
carried out and maintained to the highest level, ensuring compliance with Care Quality
Commission (CQC), NHSLA, the NHS Employment Check guidance and the organisations
internal corporate governance standards.
In addition, the post holder is expected to respond to and resolve any recruitment related
issues arising expediently, developing and maintaining working relationships across the
organisation and ensuring that information is handled appropriately and sensitively.
2.

POSITION IN ORGANISATION

Please see structure charts

3.

SCOPE AND AUTHORITY

The post holder is responsible for delivering the administrative procedures associated with the
end to end recruitment process including employment checks for all service areas within the
Trust, providing an efficient, helpful and supportive service to all managers and staff.
This includes following up on submission and accurate recording and monitoring of
information relating to references, occupational health checks, verification of identity, right to
work in the UK, CRB checks, work permits (UKBA requirements), professional registrations,
counter fraud and alert letters and to support any programmes of internal audit associated with
such checks.
The post holder will be expected to record appropriate checks on the ESR system and to
participate in and support regular audits to identify the organisations position in relation to
compliance, and issue expiry notices to employees and to identify areas of concern and
escalate these as appropriate via the Recruitment Manager or the Lead Manager for
Workforce Resourcing.

4.

KEY RESULT AREAS

Recruitment
To provide advice and guidance to managers and staff on the best practice associated with
recruitment and selection of employees.
Ensure the Trusts policies and procedures in relation to Recruitment, Selection and
Employment Checks are adhered to and supporting management requirements for flexibility
with recruitment solutions as required.
Responsibility for ensuring that HR forms are completed correctly to ensure an appropriate
audit trail is created for each vacancy, and providing advice and guidance to managers where
appropriate.
Responsibility for co-ordinating the recruitment advertising process, liaising with NHS Creative
Services, and uploading vacancies onto the NHS Jobs website to ensure that advertisements
appear in the requested media in a timely manner.
Send applicant details to the recruiting line manager immediately following the closing date.
Liaise with the line manager to arrange interviews/selection events in accordance with their
instructions, and notifying candidates as appropriate.
Participate as an assessor in selection events to support the recruitment of staff across all
service areas.
Produce conditional offer letters and contracts of employment upon notification that candidate
has been appointed. Issue new starter packs ensuring the packs are up to date and include
standard information and act as a central point of contact for the individual prior to
commencement in employment in relation to HR queries.
Support the Trusts training and development programmes relating to Recruitment and
Selection and participate in the delivery of workshops to ensure organisational knowledge and
skills in this area are developed and maintained.
Employment Checks
To provide advice and guidance to managers and staff on the guidelines associated with
employment checking of employees.
To ensure accurate recording of checks carried out on the ESR system, and to produce
regular reports to flag when registrations and checks expire to assure compliance with local
and national governance standards and avoid associated risks in the area for the
organisation.
To monitor employment checklists for all new starters, ensuring that references, occupational
health checks and verification of identity are submitted and that documentation is recorded in
an accurate and efficient manner.
To receive Criminal Records Bureau application forms, ensuring correct completion and
onward transmission to the CRB for verification. Upon return, the post holder is responsible
for entering the CRB reference numbers onto ESR with appropriate expiry dates, and
producing regular reports for managers and area HR teams to flag renewals where required.

Use appropriate methods to check employment registration with relevant professional bodies
to ensure the validity of all staffs professional registrations and recording details on ESR,
producing reports to flag expiries with line managers, notify individuals regarding renewal, and
escalating associated issues to the Senior Recruitment Advisor where appropriate.
To be responsible for checking ESR upon receipt of alert letters from professional bodies and
local counter fraud agencies, and notifying the appropriate bodies, the Recruitment Manager
and the Lead Manager for Workforce Resourcing of a positive return if necessary.
To assist the Senior Recruitment Advisors with the administrative processes associated with
application for work permits, ensuring compliance with regulations as outlined by the Borders
and Immigration Authority, inputting reference details onto ESR and producing regular reports
to monitor the number and locations of staff who hold permits, and flagging expiries with the
appropriate line manager.
General Responsibilities
Provide advice and guidance to managers and staff on calculating annual leave entitlements.
Support to the operational HR team with the issue of information packs and notification
regarding maternity/paternity entitlements.
Ensure that accurate documentation relating to new starters and variations to contract are
kept on file and liaise with the Workforce Administrators to ensure that electronic records are
updated accordingly.
Liaising with workforce team and payroll staff regularly and ensuring any payroll queries are
dealt with promptly to enable correct payment for that month, and with other team members
regarding general queries, and to keep them informed of recruitment activity within their areas.
Interact and communicate with all levels of staff who have concerns or queries. Deal with
enquiries from managers, staff or colleagues via email, telephone of letter in a professional
and timely manner.
Understand and work to the boundaries of confidentiality within the work process and the
principles of the Data Protection Act
To develop and maintain knowledge and skills of the workforce IT systems including ESR and
NHS Jobs.
Participate in learning and development activities to maintain professional standards including
statutory and mandatory training and the appraisal process.
To support with the administration of departmental project work accordingly.
Undertake other duties as required, and provide cover for other members of the HR Team in
cases of annual leave and sickness, following discussion with the manager.

Health & Safety

It is the responsibility of all employees to work with managers to achieve a healthy and safe
environment, and to take reasonable care of themselves and others. Specific individual
responsibilities for health and safety will be outlined under key responsibilities for the post.
Equality & Diversity
It is the responsibility of all employees to support the Trusts vision of promoting a positive
approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage
in service delivery and employment, and to manage, support or comply through the
implementation of Equality & Diversity Strategies and Policies.
Confidentiality
In the course of your employment you will have access to confidential information of a
personal and/or clinical nature, including information relating to the Trust, its clients, patients,
employees and other parties. You must not use such information for your own benefit nor
disclose it to other persons without the consent of the Trust and the party concerned unless
required to do so by law. This applies both during and after the termination of your
employment. Any breach of confidentiality during employment may be regarded as serious
misconduct and could lead to summary dismissal.
Personal Development Review
The Trust is committed to providing a high quality service through the effective management
and development of its employees. The Personal Development Review process ensures that
the Trust is able to achieve its key aims of commissioning and delivering cost effective, high
quality and responsive healthcare, whilst enabling employees to understand how the outcome
of their contribution fits within these overall aims. All staff will be expected to participate fully
in the process and comply with the Policy. Statutory and mandatory training compliance must
be reviewed during the Appraisal.
Statutory and Mandatory Training
The Trust will assess the requirements for Statutory and Mandatory training requirements for
all new staff prior to commencement and aims to ensure that all Statutory and Mandatory
training requirements are completed before staff start their full duties. All required Statutory
and Mandatory training must be completed within the first three months of staff starting within
HCHC and refresher training must also be undertaken on a regular basis and in accordance
with the Trusts policy.
Safeguarding Children and Vulnerable Adults
This is a regulated position and the post holder will be subject to an enhanced Criminal
Records Bureau disclosure upon appointment, and every three years thereafter. From July
2010, post holders will also require registration with the Independent Safeguarding Authority
to enable the Trust to monitor an individuals status when working with children or vulnerable
adults.
The Trust is committed to safeguarding children, young people and vulnerable adults within its
care. As an employee you are accountable to ensure that you know how to respond when
you are concerned for the safety of a child, young person or vulnerable adult. The Trust will
support you in this process by providing training, support and advice. There is a safeguarding

team for children and young people and leads for vulnerable adults, who can be contacted for
guidance and who provide safeguarding supervision. The Trust works in partnership with key
agencies to protect children, young people and vulnerable adults. For children you should be
aware of your responsibilities detailed in the 4 Local Safeguarding Children Boards Child
Protection Procedures and for vulnerable adults in the Safeguarding Adults Policy.
Infection Prevention and Control
The Trust has designated the prevention and control of infection and the full implementation of
the Code of Practice (2008) as a core component in the organisations clinical governance,
managing risk and patient safety programmes. All employees are expected to follow
consistently high standards in the prevention and control of infection, especially with reference
to hand hygiene, adherence to dress/uniform code and for clinical staff all procedures
involving aseptic technique, be aware of and follow all Trust Infection Control guidelines and
procedures relevant to their work, participate in mandatory training and annual updates.
Protecting patients from infection is everyones responsibility.
Rehabilitation of Offenders Act 1974
This post is subject to an exception order under the provisions of the Rehabilitation of
Offenders Act 1974. This stipulates that all previous convictions, including those that are
spent must be declared. Previous convictions will not necessarily preclude an individual from
employment but must be declared in writing at the appropriate stage during the recruitment
process.
Data Protection
As your employer, the Trust needs to keep information about you for purposes connected with
your employment. The sort of information we will hold includes information for payroll
purposes, references, contact names and addresses and records relating to your career with
the Trust. These uses are covered by our notification with the Information Commissioners
Office under the Data Protection Act 1998.
The information which we hold will be for our management and administrative use only but we
may need to disclose some information we hold about you to relevant third parties (e.g. Inland
Revenue).We may also transfer information about you to the NHS Executive solely for
purposes connected with the management of the NHS.
Records Management and Quality
As an employee, you are legally responsible for all records that you gather, create or use as
part of you work within the Trust and they remain the property of the Trust. This includes
patient, financial, personal and administrative records, whether paper based or on computer.
All such records are considered public records and you have a legal duty of confidence to all
service users. You should consult the Trusts Records Management Policy and ask for
guidance from your manager if you have and doubt about the correct management of records
with which you work. All staff have a responsibility to ensure information quality standards are
achieved.
Information Security
Under the provisions of the Data Protection act, it is the responsibility of each member of staff
to ensure that all personal data relating to patients and members of staff, whether held in
manual or electronic format, is kept secure at all times. Computer passwords must not be
shared either between systems or users. The Trust may monitor e-mail messages, any files
stored on the networks or on equipment and usage of the Internet, NHS.net and computer

systems, irrespective of whether these relate to trust or personal use. Access and usage of
the Trusts computers must be in accordance with the Trusts Policies. Safehaven procedures
are to be used for all electronic transfers of personal data. This is in order to protect the
Trusts patients and staff, and its reputation and to ensure that it complies with the law and
other guidelines.
Smoke-free Policy
The Trust operates a Smoke-free policy. This means that smoking is not permitted anywhere
within owned or leased premises, including within their grounds and within owned or leased
vehicles. In the interests of promoting responsible healthcare all staff are to refrain from
smoking when off-site in uniform or wearing an identifying NHS badge in any public place.
The policy also applies to all staff employed by the Trust at any location they may work,
whether within or external to the Trusts premises.
The policy contains further details
including support facilities. Failure to comply with this policy may result in disciplinary action.
The duties of the post will be reviewed regularly in conjunction with the post holder, in
accordance with the Personal Development Review Process.

PERSON SPECIFICATION
Job Title:

Recruitment Administrator

Band:

3 TBC

Reports/Accountable to:

Senior Recruitment Advisor/Recruitment Manager

Criteria

Essential

Education and
Qualifications

Knowledge

5 GCSE (grades A-C) or

equivalent
including
English and Mathematics
or relevant subjects, or
proven experience through
practice
NVQ III in administration
RSA II or equivalent
Knowledge of Microsoft
Office
(Word,
Excel,
Outlook)

Desirable
ECDL
Foundation
Certificate
Personnel Practice

Experience

Skills
Abilities

and

Knowledge and experience

of using Microsoft at an
intermediate level
Experience of working in a
busy
administrative
environment

Experience
in
using
databases
to
input,
maintain and report on
personal information
Experience in delivering
high standards of customer
service
Good IT skills
Accurate data entry skills
Good administrative and
organisational skills
Excellent
verbal/written
communication skills
Good interpersonal skills
Numerate
Able to deal confidently
and tactfully with people at

Method of
assessment
Application
in Form/Certificates

Application
Knowledge of NHS
Knowledge of Agenda for /Interview
Change
Terms
and
Conditions of employment
Knowledge of the Trusts
organisation structure
Knowledge of Recruitment
and Selection policy and
best practice
Experience in using NHS
Jobs and Electronic Staff
Record (ESR) Database
Experience of working in
HR environment
Previous NHS experience

Form

Application Form /
Interview

Interview/
Application
Form/Work Based
Tests

Behaviours

all levels.
Good telephone manner
Attention to detail

Customer Focused
Deliver high customer
when answering the
emails and face to face
Responsive and flexible

service
phone,

Maximising Value
Identify and report inefficiencies
quickly
Achieving Results
Adhered to deadlines
Solutions focussed
Working Together
Works together as a team
Honest and open

Competency
based/situational
interview