Employment Services Team Leader NHS AfC: Band 4

Job overview

The post holder will lead a Regional Employment Services Team, ensuring that the team is delivering a professional, efficient employment service to Trainees and the wider stakeholder group. You will support the delivery of high levels of customer service to all of Lead Employers stakeholders, which includes handling customer enquiries and providing administration support and relevant HR advice.

The successful candidate will have a minimum of two years’ experience within a HR environment and will be able to demonstrate a flexible approach to effectively undertake their duties. They will also be a self-motivator and display commitment and resilience to ensure professional and efficient advice and support is provided at all times.

Applicants responsibility to seek authorisation from their current manager to be released for the secondment before a formal application is made.

Interview: 22nd & 23rd June 2021

Main duties of the job

The Lead Employer Service is responsible for the employment of Trainees and other staff as required. This role will enable the Employment Services department and the job holder’s area team in particular to provide a professional, efficient and integrated recruitment and employment service to Trainees, Host Organisations and Health Education England (HEE). It will ensure the delivery of high levels of customer service to all of Lead Employer’s stakeholders including HR advice and guidance and every area team will be responsible for delivering this service in their section of the Lead Employer under the day to day control of this job holder.

Working for our organisation

We are an experienced and award winning Lead Employer employing c.9000 Doctors and Dentists in Training across HEE North West, West Midlands, East of England, East Midlands, Thames Valley and London and South East, with this model being established since 2010, and are responsible for the full employment life cycle for our specialty doctors in training.

As a Lead Employer Service our key priorities are to ensure the efficient, professional and integrated ‘one stop’ service for all our stakeholders including Host Trusts and our Educational Stakeholders.

St Helens & Knowsley Teaching Hospitals NHS Trust is the BEST acute Trusts in England for the THIRD year running!

The Trust is currently the only acute Trust in Cheshire and Merseyside, and is one of few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

Detailed job description and main responsibilities

KEY DUTIES

Co-ordination, Control & Supervision

The Employment Services Team Leader will ensure that:

• Work with the Employment Services Team Manager to draw up an accurate activity plan and thereafter work with the Team Leader to deliver and maintain that plan.
• Work is distributed across the area team in line with roles and responsibilities of each team member and the needs of the service.
• The Standard Operating Procedures are adhered and work is undertaken in the timescales required, taking any remedial action required to ensure compliance.
• The quality of service is maintained at a high level, taking any remedial action required to ensure compliance.
• All team members conduct themselves in an efficient and professional manner.
• Concerns are effectively managed as they arise, escalating any significant concerns to the HR Team Manager
• Team meetings are conducted as required with the assistance of the HR Team Manager.
• Assess and calculate pay protection for Doctors and Dentists in training (final sign off by ES Team Manager if required)

Advisory Services

• Provide comprehensive advice regarding the employment of doctors and dentists in training, interpreting national codes of practice, terms and conditions of employment and Trust policies and procedures for all Lead Employer stakeholders
• Advising trainees and host organisations on employment issues including pay, pay protection, pre-employment checks, rotations, leave entitlements, excess mileage and removals (including sign off where required) and terms and conditions of employment escalating any major concerns to the relevant Manager.
• Liaise with Host Organisations to advise on restrictions to practice for trainees and ensure where possible, they are accommodated and required support mechanisms are implemented.

Policies and Procedures

• Support Host Organisations, Heads of School and Training Programme Directors in the understanding of policies and procedures including Attendance Management, Maternity, Paternity and Adoption, Special Leave, this includes working with the Case Management team on sensitive matters.
• Adhering to escalation procedures to ensure the timely processing of information including the completion of pre-employment checks by candidates within specific deadlines, and the processing of payroll information including work schedules to meet required deadlines
• Ensure all pre-employment checks are carried out for all new appointees in line with legal requirements including NHS Employment standards.
• Ensure that were relevant all trainees receive a work schedule
• Contribute to the development and review of Lead Employer processes

Account Management

• Attend meetings with internal and external stakeholders such as HEE, to ensure relevant administrative information regarding the employment of trainees is shared between the organisations and appropriate actions are agreed and implemented
• Liaise with Heads of Schools and Training Programme Directors to maintain effective working relationships, keeping them informed of any relevant recruitment and employment issues regarding their specialty
• Communicate effectively with Host Organisations to ensure the timely and accurate transfer of information during the pre-employment and employment of trainees
• Undertake advisory sessions for trainees to provide information and advice on queries regarding their employment

Customer Service

• Ensure that all enquiries are handled courteously, effectively and efficiently, in line with agreed timescales by ES Administrators and Assistants.
• Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, Heads of School and Training Programme Directors.
• Develop and maintain effective internal and external communication networks to support the delivery of the Lead Employer Service.
• Support Lead Employer events including careers events and Training Programme Director information events as required.
• Seek customer service feedback from designated areas of responsibility and make recommendations to the Lead Employer management team based on feedback

Data Processing and Management Information

• Responsible for ensuring that all required actions for trainees are processed onto the relevant systems including termination of leavers, salary information and pre-employment check data in a timely manner.
• Ensure that all trainees have work schedules prior to commencement in their next rotation and that additional elements are appropriately applied to trainees and communicated to payroll for processing.
• Ensure banding information is received from Host Organisations, appropriately applied to trainees and communicated to Payroll for processing
• Ensure that the monitoring of regular workforce reports on contractual matters i.e. compliance, employment checks, fixed term contracts and attendance management and action any required actions.
• Responsible for the analysis of routine compliance reports and to ensure trainees provide information required to evidence compliance i.e. renewed professional registration and Right to Live and Work permits
• Ensure the provision of accurate and timely information as requested.
• Support the team in the achievement of the published performance standards and those contained within the service level agreements.
• Review routine reports of changes to contracts and ensure the provision of revised terms and conditions of employment and those changes are communicated to Payroll for processing.
• Maintain a record of all flexible working applications including OOP and LTFT and provide reports as requested by the management team

Service Improvement

• Contribute to the achievement of corporate objectives and the Lead Employer Service Level Agreement.
• Contribute to the continuous improvement in the efficiency and effectiveness of the Lead Employer Service.
• Work in partnership with colleagues to optimise opportunities for working collaboratively towards the provision of an integrated employment service.
• Undertake and participate in projects as required.

CLINICAL & PROFESSIONAL RESPONSIBILITIES

• Adhere to the NHS and Trust’s code of conduct
• Keep abreast of relevant terms and conditions and basic employment law.

ADMINISTRATIVE RESPONSIBILITIES

• Oversee the preparation of contracts of employment and amendments to contracts and ensure they are issued to trainees within required deadlines
• Ensure all rotation information is received from HEE and other sources and is processed and communicated within required deadlines to all relevant Lead Employer stakeholders
• Liaise with Health, Work and Wellbeing to ensure necessary health checks are undertaken and communicate with Host Organisations thereby ensuring that any required additional support is provided for both new starters and existing trainees as required.
• Check and authorised payroll amendments as required.
• Support the development and maintenance of the Lead Employer website, working with colleagues to develop and update content
• Produce high quality written correspondence including letters and e-mails, in line with corporate communications guidance and Trust policies and procedures.
• Complete audits or surveys as required

TEACHING & TRAINING RESPONSBILITIES

• Maintain own compliance with the Trusts mandatory and statutory training requirements
• Demonstrate activities in own area to new staff
• Develop skills and competencies of self through training and development activities, ensuring that progress is maintained and future needs identified and actioned.