Shared Recruitment Services Officer

Detailed job description and main responsibilities

• To process all administration in relation to the employment or appointment of applicants, including those on honorary contracts or secondments with clients.
  
  • To ensure that only posts with appropriate vacancy control approval are advertised.
  • To provide a comprehensive recruitment service using such information technology systems as are procured for the purpose eg. NHS Jobs 2, TRAC.
  • To manage pre-appointment checks for newly-appointed staff and those to be issued with honorary contracts or secondment agreements, including but not limited to ID/employment history and reference checks; professional registration and qualification checks; DBS checks and occupational health clearance, and the issuing of offer letters and contracts to all appointed, in line with policy, process and statutory timescales. To keep own knowledge up to date with national recruitment standards and compliance, in line with the streamlining agenda.
  • To requisition and advertise all vacancies on NHS Jobs website ensuring compliance to equality and diversity and national employment check standards ie. the 2 ticks disability symbol, immigration regulations, age, gender and religious belief. To keep own knowledge up to date with national recruitment standards and compliance, in line with the streamlining agenda.
  • To highlight any issues raised whilst obtaining employment checks to the recruiting manager and assist the decision making process where appropriate, linking in with clients where necessary, ie. gaps in employment history, unsatisfactory employment references, immigration status checks and documentation, positive DBS checks etc. To arrange DBS risk assessments where necessary and to monitor and record decision outcomes.
  • To prepare sponsorship applications as required in line with current guidelines and immigration rules.
  • To inform managers and other relevant parties about the commencement and induction dates for newly-appointed members of staff and to follow up on any DNAs.
  • To carry out such re-checks of employment checks as are required for staff under trust policy, in line with agreed trust timeframes (eg. right to work, DBS etc); to take appropriate remedial action where an issue arises out of a rechecking procedure and escalate appropriately to ensure that risks to the organisation can be effectively managed.
  • To plan and prioritise own workload to ensure quality standards and deadlines are met. Extensive use of planning and organisational skills are required to manage own workload within a high volume, pressurised environment whilst constantly working towards deadlines within every stage of the recruitment cycle ie. advertising, short-listing, interviews, employment checks and hiring monthly new starters on ESR.
  • To administer interview tests and assessment days as part of the selection process, working with the managers, local job centres and colleges.
  • To work closely with the recruitment assistants to ensure letters and documentation are issued and data input within agreed timeframes to avoid any unnecessary delays.
  • To deal with telephone callers and visitors to the department in a courteous manner, greeting and receiving callers in accordance with departmental standards and processes.
  • To work in an agreed and appropriately arranged roster system to ensure coverage of the service at all times during the agreed hours of business.
  • To keep own knowledge up to date in relation to national recruitment policy and standards and the streamlining agenda. To attend workshops and seminars to expand existing knowledge in relation to employment legislation, as required.
  • To regularly audit vacancy and applicant files to ensure no unnecessary delays are incurred and to bring to the attention of the team leader/assistant manager any potential threats to quality standards not being achieved.
  • RESPONSIBILITIES FOR INFORMATION RESOURCES
  • To prepare new starters forms and provide accurate and timely input of new employee data into electronic and other systems for payroll and other purposes.
  • To assist applicants in resolving any issues or discrepancies that may arise following the electronic transfer (IAT) of NHS Service, salary and annual leave entitlements from previous NHS employment.
  • To ensure that all newly joining staff are booked onto the relevant trust induction programmes.
  • To maintain effective monitoring systems to ensure that all newly appointed staff are appropriately registered with their regulatory body, where required.
  • To ensure recruitment information systems ie. NHS Jobs2/TRAC/ESR are maintained in a timely, accurate manner, ensuring consistency and confidentiality of data within shared recruitment and lead emplpoyment services.
  • To monitor response rates to job adverts, to close job adverts and to issue requests for online short-listing to recruiting managers using NHS Jobs.
  • To assist monthly exception reporting to ensure quality data is achieved and maintained.
  • Take part as necessary in the issuing of ID badges and smartcards. To assist the team leader/assistant manager with audits where required to ensure consistency and compliance to national recruitment standards ie. NHSLA/CQCTo act in a responsive manner in any situation that may arise and attempt to resolve the issue in a timely and efficient manner.• To liaise with approved advertising agencies, where required, to ensure cost effective jobs adverts are placed in the most appropriate media. To ensure advertising deadlines are met to avoid any unnecessary delays, to ensure adverts are in line with corporate branding and have been thoroughly proof read to ensure accuracy of information.