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Resourcing Administrator NHS AfC: Band 3 Full Time

at St Helens & Knowsley Teaching Hospitals London in London (Published at 21-11-2021)

Main area
NHS AfC: Band 3
Full time - 37.5 hours per week
Job ref
Whiston Hospital
£20,330 - £21,777 per annum
Salary period
22/11/2021 23:59

Job overview

Applications are invited to join our Resourcing Team based at Whiston Hospital. The Resourcing Team carries out recruitment processes for admin and clerical, nursing, medical and dental and more positions to the Trust. The successful candidates will join our ever growing, multi-functional workforce and will have the opportunity to work across a variety of different specialties and professionals.

The individual will possess excellent interpersonal skills and be able to provide an efficient and effective recruitment service to the Trust. We recognise the market for recruiting into some NHS positions has become increasingly challenging; so we?re looking for someone who is innovative and forward thinking with the focus to meet these challenges head-on.

Previous applicants will not be considered.

Please note, interviews may include assessment tasks.
Interview Date to be confirmed.

Main duties of the job

We are looking for individuals who will work with persistent determination to achieve first class results in a friendly and constructive manner. In order to excel in the role you will have previously worked in a resourcing function in an extremely fast paced environment. You will be able to prioritise your workload and deal effectively with key stakeholders at all levels.

We are extremely keen on having a multi-functional workforce, we will support staff rotation so you get a taste of each part of the recruitment world!

Please see the attached job description and person specification for further details.

We may close a vacancy earlier than stated, should a sufficient number of applications be received, you are therefore advised to apply at your earliest convenience.

Working for our organisation

St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.

Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Our latest achievements include:

  • Acute Trust of the Year ? HSJ Awards November 2019

  • Trust rates Outstanding by the CQC ? Inspection August 2018

  • Top 100 places to work in the NHS (NHS Employers and Health Service Journal)

  • Best acute Trust in England for quality of care for the 3rd year running (NHS Staff Survey)

In the NHS Staff Survey 2020 the Trust scored the highest marks in the following areas;

  • Quality of care

  • Staff engagement

  • Support from managers

Detailed job description and main responsibilities


  • To work on own initiative with minimal supervision, prioritising workload, initiating action and resolving problems as necessary.

  • Support the Resourcing Lead/ Team Leader in ensuring that all recruitment enquiries to the department are dealt with in an efficient, effective and courteous manner.

  • Support the retention programme by undertaking administrative activities as determined by the Resourcing Team Leader to support the retention of staff within the Trust.

  • Provide support to customers as appropriate and referring any HR or payroll related queries to the relevant department.

  • Proactively seek feedback from applicants and recruiting managers on the recruitment experience.

  • Ensure that when safer recruitment checking issues or challenges occur they are dealt with in a timely manner so that candidates recruited can start on an agreed date, escalating concerns where required.

  • Build relationships with recruiting managers and HR Advisors / Business Partners.

  • Provide cross cover for all areas in recruitment when volumes or absence is required.

  • Prepare and send contracts of employment arising from recruitment activities.

  • To ensure that the office and telephones are covered at all times during the working day.

  • Provide an advisory service on best practice in recruitment and selection to all hiring managers.

  • Timely escalation of any recruitment cases that require a risk assessment by the recruiting manager in order to start a candidate within the Trust.

  • Ensuring that your own workload is managed and planned in accordance with department key performance indicator schedules and deadlines.

  • Attend/participate in wider career fairs/ conventions and recruitment open days.

  • Support the provision of on-boarding activities for all Trust new starters, (including overseas applicants) to ensure that the process is a smooth and enjoyable one.

  • Engage with hiring managers and marketing to advertise specific campaigns via social media where appropriate.


  • Ensure advertisements and job descriptions match the financial authorisation for the vacancy.

  • Ensure relevant job details are uploaded onto the e-recruitment system, ESR and associated advertising boards.

  • Provide interview details to applicants.

  • Attend recruitment events (as required) ensuring managers have relevant documents to carry out interviews.

  • Collate successful candidate paperwork (interview forms) to keep on file for audit purposes.

  • Ensure all pre-employment checks are carried out in accordance with employment law, NHS Employer guidelines and Trust policies.

  • To liaise with professional bodies to check the professional registration of candidates, alerting the Resourcing Lead/ Team Leader to any anomalies.

  • Liaise with both internal and external stakeholders including applicants of all levels, external referees, and internal recruiting managers to ensure the timely and accurate return and recording of all necessary employment checks.

  • Keep relevant individuals up to date with progress of successful candidates through the recruitment process.

  • Escalate recruitment delays or issues to the Resourcing Lead/ Team Leader and Resourcing Manager where appropriate.

  • Create electronic job files for all candidates.

  • Support HR with information relating to current vacancies for those members of staff on the risk register.

  • Responsible for ensuring that all contracts are issued and administrative tasks are completed and recorded appropriately for all new employees including maintenance of associated information systems.

  • Ensuring accurate and timely input of all employee data in line with published payroll dates.

  • Support the Resourcing Manager as and when required


  • Develop own skills and knowledge and contribute to the development of others.

  • Share updates with the team on up to date recruitment legislation.

  • Undertake and participate in appropriate audit, quality assurance programmes and research as directed.

  • Ensure that any Trust policy or standard operating procedure that relates to recruitment is followed and where there are areas for improvement to be raised for inclusion / change.

  • Keep up to date with all associated employment and NHS recruitment legislation on an on-going basis.

Person specification


Essential criteria

  • Educated to GCSE level or equivalent qualification and / or equivalent experience

Desirable criteria

  • CIPD Level 3 or other relevant qualification at the same level

  • European Computer Driving Licence (ECDL)

  • NVQ Level 3 Business Administration or higher

Knowledge & Experience

Essential criteria

  • Administrative experience

  • Awareness of social media and recruitment advertising

  • Good knowledge/ understanding of NHS Employment Checks

  • Knowledge & experience of recruitment, staff and/or talent acquisition

Desirable criteria

  • NHS experience

  • Workforce information experience

  • HR experience

  • Use of HR Information systems including ESR, TRAC, NHS Jobs, Health Jobs


Essential criteria

  • Ability to work as part of a team

  • Customer service skills


Essential criteria

  • Good communication skills

  • Understanding of confidentiality

  • Proven organisational skills, including prioritisation and working to tight deadlines

  • Strong IT skills (Microsoft Office)

  • Flexible attitude towards work, task and changing priorities

  • Ability to manage key stakeholder expectations

St Helens & Knowsley Teaching Hospitals NHS Trust are committed to providing an environment and services which embrace diversity and which promote equality of opportunity, we welcome applications from all sections of the communities we serve to enable us to reflect their diversity and improve the delivery of the services we provide.

Any information gathered during the application process relating to protected characteristics as defined by the Equality Act 2010, is gathered for statistical purposes only and is not made available to recruiting managers at any stage of the recruitment process.

As a ?Disability Confident Leader? we offer a guaranteed interview scheme for applicants who consider themselves to have a disability and who meet the minimum selection criteria (essential) at each stage of the selection process. You can indicate your wish submit an application under the Trust's guaranteed interview scheme in the personal information section of the online application form.

Transitional arrangements are in place for EU,EEA and Swiss Citizens following the UK's withdrawal from the EU. Should you this apply to you, you are advised to familiarise yourself with these arrangements to ensure you continue to have right to work in the UK and how to evidence that right in the future. Please see the document attached to this vacancy. This requirement does not apply to Irish citizens, who can continue to freely enter, live and work in the UK.

The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Please be aware, that we may close a vacancy earlier than stated, should a sufficient number of applications be received from which a shortlist can be confirmed therefore you are advised to apply at your earliest convenience.

If you are having difficulty completing an online application, please contact [email protected]

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