Associates Administrator

2 days ago

Chesham, United Kingdom Somek & Associates Full time

**JOB DESCRIPTION & SPECIFICATION**

**Associates’ Coordinator (otherwise known in the industry as Recruitment Administrator)**

**SOMEK AND ASSOCIATES**

Somek and Associates Limited (S&A) main function is to provide expert witnesses and professional reports for medico-legal purposes.

Our Mission is:

- To ensure courts have the best expert evidence with which to deal with cases justly
- To ensure lawyers litigating cases (and other case workers instructing us) have supreme confidence in their decisions based on our quality expert input
- To ensure our expert input is seen as value for money

**POSITION**

**Hours**:Part Time / permanent (28 hours per week - 4 days a week)

**Location**:9 Chess Business Park, Moor Road, Chesham, HP5 1SD

**Accountable to**:Associates’ Relationship Manager

**Key liaison**:You will be required to liaise with and work closely with:

- Associates’ Relationship Manager
- Quality Assurance & Training Leads
- Business Management team

**ROLE OVERVIEW**

The role overview in this document is intended as a guide to describe the main duties. Additional general administrative tasks will be required to be carried out as and when required.

The Associates’ Coordinator has three main functions:

- To assist the Associates’ Relationship Manager with all administration processes relating to the recruitment of Associates and delivering the recruitment strategy. Including:

- To be responsible for ensuring the ‘currency’ of the expert cards, profiles, professional registrations, DBS and clinical specialisms at all times.
- To hold responsibility for general Associate relations and to be the main point of contact regarding day-to-day Associate availability including holiday, retirement and workload preferences.

The Associates’ Coordinator will need to:

- be articulate
- have excellent communication skills
- be reliable & trustworthy
- be able to use own initiative, whilst also working as part of a small team
- be well organized, experience of project management desirable but not essential
- be able to work flexibly

The role involves communicating with Associates (health professionals and internal staff)

This role will also require the ability to work under pressure as well as being able to deliver and accurately complete tasks to deadlines.

**PRIMARY ROLES**
- To hold responsibility for the administration processes associated with all stages of the recruitment process e.g., arranging and coordinating interviews and ensuring timely completion of post interview administration e.g., contracts, references, Associate photographs.
- To assist the Associates’ Relationship Manager in running the Associates’ Recruitment Day and recruitment events such as Open Evenings.
- To attend and minute take monthly meetings between Head of HR, Business Management & Quality Assurance & Training Leads, to discuss current recruitment status/expert issues/availability issues.
- To be a point of contact for all Associates in respect of their day-to-day availability e.g., holiday and retirement and to ensure this is fully recorded on the database.
- To be responsible for ensuring the 'currency' of the expert cards, profiles and clinical specialisms relating to all Associates on a minimum of an annual basis (or earlier as the need dictates).
- To ensure annual checks in relation to Associate DBS certificates, ICO certificates, and Professional Registration details.
- To produce a monthly report on current Associate statistics and assist the Associates’ Relationship Manager with producing a monthly recruitment strategy report to be used by Associates’ Relationship Manager and SMT.
- To assist the Associates’ Relationship Manager with producing the annual Retrospective Recruitment Analysis report for Senior Management Team.
- To review Associate workload and capacity monthly to identify & notify the Head of HR of any workload issues.
- To compose and post online recruitment content for the website and social media channels to promote our Experts and services.
- Assist in the production and updating of promotional Associate focused content such as our Expert Directories.
- To work alongside the Training Coordinator when required, to coordinate the Associate training programme through liaison with course trainers/ external trainers, booking rooms, organising catering, and undertaking administrative aspects of the training including course preparation.

**SECONDARY ROLES**
- assisting with IT services as and when required
- producing reports and other ad hoc tasks or projects as required
- other general administrative duties e.g., assisting with postal mailings and ordering stationery etc
- answering the telephone line, taking messages, and transferring calls
- filing, mailing, scanning, printing, binding, collating, answering intercom
- receiving deliveries, taking post to post-box/post office
- requesting information from third parties
- updating case details, client details, expert detai

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