Medical HR Administrator

3 days ago

Southampton, United Kingdom Southern Health NHS Foundation Trust Full time

Job summary

The HR Administrator is responsible for all aspects of Medical HR administration with a focus on the candidate journey through the recruitment process which may include but not limited to - completion of pre-employment checks in line with local policies and NHS Employers' guidelines, On-boarding and Off-boarding whilst completing the end-to-end processing via local software such as ATS, Microsoft Office products, ESR etc. and supporting Clinical Directors, Medical Directors, the Chief Medical Officer and the Medical HR team with general administrative tasks. The post holder is required to support the HR function undertaking administrative tasks as required.

The post holder will process HR Administrative work in accordance with relevant desktop procedures. They will be expected to challenge forms which have not been completed fully or incorrectly, ensuring that changes submitted are permitted within the parameters of Medical and Dental and other terms and conditions of employment as appropriate. The post holder will be expected to liaise with staff and managers at all levels of the trust and will be responsible for dealing with day-to-day queries relevant to the area of work. The post holder will also assist with the expedient and customer focused resolution of any issues which may arise as a result of any queries.

Main duties of the job

Support with Doctors in Training recruitment processes ensuring that the Trust's policies and procedures in relation to Recruitment and Employment Checks are adhered to.

Ensure the Trust's policies and procedures in relation to Recruitment, Selection and Employment checks are adhered to; and escalate concerns where this may not be the case.

To ensure that the on-boarding and off-boarding process are followed.

Manage and triage the Medical Workforce inbox as required, acting as a first point of contact responding to queries and using judgement to escalate to senior team members where necessary.

To provide a comprehensive administration service in accordance with the medical recruitment procedures in line with Trust's policy for all medical grades.

Maintain a filing system to meet with local and audit requirements and maintain all medical staff files.

Support with terminations of doctors in training following rotations.

Use appropriate methods to check and maintain employment registration with the relevant professional bodies, update ESR with the relevant professional bodies, subsections and expiry dates where automatic interfaces are not in place.

On a daily basis to deal with incoming paperwork/workflow, passing on documents in a timely and efficient manner for filing.

To assist with the preparation, distribution and collation of information in relation to Doctors in Training hours monitoring.

Undertake other administrative duties to support the Team Leader and the wider HR department.

About us

Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.

With a workforce of more than 7000 and a footprint that spans more than 200 sites across Hampshire, we're wholeheartedly committed to providing the best possible healthcare, reaching a range of diverse communities, whilst placing patients and staff at the forefront of all our endeavours.

We are currently working closely with other NHS Trusts to integrate all our collective community, mental health, and learning disability services. Our new organisation, to be known as Hampshire and Isle of Wight NHS Foundation Trust, is set to launch in July 2024.

The transformation will happen in staggered stages; Hampshire CAMHS, part of Sussex Partnership NHS Foundation Trust joined Southern Health in February 2024, with Isle of Wight NHS Trust mental health and community services transitioning in early May 2024. The final combination of Southern Health and Solent Trusts is anticipated to occur in July 2024, when the new organisation will be formed.

Our new Trust will continue to cater to the unique needs of different communities, making healthcare across the county more accessible, as well as offering staff more opportunities for career development, training and partnership working.

Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

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

Experience

Essential

Knowledge of Microsoft Office (Word, Excel, Outlook) 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 all levels

Desirable

Knowledge of NHS Knowledge of Medical and Dental Terms and Conditions of employment Experience in using Electronic Staff Record (ESR) Database Experience of working in HR environment Previous NHS experience

Additional Criteria

Essential

Customer Focused Deliver high customer service when answering the phone, emails and face to face. Responsive and flexible. Maximising Value Identify and report inefficiencies quickly. Achieving Results Adhered to deadlines. Solutions focussed. Working Together Works together as a team. Honest and open.

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