Medical Workforce Support Assistant
Job Description
Job summary
An excellent opportunity is now available within the University Hospital Plymouth NHS Medical Workforce department. We are looking for a confident individual who will be essential to the smooth running of recruitment for doctors within UHP. The role will also require administrative support to the Medical Workforce Lifecycle team. Customer service and administrative skills are a must as you will provide the first contact for new candidates into the organisation as well as existing employees.
You will be qualified to or working towards NVQ Level 2 standard or have equivalent demonstrable experience and will have excellent interpersonal skills in order to communicate with a range of different people including candidates, managers and other organisations. Attention to detail is essential in order to ensure information and online paperwork is completed accurately. You must be proficient in IT systems and confident using data bases and speaking to candidates and managers on the phone.
We are looking for someone who is looking to develop, happy to be involved in a range of different tasks and projects and who feels they can provide a customer focused service to all stakeholders.
If you share he values of UHP and feel that you can contribute to our team and the service we provide then this is a fantastic opportunity for you!
Main duties of the job
To provide an efficient and effective recruitment and administrative support service to the Trust's Medical Workforce recruitment function.
Process recruitment related correspondence and documentation ensuring efficient and accurate completion of recruitment related procedures within the designated areas (e.g. shortlisting, interview correspondence, interview letters etc.), in line with employment legislation, Trust and Department of Health and NHS Employers guidance.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job responsibilities
AREAS OF RESPONSIBILITY
1.
1. Process recruitment related correspondence and documentation ensuring efficient and accurate completion of recruitment related procedures (e.g. shortlisting packs, interview packs, interview letters, reference checks etc.), in line with employment legislation Trust and Department of Health guidelines.
2. Daily management of Trac and NHS Jobs and completion of tasks regarding closing vacancies, processing interview invites and other general administrative duties.
3. Support the Medical HR Administrators in ensuring the whole recruitment process is carried out accurately, efficiently and in a timely manner in line with Trust Policies and Procedure including making the necessary arrangements for consultant appointment panels.
4. Support the Medical HR Administrators with junior doctor rotations and intake including the sending of recruitment paperwork, conditional offer letters, Online DBS applications and Occupational Health information chasing any outstanding documentation and creation of ESR assignments.
5. Participate in the operation of the Medical HR telephone hunt group, Eva portal and inbox; dealing with medical workforce and recruitment enquiries and promoting the interests of University Hospitals Plymouth NHS Trust. This may include signposting and referrals in line with HR requirements.
6. Participate in recruitment and careers events as required at both a local and national level (sometimes outside office hours).
7. Maintain departmental filing systems, so that information can be retrieved quickly and efficiently.
8. Maintain and keep up to date a step-by-step process handbook to ensure all team members can provide appropriate cover in the absence of colleagues.
9. Input, collate and maintain data for vacancies/ applications, interviews and any other medical workforce or recruitment related information.
10. Provide support and cover for the Medical HR team colleagues as and when required.
For further details please seethe attached JD & PS.
Person Specification
Knowledge and Experience
Essential
- Demonstrable experience of working within a busy office with a focus on customer service
- IT literate, proficient in the use of Microsoft Office & internal databases
Desirable
- Proven knowledge of recruitment procedures
Qualifications
Essential
- Educated to GSCE 9-4 in Maths & English or equivalent demonstrable experience
- Proven education or be working towards NVQ 2 Level or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Proven ability to provide excellent customer service
- Excellent interpersonal and verbal communication skills
- Attention to detail
- Reliable
- Accuracy
- Ability to communicate at all levels requiring tact and diplomacy to achieve desired results
- Demonstrable administrative skills
- Proven ability to work effectively as part of a team
Disposition/ Attitude/ Motivation
Essential
- Ability to remain calm and efficient within a busy environment
- Excellent team ethic
- Ability to work to tight deadlines
- Ability to see a task through from beginning to end
- Demonstrative customer service skills
- Ability to multitask
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
University Hospitals Plymouth NHS Trust
Address
University Hospitals Plymouth NHS Trust
Derriford Road
Plymouth
PL6 8DH
United Kingdom
