Employment Operations Administrator

Job overview

The Lead Employer is a unique NHS function. Our primary role is to be responsible for the end to end employment of c.13,500 Doctors and Dentists in Training across the North West, Midlands, Yorkshire & Humber, East of England, Thames Valley and London and South East all managed from our base here in St Helens. The service is comprised of a large team which is split into four key areas; Human Resources, Payroll, Health Work & Wellbeing and Finance all which work alongside external colleagues such as NHS England Education, hospital Trusts, primary care and Local Authority settings.

The Employment Operations team sit within the Lead Employer HR department under our Service Delivery team. The purpose of the Service Delivery team is to ensure we maintain and deliver a high quality, responsive and customer service focused approach in all we do and the team play a fundamental and important role in the achievement of this.

Day to day the Employment Operations team are responsible for processing contractual changes in line with pay deadlines and providing support and advice on matters relating to terms and conditions of service to colleagues and stakeholders both internally and externally.

As an integral member of the Employment Operations team you will work alongside administrators who are responsible for your own cohort of colleagues in training and their contractual needs. You will be their first point of contact and support them throughout their training programme journey

Main duties of the job

This role is a perfect opportunity for someone who has a background in HR administration and previous experience of working within the NHS would be desirable, although not essential as full training will be given. You would describe yourself as a having excellent customer service skills, someone who strives to deliver a high-quality service and gains personal satisfaction in supporting others. A well organised person who is able to manage their own time and workload. Be of a proactive nature so you can ensure all deadlines are met. The ability to work with high volumes of correspondence and process documentation in a timely manner.

You will be able to demonstrate a flexible approach to effectively undertake the duties and will also be a self-motivator and display commitment and resilience to ensure professional and efficient advice and support is provided at all times.

Detailed job description and main responsibilities

The Employment Operations team has recently been created following a merge of two operational teams and therefore the job description is currently being reviewed. A summary of administration duties include the following:

• Provide administrative support to the Lead Employer Service including the processing and recording of information, communications to key stakeholders and input into Lead Employer information systems.
• Process offers of employment and undertake all necessary pre-employment checks and administration for appointments to Doctors and Dentists in Training posts. Where issues are raised in relation to any preemployment checks, ensure these are escalated appropriately
• Prepare contracts of employment
• Ensure trainees are hired in ESR and IAT information is captured
• Liaise with Internal and external stakeholders (e.g., Workforce and Health Education Regions) to ensure that rotations are received as per agreed deadlines and upload into relevant information system for keystakeholders
• Update management information on the relevant information system for key stakeholders
• Ensure that work schedules are in place and actioned as required
• Inform colleagues in training of allocated placements and provide Host Organisations with details.
• Process maternity/paternity leave shared parental leave requests, flexible working requests, pay protection and changes to contracts of employment.
• Ensure that ESR and the payroll tracker is actioned in a timely manner
• Process removal and travel expenses for authorisation by the relevant member of the Lead Employer team
• Support the Team Leader in ensuring all colleagues in training’s compliance records are maintained including obtaining up to date documentation for work permits and professional registration
• Support the team in checking of governance, reconciliation and payroll reports
• Monitor and process ARCP’s (Annual Review of Competence Progression) as required
• Ensure the Electronic personal files (EPF) are maintained and up to date
• Work with the team to promote good practice and improved ways of working
• Send out communications to stakeholders as required
• Arrange meetings and events as required
• Take minutes at meetings as requested
• Complete audits or surveys as required