Lead Employer Employment Operations Team Leader

Job overview

We are an experienced and award winning Lead Employer employing c.13000 Doctors and Dentists in Training across NHS England regions of the North West, West Midlands, East of England, East Midlands, Thames Valley and London and South East, with this model being established since 2010, and are responsible for the full employment life cycle for our specialty doctors and dentists in training.

As a Lead Employer Service our key priorities are to ensure the efficient, professional and integrated ‘one stop’ service for all our stakeholders including Host Trusts and our Educational Stakeholders. The post holder will ensure that the team is delivering a professional, efficient service to Trainees and the wider stakeholder group.  You will support the delivery of a high level service to all Lead Employers stakeholders, and requires excellent communication skills, handling enquiries efficiently and providing excellent support, guidance and advice in all aspects of the Lead Employer model.

The successful candidate will have a minimum of two years’ experience within a HR environment, ideally with Customer Service experience and will be able to demonstrate a flexible approach to effectively undertake their duties. They will also be a self-motivator and display commitment and resilience to ensure a professional and efficient service is maintained.

Main duties of the job

The Team Leader will provide a wide range of support and service to the Doctors and Dentists in Training. You will be required to demonstrate strong verbal/written communication skills and high attention to detail and accuracy along with taking personal responsibility for a group of administrators within the team.  The post holder is required to ensure special attention is given to managing the non-standard, complex cases and situations in an effective manner.

As an experienced professional you will be used to managing complex queries and have a flexible approach with the ability to function effectively in a fast-paced environment with excellent interpersonal skills to deal with many people at all levels.  You will have the ability to maintain a professional and pleasant demeanor, have excellent organisational skills and the ability to multi- task.

Duties described are not exhaustive and may be varied from time to time.  The values of Mersey and West Lancashire NHS Trust are integral to the way you are expected to perform.

Detailed job description and main responsibilities

KEY DUTIES

• Ensure good and professional communication pathways are maintained within the respective teams, trainees and the wider stakeholder groups including NHS ENGLAND, GMC and BMA Acting as an advocate for the service.
• Provide comprehensive advice regarding the employment of doctors and dentists in training, interpreting national codes of practice, terms and conditions of employment and Trust policies and procedures for all Lead Employer stakeholders
• Advising trainees and host organisations on employment issues including terms and conditions of employment escalating any major concerns to the Team Manager.
• Adhering to escalation procedures to ensure the timely processing of information
• Communicate effectively with Host Organisations to ensure that timely information is received in line with the Code of Practice.
• Responsible for ensuring that all required actions for trainees are processed onto the relevant systems
• Ensure that the monitoring of regular workforce reports on pay and contractual matters i.e., compliance, reconciliation and Right to Live and Work are actioned.
• Contribute to the achievement of corporate objectives and the Lead Employer Service Level Agreement.
• Contribute to the continuous improvement in the efficiency and effectiveness of the Lead Employer Service.
• Work in partnership with colleagues to optimise opportunities for working collaboratively towards the provision of an integrated employment service.
• Production and delivery of a high-quality customer service ensuring communications both verbal and written are delivered in line with the trust values and behaviours.
• Support and participate in regular team meetings.
• Ensure diplomacy when liaising with senior internal and External stakeholders being sensitive to needs whilst maintaining a high level of professionalism.
• Work with the Team Leader to ensure work is distributed across the RAC team in line with roles and responsibilities of each team member and the needs of the service.
• Ensure the effective organisation and prioritisation of the   administrators within your areas of responsibility and to provide support across the service to other areas when required.
• Support the Team Leader & Team Manager in the identification of service improvements and actively participate in ensuring any actions are put into practise.
• Support the Lead employer in the administration of risk management, information governance, compliance, and audits.
• Ensure information recorded in ESR Is accurate and entered in a timely manner.
• Actively participate in projects as required, e.g., trainee survey, audit feedback and Standard Operating Procedure reviews.
• Monitor and ensure compliance with monthly deadlines including, ESR reports such as Reconciliation, End of fixed term contracts and Right to Live and Work
• Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other teams.
• Make and receive phone calls, being flexible and using initiative and judgement when handling enquiries. Act and provide feedback as appropriate, ensuring that appropriate messages are relayed and/or that appropriate action is taken.
• Work without supervision, responsible for organising own day to day work.  Using sound judgement to seek advice or alert Managers to issues.
• Respond promptly to requests for information from within the organisation and from external stakeholders, providing assistance and feedback in a prompt and efficient manner, whilst ensuring that the 48-hour response time is always adhered to.
• Undertake supervision of the relevant administration team.
• Maintain and develop own knowledge and skills as planned through appraisal.
• Gathering and extracting information from a range of sources
• Interpretation of data and analysis of information to assist with service reporting.
• Monitor issues through an issues/learning log.

Professional

• Take every reasonable opportunity to maintain and improve professional knowledge.

• Participate in personal objective setting and review, including creation of a personal development plan.

General Duties

• To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently, and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the Data Protection Act 1998 and Caldicott principles.

• All staff will be treated with respect by management, colleagues, patients, and visitors and equally staff will treat management, colleagues, patients, and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.

• You will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

• To ensure that when creating, managing, and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures, and guidelines.  All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous

• In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role.  The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work.  Infection prevention and control must be included in any personal development plan and/or appraisal.

• To adhere to relevant Code of Practice of Professional body (if appropriate)

• To observe the provisions of and adhere to all Trust policies and procedures.
• To actively participate in the annual performance review to identify personal development needs
• To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
• To fully comply with the relevant sections of the Health and Safety at Work Act.  They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”.  You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
• The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
• The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
• The duties contained in this job description are not intended to be exhaustive.  The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development.
• To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
• The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.