Recruitment Assistant

Job summary

Do you want to join a high performing, fast-paced and innovative recruitment team?

An exciting opportunity has arisen for a Recruitment Assistant to join our busy Recruitment team.

As a Recruitment Assistant you will be responsible for providing a highly responsive customer focussed service to candidates and line managers, being the first port of call for their queries. Whilst recruitment experience is desirable, we welcome candidates with strong administrative and customer service skills.

You will work closely with the rest of the recruitment team ensuring the delivery of an efficient and effective recruitment service, based on principles of best practice and NHS Employers Standards. You will work extensively with Electronic Staff Records system, NHS Jobs and our recruitment tracking system Trac.

The post holder will be able to demonstrate excellent communication and organisational skills and have extensive experience delivering a high quality, customer focussed service.

We work a flexible hybrid working pattern, you will be required to work from the Trust Headquarters office in Dartford at least 2 days per week.

Main duties of the job

The Recruitment Assistant is a key member of the recruitment team, providing a high quality and efficient administrative and customer service to candidates, recruiting managers and colleagues. You will be the first point of contact for queries, responding and escalating as required promoting recruitment best practice.

The Trust uses the national NHS Jobs, Electronic Staff Records and an electronic recruitment tracking system - Trac. The post holder will administer an effective recruitment process, demonstrating fairness, openness and consistency.

About us

Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.

Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:

• We're Kind
• We're Fair
• We Listen
• We Care

Job description

Job responsibilities

Communication

• Deal with telephone and email enquiries as appropriate and be the initial point of contact for all calls to the recruitment team, escalating queries where required.
• Maintaining dialogue/conveying issues when they arise. The postholder is required to handle and communicate sensitive and confidential information regarding applicants.
• To deal with all telephone and email enquires promptly and efficiently, providing effective advice as appropriate.
• Maintain effective communication channels and working relationships with other team members, wider People team and recruiting managers.
• To answer the telephone promptly and in accordance with departmental procedures, transferring to other team members if unable to answer query in the first instance.

Administration, systems and information

• To be responsible for housekeeping on Trac, ensuring correct authorisers, HR contacts, teams and job reference numbers are assigned to New Vacancy Requests.
• To tidy and proof read adverts before placing them onto NHS Jobs ensuring recruiting managers have approved these. To liaise with designated advertising agencies ensuring adverts have been approved by recruiting managers and advertising deadlines have been met.
• Assisting Recruitment Advisor with the administration of pre-employment checks including Right to Work/ID checks, DBS, references and occupational health clearances.
• To monitor the Occupational Health Clearances mailbox and other platforms, updating Trac with OH clearance outcomes, escalating any issues to the Recruitment Advisor/Team Leader.
• To ensure follow-up progress chasing up of outstanding documentation in the recruitment process, enabling the process to completion expediently whilst observing need for confidentiality/discretion at all times.
• To produce and distribute ID badges for new staff.

Policies / Terms and Conditions

• To develop an in depth understanding of NHS terms and conditions of service in order to advise managers in the context of recruitment.
• To develop an in-depth understanding of the following policies in particular;

1. Recruitment and Selection
2. Disclosure and Barring
3. Starting Salaries
4. Equal opportunities & Making Reasonable Adjustments
5. NHS Employers Standards

Person Specification

Qualifications

Essential

• To have completed or commenced the CIPD Level 3, or educated to NVQ Level 3 or equivalent, or equivalent level of relevant experience.

Experience

Essential

• Minimum of 12 month's experience delivering a high quality administrative, customer focussed service.

Team work

Essential

• Ability to work as part of a team, adaptable, flexible and innovative approach to work.

Prioritise workloads

Essential

• Ability to work on own initiative to problem solve day to day operational problems and be able to prioritise workload around known deadlines and targets independently.

Communication

Essential

• High standard of verbal and written communication skills and the ability to communicate effectively

Systems

Essential

• Using Information Technology systems such as Microsoft Word, Excel, email and databases

Desirable

• Using specific systems such as ESR, NHS Jobs and Trac

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.

Employer details

Employer name

Oxleas NHS Foundation Trust

Address

Pinewood House

Pinewood Place

Dartford

DA2 7WG

Employer's website

http://oxleas.nhs.uk/ (Opens in a new tab)

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