Employment Services Senior Administrator - On-Boarding Team

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., + As part of the Lead Employer Service, the Employment Services Team Leader will ensure the provision by their area team of a professional, efficient, and integrated employment services for Doctors and Dentists in Training (Trainees) and any other staff which Lead Employer is contracted to supply the service for. The job holder is required to ensure special attention is given to managing the non-standard cases and situations in an effective manner.
+ The Employment Services Senior Administrator will ensure the delivery of high levels of customer service from their area team to all of Lead Employer's stakeholders in their area of responsibility, including Trainees, Host Organisations, NHS England Education (NHSE) , Heads of School, and Training Programme Directors.
+ The Employment Services Senior Administrator will be responsible for supporting the On-Boarding of Doctors and Dentists in training and for ensuring the integrity of data., + Ensure good and professional communication pathways are maintained within the respective teams, trainees and the wider stakeholder groups including NHSE, GMC and BMA Acting as an advocate for the service.
+ Assess and calculate pay protection for Doctors and Dentists in training (final sign off by On-Boarding Team Manager / Medical Workforce Advisor if required)
+ 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 pay, pay protection, work schedules, excess mileage, and removals (including sign off where required) and terms and conditions of employment escalating any major concerns to the Team Manager.
+ Adhering to escalation procedures to ensure the timely processing of information including the processing of pre-employment documents to meet required deadlines.
+ Ensure that correct Right to Live and Work is obtained.
+ Communicate effectively with Host Organisations to ensure that timely information regarding new starters from outside the UK and any potential delay to commencement in training.
+ Undertake advisory sessions for trainees to provide information and advice on queries regarding their pre-employment checks status.
+ Responsible for ensuring that all required actions for trainees are processed onto the relevant systems including, salary information, ESR, Contracts and pre-employment checks.
+ Ensure that all trainees have completed pre-employment checks to NHS standards prior to commencement in their post.
+ Ensure all overseas trainees have the correct Right to Live and Work documentation and provide advice and guidance to trainees prior to arrival into UK.
+ Ensure that the monitoring of regular workforce reports on new starters i.e., compliance, and Inter Deanery Transfer's, 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 on-boarding 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 Woven, Date of Birth Verified report and any other reports relating to on-boarding processes as well as adhering to payroll deadlines specifically in relation to hiring of new starters.
+ 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 handing 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.
PROFESSIONAL RESPONSIBILITIES
+ Take every reasonable opportunity to maintain and improve professional knowledge.
+ Participate in personal objective setting and review, including creation of a personal development plan.
Thank you for considering an application to work for Mersey West Lancashire NHS Trust. You are part of an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.
Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.
The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.
Equality, Diversity, and Inclusion
We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.
As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected]
We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.
The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.
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).
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unbale to provide sponsorship.
Disclosure and Barring Service Check
If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.
Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.
If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.
Flexible Working
We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:
· All employees have the right to request flexible working from day one of employment.
· There is no limit on the number of requests they can make.
· Employees have the right to make requests, have them considered, regardless of the reason.
At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.
Working for Team MWL
Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.
The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website
The Trust will not accept applications which are found to be AI generated.
Additional Information
Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.
An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.
Good luck with your application. We hope to welcome you to Team MWL very soon.

The post holder will ensure that the team is delivering a professional, efficient recruitment 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 recruitment.
The successful candidate will have a minimum of two years' experience within a HR or support services environment, 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.
If you enjoy working in a fast paced and challenging environment where data quality and methodical use of Excel is key, then we would like to hear from you.

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our Services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
+ Rated Outstanding by CQC Inspection August 2018
+ Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
+ National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme