Employment Services Administrator
By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.
Job overview
As part of the HR Directorate, the Payroll Services HR Transactional Administrator will support the provision of a professional, efficient and integrated “one stop” service. This includes handling customer enquiries and where possible sign posting to the most appropriate source of information.
The Payroll Services HR Transactional Administrator will support the Manager with the administration of a number of projects and audits, and will carry out accurate and timely administration working in partnership with other departments, delivering an efficient and professional service
Interview date: W/C 20th January 2025
Main duties of the job- Delivery of accurate timely and customer focussed services within the Payroll Services Team to the employees of the Trust and other clients as applicable.
- Work on ongoing projects.
- Provide administrative support to the Payroll Services department including the processing and recording of information, production of letters and input into information systems.
- Ensure that all telephone enquiries to the department from both internal and external parties are handled courteously, effectively and efficiently e.g. employees, managers or prospective applicants.
- Notification to managers of professional registrations due to expire.
- Data validation on ESR.
- Completion of Ad Hoc reports.
- Run standard and ad hoc reports from the ESR system using the Discoverer and Business Intelligence tool.
Working for our organisation
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
Detailed job description and main responsibilities
KEY DUTIES- Delivery of accurate timely and customer focussed services within the Employment Services Team to the employees of the Trust and other clients as applicable.
- Provide administrative support to the Employment Services department including the processing and recording of information, production of letters and input into information systems.
- Ensure that all telephone enquiries to the department from both internal and external parties are handled courteously, effectively and efficiently e.g. employees, managers or prospective applicants.
- Process new starters, variations and terminations on ESR
- Notification to managers of professional registrations due to expire.
- Completion of Ad Hoc reports.
- Run standard and ad hoc reports from the ESR system using the Discoverer and Business Intelligence tool.
- Contribute to the continuous improvement in the efficiency and effectiveness of the Employment Services Department.
- Contribute to the achievement of the HR Directorate and Trust Objectives.
- Provide administrative support to the Employment Services department including the processing and recording of information, production of letters and input into information systems.
- Support the employment services manager with the administration of audits.
- Respond to requests of honorary contracts, letters of access, and issue documentation in accordance with agreed timescales.
- Complete all factual reference requests ensuring adherence to the streamlined process.
- Provide cross cover within the employment services team when volumes and absence require.
- Ensure own workload is managed and planned in accordance with the department KPIs (schedules and deadlines).
- Responsible for ensuring all amendment to contracts are issued to Trust employees.
- Provide an advisory service on best practice employment services to all service managers.
- Maintenance of ESR and the department filing system.
- Ensure that any Trust policy or standard operating procedure that relates to own work area is followed and if areas of improvement are identified, to ensure that these are raised to the employment services manager for inclusion / change.
- Ensure accurate and timely input of all employee data in line with any published schedules and working in partnership with the payroll department.
- Run monthly reports including the fixed term contract report and advise managers of the next course of action.
- Produce Honorary contracts ensuring that confirmation of relevant pre-employment checks is received prior to the commencement of placement.
- Proactively highlight volume of payroll requests where appropriate to the Employment Services Manager
- Complete date validation and data cleansing activities of systems as directed by the Employment Services manager ensuring all data fields are complete.
- Check Alert Register as and when new alerts are issued across TRAC, NHS Jobs, ESR and Honorary recruitment.
- Support the Employment Services Manager with ensuring compliance records are maintained.
- Assist with Archiving processes
- There are no teaching or training responsibilities applicable to this role.
- Support the employment services manager with the administration of audits.
- Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary
Person specification
Qualifications
Essential criteria- GCSE qualification (or equivalent) including Maths and English
- NVQ Level 3 or equivalent level of knowledge
- IT Qualifications e.g., NVQ, RSA2, CLAIT or ECDL
Knowledge & Experience
Essential criteria- Knowledge of Microsoft Office packages
- Knowledge of Data protection and understanding of confidentiality
- Experience of ESR
- Knowledge / Experience in HR Recruitment payroll
- Experience of working in a customer service environment
- Knowledge of DBS
Other
Essential criteria- Good Communication Skills Both Written and Verbal
- Ability to work as part of a team
- Excellent Organisational Skills – manage/prioritise workload
- Ability to use initiative
- Ability to maintain confidentiality
- Attention to detail: data input
- Able to demonstrate a good understanding and working knowledge of I.T systems including word and excel
- Customer Service Skills
- Ability to handle queries from all levels
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 unable 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
You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.
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.