Lead Employer Employment Operations Team Leader

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

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 post holder is required to ensure special attention is given to managing the non-standard, complex cases and situations in an effective manner.

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.

Working for our organisation

The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.

From 1^st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:

• CARE that is evidence based, high quality and compassionate
• SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:

• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.

Detailed job description and main responsibilities

• 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.

• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.

• 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.
• 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.
• 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.
• 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)
• 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.

Person specification

Qualifications

• NVQ Level 3 in administration or equivalent level of knowledge

• Customer Care NVQ
• IT qualification i.e. RSA 2 or ECDL Knowledge & Experience

Knowledge & Experience

• Substantive experience within HR/customer service and/or Resourcing team
• Experience of HR systems for collating data and reporting
• Experience in providing advice on policies and procedures
• Experienced in the use of MS Word, Excel and data processing

• Experience of day to day supervision of team members including work allocation
• Experience of providing advice on terms and conditions of employment

Skills

• Excellent written and verbal communication skills
• Ability to use initiative and take ownership of issues
• Ability to maintain strict confidentiality
• The ability to empathise and handle sensitive issues
• The ability to manage own & teams workload and prioritise
• Attention to detail, e.g. preparing offers, contracts, data input
• Ability to identify and solve problems and awareness of when to escalate to management
• The ability to work in a busy environment and to strict deadlines
• Confident to handle queries from all levels or staff
• Effective organisational skills

• Knowledge of HR policies and procedures
• Knowledge of medical and dental terms and conditions of employment

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is 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 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).

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

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 and will check all applications against AI detection software.

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.