AddressOur trust has around 10,000 staff serving 1.6 million patients. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers’ money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
Detailed job description and main responsibilities
- To process all administration in relation to the employment or appointment of applicants.
- To provide a comprehensive recruitment service using such information technology systems as are procured for the purpose eg. NHS Jobs 2, TRAC.
- To manage pre-appointment checks for newly-appointed staff, including but not limited to ID/employment history and reference checks; professional registration and qualification checks; DBS checks and occupational health clearance, and the issuing of offer letters and contracts to all appointed, in line with policy, process and statutory timescales. To keep own knowledge up to date with national recruitment standards and compliance, in line with the streamlining agenda.
- To highlight any issues raised whilst obtaining employment checks to the recruiting manager and assist the decision making process where appropriate, linking in with clients where necessary, ie. gaps in employment history, unsatisfactory employment references, immigration status checks and documentation, positive DBS checks etc. To arrange DBS risk assessments where necessary and to monitor and record decision outcomes.
- To inform managers and other relevant parties about the commencement and induction dates for newly-appointed members of staff and to follow up on any DNAs.
- To plan and prioritise own workload to ensure quality standards and deadlines are met. Extensive use of planning and organisational skills are required to manage own workload within a high volume, pressurised environment whilst constantly working towards deadlines within every stage of the recruitment cycle ie. advertising, short-listing, interviews, employment checks and hiring monthly new starters on ESR.
- To administer interview tests and assessment days as part of the selection process, working with the managers, local job centres and colleges.
- To work closely with the recruitment assistants to ensure letters and documentation are issued and data input within agreed timeframes to avoid any unnecessary delays.
- To deal with telephone callers and visitors to the department in a courteous manner, greeting and receiving callers in accordance with departmental standards and processes.
- To work in an agreed and appropriately arranged roster system to ensure coverage of the service at all times during the agreed hours of business.
- To keep own knowledge up to date in relation to national recruitment policy and standards and the streamlining agenda. To attend workshops and seminars to expand existing knowledge in relation to employment legislation, as required.
- To regularly audit vacancy and applicant files to ensure no unnecessary delays are incurred and to bring to the attention of the team leader/assistant manager any potential threats to quality standards not being achieved.
- To ensure that all newly joining staff are booked onto the relevant trust induction programmes.
- To ensure recruitment information systems ie. NHS Jobs2/TRAC/ESR are maintained in a timely, accurate manner, ensuring consistency and confidentiality of data within Shared Recruitment and lead employment services.
- To monitor response rates to job adverts, to close job adverts and to issue requests for online short-listing to recruiting managers using NHS Jobs.
- To assist monthly exception reporting to ensure quality data is achieved and maintained.
Person specification
Royal Free World Class Values
Essential criteria
- Demonstrable ability to meet the Trust Values
Education & professional Qualifications
Essential criteria
- Minimum of A level qualification, or equivalent
- Relevant and significant clerical/administrative experience in a busy office
- Experience of working within a customer focused environment
- Experience of maintaining computer and manual records accurately
Desirable criteria
- Completion of an intermediate level course in human resource management activity, or office systems or equivalent qualification.
- Experience of working within a high volume recruitment setting
- Experience of managing a varied workload, often under pressure
- Experience of working as a member of a team
- Experience of working within the public sector or NHS
Skills and aptitudes
Essential criteria
- Ability to use Microsoft Office packages
- Ability to organise work methodically to achieve prescribed deadlines
- Ability to use initiative to anticipate and solve work related problems.
Desirable criteria
- Confident when working with people at all levels, internal or external to the organisation
- Working knowledge of ESR
Covid-19 Vaccination
Getting vaccinated, and getting a booster, remains the best defence against COVID-19.
We encourage and support staff to get COVID-19 vaccine and a booster dose as and when they are eligible.- AT* - Apprenticeship Training. Where AT* is entered next to the job title indicates that this vacancy is for an apprenticeship role.
- By applying for this role, you accept if successful, that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers. Therefore we require you to complete your stat and Man e-learning modules prior to joining our organisation.
- If you are an EU/EEA citizen who does not have EU Settlement or Pre-Settled status, you will require a visa to work in the UK.
- Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system.
- If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk
- The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
- The Trust will request a DBS (CRB) if post involves regulated activities. The Trust is compliant with the Disclosure and Barring Service Codes of practice and the Rehabilitation of offenders act.
- By applying for this post you are agreeing to Royal Free London NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.
- Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.
Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
Please note:
- Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification
- Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.
- Interview arrangements will be communicated via email so please check your email regularly following the closing date.
Please be advised that due to exceptionally high demand, all Royal Free accommodation is at full capacity and waiting lists are being held. Average waiting times are 12 months. Please do not rely on Trust accommodation when you commence your role and ensure you investigate alternative accommodation for your arrival.
