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Employment Services Administrator – Onboarding & Data Management Team
NHS AfC: Band 3
Main area Human Resources Grade NHS AfC: Band 3 Contract Permanent Hours
- Part time
- Job share
18.75 hours per week Job ref 096-8090070
Site Jubilee Court Town St Helens Salary £25,760 – £27,476 Per Annum, Pro Rata Salary period Yearly Closing 10/07/2026 23:59
After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. 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
The Data and Onboarding team sits within the Lead Employer HR department under the remit of our HR Operations team. The purpose of the HR Operations team is to ensure we maintain and deliver a high quality, responsive and customer service focussed approach in all we do and the Data and Onboarding team play a fundamental and important role in the achievement of this.
Day to day the Data and Onboarding team are responsible for all aspects of on-boarding of new trainees including, contract Issue, advising payroll of new starter information. As an administrator you would undertake the pre employment checks to NHS Employment Check Standards for all of our new starters ensuring each trainee is compliant prior to starting in post.
As an integral member of the Data & Onboarding team you will work alongside administrators who are responsible for their own cohort of trainees and corresponding pre employment checks. You will be their first point of contact and support applicants through the completion of their checks.
Interview Date – To Be Confirmed
Main duties of the job
What are we looking for?
This role is a perfect opportunity for someone who has a background in recruitment and previous experience of working within the NHS would be desirable, although not essential as full training will be given. You would describe yourself as a having excellent customer service skills, someone who strives to deliver a high-quality service and gains personal satisfaction in supporting others. A well organised person who is able to manage their own time and workload. Be of a proactive nature so you can ensure all deadlines are met. The ability to work with high volumes of correspondence and process documentation in a timely manner.
You will be able to demonstrate a flexible approach to effectively undertake duties and will also be a self-motivator and display commitment and resilience to ensure professional and efficient advice and support is provided at all times.
The team are responsible for all aspects of on-boarding of new trainees including contract issue and advising payroll of new starter information. As an administrator you would undertake the pre employment checks for all our new starters.
Whilst we work to a hybrid working model the team are required to be on-site two days a week, during our busy on-boarding months the team are required to be on-site for 5 days a week (Mon-Fri).
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
The Employment Services Administrator will perform a number of key duties dependent upon the team dynamics but will be expected to support other ES Teams, within the department, during busy periods. Duties will include:
- Provide administrative support to the Lead Employer Service including the processing and recording of information, communications to key stakeholders and input into Lead Employer information systems.
- Process offers of employment and undertake all necessary pre-employment checks and administration for appointments to Doctors and Dentists in Training posts, escalating any delays in progress.
- Prepare and issue contracts of employment.
- Ensure trainees are hired in ESR and IAT information is captured.
- Liaise with internal and external stakeholders (e.g., Workforce and NHS England Education (NHSE E) Regions) ensuring all data relating to the training programme is recorded and shared appropriately.
- Update management information on the relevant information system for key stakeholders
- Support the Team Leader in ensuring all Trainees are employment compliant which will include Right to Work and Professional Registrations checks.
- Support the wider Employment Services team in checking of governance, data, and payroll reports.
- Ensure the Electronic personal files (EPF) are maintained and up to date.
- Work with the team to promote good practice and improved ways of working.
- Send out communications to stakeholders as required.
- Arrange meetings and events as required.
- Complete audits or surveys as required.
Advisory Services
- Provide basic advice regarding HR policies and procedures, legislation, and terms and conditions of employment including recruitment procedures
Policies and Procedures
- Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary.
- Offer basic advice to Trainees and Students, Host Organisations, NHS England Education Regions, Heads of School, Training Programme Directors and University representatives on the interpretation of policies and procedures.
- Comply with national and local recruitment procedures.
- Adhere to escalation procedures to ensure the timely processing of information including the completion of pre-employment checks by candidates within specific deadlines, and the processing of payroll information to meet required deadlines.
- Ensure all pre-employment checks are carried out for new appointees in line with legal requirements including NHS Employment standards.
- Contribute to the development and review of Lead Employer policies and procedures
Customer Service
- Ensure that all enquiries are handled courteously, effectively and efficiently, in line with agreed timescales.
- Refer complex queries to the relevant member of the Lead Employer service.
- Develop and maintain close working relationships with all Lead Employer stakeholders including Host Organisations, NHSE NW, NHSE Midlands, NHSE EOE, NHSE TV, NHSE LaSE, NHSE Y&H, Heads of School and Training Programme Directors.
- Develop and maintain effective internal and external communication networks to support the delivery of the Lead Employer Service.
Data Processing and Management Information
- Enter accurate and timely data onto HR/Workforce/Recruitment information systems as directed ensuring data quality at all times.
- Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidently and Data Protection policies
- Process the required data for trainees on the relevant systems including the input of pre-employment check data, contact information and sickness absence data.
- Ensure the provision of accurate and timely information as requested.
- Support the team in the achievement of the published performance standards and those contained within the service level agreements.
Service Improvement
- 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.
- Undertake and participate in projects as required.
- Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practice.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- Adhere to the relevant codes of practice for the role within the NHS.
- Adhere to employment legislation including NHS Employment Check standards
TEACHING & TRAINING RESPONSBILITIES
- Maintain own compliance with the Trusts mandatory and statutory training requirements.
- Demonstrate activities in own area to new staff.
- Develop skills and competencies of self through training and development activities, ensuring that progress is maintained, and future needs identified and actioned.
Person specification
Qualifications
- NVQ Level 3 in administration or equivalent level of knowledge
- IT qualification i.e. RSA 2 or ECDL
- Customer Care NVQ
Knowledge & Skills
- Administration or customer service experience
- Experience of data processing/excel spreadsheets
- Experience of working in a contact centre
- Experience in HR, Employment Services or recruitment
Skills
- The ability to present data in an informative and user friendly format
- Excellent written and verbal communication skills
- Ability to use initiative
- Ability to maintain strict confidentiality
- The ability to manage own workload and prioritise
- The ability to work in a busy environment and to strict deadlines
- Confident to handle queries from all levels or staff
- Effective organisational skills
- Able to demonstrate a good understanding and working knowledge of I.T systems including Word, Excel, and databases.
- Knowledge of HR policies and procedures
Other
- Self-motivated
- Willingness to learn
- Flexible attitude to work
- Ability to work alone or as part of a team
- Occasional requirements to travel to fulfil requirements of the role
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 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 Recruitment@merseywestlancs.nhs.uk
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
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.
eVisa Update
For successful candidates on selected work and study visa routes, who have completed and paid for their applications will no longer receive a visa vignette in passport as evidence of their permission to enter the UK.
Instead, you will be issued with an eVisa only, which is accessed by creating a UKVI account.
Before travelling to the UK, we advise applicants to:
- Understand how to generate an eVisa share code
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 will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
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.
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