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Job description

Are you looking for an entry-level role into Recruitment and HR?

Are you looking for a role in a supportive environment, where full training is provided as well as the opportunity for career advancement?

YES! Read on...

We are looking for a Recruitment Assistant do join our busy and dynamic Resourcing Team within General Recruitment. As the Recruitment Assistant you will need to be enthusiastic, proactive and organised to support the delivery of an efficient and effective recruitment service across our organisation. The General Recruitment Team supports the recruitment and safe on-boarding of non-medical (non GMC Registered) staff into the Trust.

This role will see you working with a range of stakeholders including other Recruitment Assistants, Recruitment Coordinators, Hiring Managers, Candidates and Internal teams. You will play a pivotal role in all day-to-day recruitment administration activities. Your role will see you ensure the safe on-boarding of staff into the organisation by processing their pre-employment checks in-line with the NHS Checks Standards. You will also work as part of a team reduce our time to hire by working to KPIs.

This post is offered as a 2 year fixed term contract or if you're an internal applicant we would also consider a secondment opportunity.

• Manage the recruitment process via TRAC, our recruitment applicant Tracking System
• Provide excellent customer service to our Hiring Managers by assisting them with their recruitment questions and queries within the division that you are working for
• Work towards reducing our Time to Hire to help ease our staffing needs
• Work as part of a team to deliver an excellent recruitment service to the organisation #OneTeamOneOUH

A typical day in the General Recruitment Team:

• Working via TRAC to ensure vacancies are moved through the recruitment life-cycle in a timely manner
• Attend a morning meeting with your Recruitment Coordinator regarding priorities for the day
• Respond to email queries from stakeholders in a timely manner
• Answering the phone and dealing with phone queries
• Advertise roles via TRAC and NHSJobs
• Sending out conditional offers of employment
• Process candidates pre-employment checks in line with the NHS Checks Standards
• Work to KPIs
• Keep in contact with candidates throughout their recruitment process and on-boarding
• Help Hiring Managers with any questions and queries
• Attending a weekly team meeting
• Every week you will arrange the HR meet and Greet for the next cohort of new starters. This involves emailing the new starters in your division and sending them key information about their first day
• Every week the team takes it in turns to attend the HR Meet and Greet at the JR to welcome our new starters

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training, and research. Find out more here www.ouh.nhs.uk

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

JOB DESCRIPTION

Job Title: Recruitment Assistant

Grade: Band 4

Responsible to: Talent and Recruitment Manager

Accountable to: Head of Recruitment and Retention

Job Summary: To deliver an efficient and effective recruitment service for non-medical staff across the Trust in line with the recruitment KPI’s.

Responsibilities:
1. Ensure recruiting managers are aware of the full recruitment process and provide coaching and support to them on the use of TRAC
2. Ensure that advert order forms are complete and the appropriate information and documentation has been received before the role is advertised via all appropriate media including TRAC Jobs and NHS Jobs where appropriate. All roles must be advertised in line with the recruitment KPI’s.
4. Input vacancy information into the Electronic Staff Record (ESR) and create ESR recruitment activity records to ensure vacancies upload to TRAC Jobs and the NHS Jobs website, ensuring accuracy of data at all times and all fields are completed within TRAC.
5. Liaise with NHS Creative Services to coordinate the booking and amending of proofs for advertising in all external media and publications.
6. Ensure screen prints are taken of adverts on both TRAC Jobs and NHS Jobs for roles that may require work permits, predominately band 5 and above and saved on the HDrive.
7. Complete housekeeping on TRAC before midday to ensure all roles are shortlisted in line with the KPI’s and managers are informed. Where candidates have applied via NHS Jobs all applications must be moved over prior to the vacancy being moved through to Shortlisting. Regret emails must be sent out to those not shortlisted for interview.
8. Set up interviews/tests for shortlisted candidates via the TRAC system, as per the instructions of the recruiting manager. Follow up any candidates who have not booked in to interviews on a regular basis via phone and email, informing managers of any candidates that have withdrawn.
9. Once offer details have been updated in TRAC, prepare and send conditional offer letters through TRAC and add candidate to the cohort system, sending the work health assessment out all in line with the 1 day KPI. Contact the candidate via phone to talk through the pre-employment stage and confirm the required three
years references, sending out reference requests once confirmed. Apply for CoS where appropriate.
10. Send out notifications of regret to unsuccessful candidates.
11. Conduct accurate pre-employment checks as stated in the NHS Employment Check Standards for all applications using the TRAC recruitment system including ID, RTW and DBS checks where appropriate. Pre-employment checks will need to be completed within 20 days of the offer being made in line with the recruitment KPI’s.
12. Ensure regular contact is made with the candidate and manager during the preemployment stage to avoid any delays and to make sure all parties are aware of the process.
13. On completion of all pre-employment checks complete the quality check process to ensure all documents are accurate and present. Once all documents are checked and completed arrange start date with manager and candidate.
14. Prepare and send out contract of employment, ensuring accuracy of terms and conditions of employment.
15. Book candidate onto Trust Induction and all relevant statutory and mandatory training courses required. All new starters must be added to the new starter spreadsheet.
16. Prior to start date send out ‘New starter email’ to manager and ‘Welcome to the team email’ to candidate. Ensuring candidate has all HR paperwork and times/dates for HR sign on and other relevant appointments.

Please see the attached Job Description and Person Specification for more information