Recruitment and ESR Assistant

As a Recruitment and ESR Assistant, you'll be a key part of a busy, supportive team responsible for managing essential transactional processes across the employee lifecycle. From coordinating recruitment adverts and pre-employment checks, to maintaining accurate Employee Staff Records (ESR), your work will ensure that staff information is processed efficiently and correctly.

This is a role where attention to detail really matters your contribution helps guarantee staff are paid accurately and on time, making a direct impact on the employee experience. If you enjoy organised, process-driven work and take pride in getting things right, this is a fantastic opportunity to build your skills in the Recruitment and ESR team.

Job responsibilities

• Respond to routine/non routine questions and queries from staff/line managers across the Trust regarding a variety of workforce processes, directing customers to the appropriate solution, source or referring more complex queries to the Team Leader as required.
• Provide advice, instruction and guidance to users of all abilities of all Recruitment and ESR systems.
• Maintain effective communication channels and working relationships with finance, external payroll/pensions, bank/Health Roster, HR Team and Learning & Development.
• Communicate with outside organisations in relation to Recruitment and ESR processes when required.
• Welcome all visitors to the department/attendees to events, and ensure they are dealt with promptly.
• Deal with telephone and email enquiries as appropriate and be point of contact for all calls to workforce information.
• To answer the telephone promptly and in accordance with departmental procedures.
• Communicate clearly with clinical/non clinical managers from across the Trust in relation to both straightforward and complex issues (i.e. ESR hierarchy, medical salaries).
• Provide instruction and guidance on manager hierarchy in ESR to enable the use of manager self service.
• Maintain a variety of Recruitment and ESR systems and databases, checking accuracy of data and undertaking data cleanse when required.
• Run standard reports from Recruitment and ESR systems using pre-agreed parameters on a regular basis and pass to the appropriate person for action.
• At set times, run standard reports from the Recruitment and ESR systems in relation to revalidation/professional registration expiry dates.
• Writing standard letters to employees/line managers, cross checking with professional bodies websites and inputting updates into the system when required.
• When processing information/updating staff records, make judgements as to the quality of the information requesting clarification when required.
• Troubleshoot access issues to systems including MSS, ESS and smartcards.
• Work within set timeframes when organizing tasks (i.e. Set daily, weekly or monthly requirements).
• Time manage and plan own workload appropriately to ensure that strict deadlines are met, taking a flexible approach to activities and re-prioritising regularly, raising workload concerns with line manager.
• Manage workload, sometimes under pressure, to complete tasks due to strict deadlines.
• When required assist with arranging meetings/schedules as directed by colleagues.

Person Specification Qualifications

• Min of 5 GCSEs including Maths and English or equivalent
• ECDL or IT qualification or equivalent
• NVQ level 3 in Admin, Customer Service or equivalent

Experience

• Customer focused service
• Experience of Microsoft Office packages
• Experience of a busy office environment
• Experience of ESR
• Experience of NHS
• Registration Authority experience
• Experience of TRAC

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such 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.