People Resource Officer

Salary: £26,000 per year

Our client is seeking an Experienced People Resource Office – The People Resource Team includes recruitment, responsive workforce, medical staffing and temporary staffing; ensuring DCHS and DHCFT are best-placed to attract our required substantive and temporary workforce to ensure the safety of our patients and the efficiency of our services.

Play a key role in contributing to the People Resources transactional service for DCHS, DHCFT and other Service Level Agreed stakeholders identified from time to time, providing an end-to-end recruitment process and co-ordinating temporary staffing solutions, covering all recruitment, contractual and administration to agreed quality standards and within process as follows:-

Provide administrative support to ensure that a complete recruitment service is provided to a defined work activity within the Trust, and to ensure that managers are advised on recruitment best practice and statutory requirements.

Be responsible for producing timely and accurate advice and information for clients in a customer focused, time sensitive manner.

Supervise and delegate work, where appropriate, to Assistants within People Resources.

Play an active audit role within the process of all activities across People Resources.

KEY DUTIES TASKS AND RESPONSIBILITIES

1. Front line point of contact for managers, staff and prospective employees.

2. Take messages, provide information required and liaise with other team members regarding advice, queries or issues of complaint.

3. Provide general advice on a range of departmental issues.

4. Ensure timely, accurate and appropriate information is available at all times.

5. Maintain and update any filing systems and databases associated with the department.

People Resources (General Duties)

Use the Electronic Staff Record (ESR), NHS Jobs and TRAC systems to manage applicants throughout the recruitment process.

Responsible for the compilation and cost effective placing of job adverts in appropriate publications; ensuring that the job adverts are concise and accurate.

Authorisation of advert proof, costing and keeping of appropriate records for invoice reconciliation.

Prepare and distribute the weekly vacancy bulletin.

Support and attend recruitment campaigns as required.

Supervise and delegate work to the Assistant(s) within People Resources.

Maintain an “At Risk” Register and ensure that staff are offered positions in accordance with the Trusts Organisational Change policy.Responsible for the content of job application packs. This will include ensuring up to date job descriptions are used.

Develop good working relationships with managers and colleagues at all levels throughout the organisation, and aim to provide advice that both supports the manager in achieving their objective, and ensures that Trust policy and statutory requirements are followed.

Responsible for all pre-recruitment checks, including the checking of the alert database, ensuring the Assistants send and chase references. Check references when received and, where appropriate, raise any issues with the appointing officers.

Regularly update the recruitment tracker database with all activity and any other computerised system used regularly ensuring only relevant data is kept and is quality checked for accuracy.

Prepare and issue contracts of employment and secondment agreements.

Maintain good relationships with advertising agencies and provide an evaluation of their service. Check, process and record invoicing for advertising agencies prior to authorisation.

Prepare and send offer letters, confirmation letters and contract letters – in accordance with pre-determined parameters.

Ensure the appropriate letter is sent to all applicants who are unsuccessful following an interview.

Participate in regular performance and development reviews and take every reasonable opportunity to maintain and improve professional knowledge.

Attend interview panels, assessment centres, telephone interviews and any other interview methods to support the selection process.

Assist in the recruitment process – i.e. liaise with recruitment agencies, set up interviews and issue relevant correspondence.Ensure that all pre-employment checks are carried out for all posts within the trust. This will consist of Disclosure & Barring Service (DBS), ID Ensure the relevant departmental database is up to date, accurate and complies with relevant legislation.

Administer departmental-related documentation, such as offer letters, contracts of employment, leavers and pensions information.

Preparation of appropriate employment documentation.

Ensure appointing officers are kept updated with regards to progress throughout the recruitment process.

Ensure that all new starters joining the Trust are booked on to the monthly induction programme.

People Resources (Temporary Workforce Duties)

Ensure temporary workers are sourced in accordance with requests submitted to the department.

Ensure temporary workers are sourced with external agencies when requests cannot be processed from current resources.

Ensure all records on bank workers are kept up to date including registration, training, DBS, personal details and contact information.

Ensure professional registration for workers prior to inputting onto the system and the ongoing checking for current workers to ensure they are appropriately registered and re-registered in accordance with policy.

Ensure DBS checks for workers prior to inputting onto the system and the ongoing checking for current workers to ensure they are appropriately checked in accordance with policy.

Ensure European Working Time Directive (EWTD) compliance for all temporary workers.

Co-ordinate the use of temporary workforce including bank, agency and responsive workforce

Monitor the requests for temporary staffing and support where required to fill gaps in rotas

Monitor the bank system and support filling shifts to manage gaps in rotas,ensuring agency is used only as a last resort

People Resources (Input Duties)

Ensure updates of the Electronic Staff Record (ESR) system in respect of new starters, leavers and amendments to contract for all clients, ensuring that accurate information is recorded for salary payments to new, and existing employees to be processed.

Ensure professional registration checks for new starters prior to inputting onto the system and the ongoing checking for current employees to ensure they are appropriately registered and re-registered in accordance with policy.

Ensure Disclosure & Barring Service (DBS) checks for new starters prior to inputting onto the system and the ongoing checking for current employees to ensure they are appropriately checked in accordance with policy.

Liaise with pay services regarding cut-off dates and the provision of timely and accurate information to ensure accurate payments.

Counter check other team members input across the department.

Process Inter-Authority Transfer (IAT) requests in a timely manner.

Audit and Performance Responsibilities

Ensure the performance of the service is in line with agreed standards set out across the department including the recommended days to appoint, percentage fill rates across the temporary workforce and input is processed in accordance with agreed timescales.

Ensure that all elements of the process are audited and are compliant with NHSLA, CQC and standards set by NHS Employers and NHS Jobs. This will require random audits taking place to identify that all necessary information is held in accordance with process and standard requirements.

Ensure effective systems of document control and housekeeping are carried out on a weekly basis, including undertaking own filing. Ensure compliance with The General Data Protection Regulation (GDPR).

Ensure all staff and interview records are dealt with in accordance with policy requirements.

Ensure all new recruits receive a DBS check; act as a DBS counter signatory. On receipt of DBS disclosure liaise with appointing officers and deal with any issues as appropriate.

Ensure all new applicants to the Trust provide documentation to ensure that in accordance with the Asylum and Immigration Act they are eligible to work at the Trust and, where appropriate, apply for a work permit.

Close vacancy files and archive for 12 months once candidates have been appointed. Ensure that dates for archiving or disposal of records are adhered to.

Ensure confidentiality is maintained and applied throughout the process.

Professional Responsibilities

Support and guidance from human resource managers, peers and external reference points such as CIPD, ACAS.

Provide general human resource advice to all levels of management.

Keep abreast of current legislation and attend appropriate training.

Ensure confidentiality is maintained and applied throughout all aspects of the role.

Take every reasonable opportunity to maintain and improve professional knowledge.

Service Development Responsibilities

* Ensure the Equality and Diversity Policy is applied to all departmental activities.

* Maintain quality assurance throughout the recruitment process from advertisement to appointment.

* Responsible for own personal development and support the development of team members.

* Participate in regular performance and development reviews of the service provided.

Other Responsibilities

Support the development of local policies to reflect national and local imperatives ensuring these are integral to the culture and strategic direction of the Trust and the “DCHS Way”.

In accordance with the “DCHS way” develop the capability and skill profile of the workforce at all levels to cope with change and to deliver ever improving services to all our patients.

Other Duties

* This job description is subject to reinterpretation/adjustment after consultation with job holder in the light of changing organisational circumstances and requirements.

* You will be mainly office-based, although you may have to travel to other locations across the Trust. You may also be required to visit training providers.

* Provide cover for colleagues as required across the People Resource Team.

* Be a trained Agenda for Change Job Evaluator / Matcher, participating in panels at least every 3 months or at short notice if other panel members have cancelled at short notice.

* Demonstrate duties to new or less experienced employees associated with the duties of the role.

* Be fully trained within certain aspects of ESR that allow the post holder to be competent in making amendments / process terminations and input new starters as required and during busy periods.

* Provide training in relation to the role e.g. recruitment process, use of bank system and recruitment and selection

Patient Care

Minimum patient contact required but, in those areas where contact is required, infection control processes must be strictly followed.

We endeavour to reply to all applications, however, if you haven`t heard from us within 7 days, you have been unsuccessful with this particular role. You are very welcome to apply to future advertisements placed by Grafters Recruitment Consultants / Grafters Accountancy Personnel.