Employment Services Senior Administrator - Pay & Work Schedules Team

at  Mersey and West Lancashire Teaching Hospitals NHS Trust

As a Lead Employer Service our key priorities are to ensure the efficient, professional and integrated ‘one stop’ service for all our stakeholders including Host Trusts and our Educational Stakeholders.
The post holder will ensure that the team is delivering a professional, efficient recruitment service to Trainees and the wider stakeholder group. You will support the delivery of a high level service to all Lead Employers stakeholders, and requires excellent communication skills, handling enquiries efficiently and providing excellent support, guidance and advice in all aspects of recruitment.
The successful candidate will have a minimum of two years’ experience within a HR or support services environment, will be able to demonstrate a flexible approach to effectively undertake their duties. They will also be a self-motivator and display commitment and resilience to ensure a professional and efficient service is maintained.
If you enjoy working in a fast paced and challenging environment where data quality and methodical use of Excel is key, then we would like to hear from you.
As part of the Lead Employer Service, the Employment Services Team Leader will ensure the provision by their area team of a professional, efficient, and integrated employment services for Doctors and Dentists in Training (Trainees) and any other staff which Lead Employer is contracted to supply the service for. The job holder is required to ensure special attention is given to managing the non-standard cases and situations in an effective manner.
The Employment Services Senior Administrator will ensure the delivery of high levels of customer service from their area team to all of Lead Employer’s stakeholders in their area of responsibility, including Trainees, Host Organisations, NHS England Education (NHSE) , Heads of School, and Training Programme Directors.
The Employment Services Senior Administrator will be responsible for supporting the processing of Work Schedules and accurate, timely payment for Doctors and Dentists in training and for ensuring the integrity of data.
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.

KEY DUTIES

Ensure good and professional communication pathways are maintained within the respective teams, trainees and the wider stakeholder groups including NHSE, GMC and BMA Acting as an advocate for the service.
Assess and calculate pay protection for Doctors and Dentists in training
Provide comprehensive advice regarding the employment of doctors and dentists in training, interpreting national codes of practice, terms and conditions of employment and Trust policies and procedures for all Lead Employer stakeholders.
Advising trainees and host organisations on employment issues including pay, pay protection, work schedules, excess mileage, and removals (including sign off where required) and terms and conditions of employment escalating any major concerns to the Team Manager.
Adhering to escalation procedures to ensure the timely processing of information.
Communicate effectively with Host Organisations to ensure that timely information regarding new starters from outside the UK and any potential delay to commencement in training.
Undertake advisory sessions for trainees to provide information and advice on queries regarding their pay, expenses and salary sacrifice status.
Responsible for ensuring that all required actions for trainees are processed onto the relevant systems including, salary information, ESR, Contracts and pre-employment checks.
Ensure that the monitoring of regular workforce reports on all Doctors and Dentists in training i.e., Tableau reports, Payroll auditing and Overpayment reports are actioned.
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.
Production and delivery of a high-quality customer service ensuring communications both verbal and written are delivered in line with the trust values and behaviours.
Support and participate in regular team meetings.
Ensure diplomacy when liaising with senior internal and External stakeholders being sensitive to needs whilst maintaining a high level of professionalism.
Work with the Team Leader to ensure work is distributed across the Pay & Work Schedules team in line with roles and responsibilities of each team member and the needs of the service.
Ensure the effective organisation and prioritisation of the administrators within your areas of responsibility and to provide support across the service to other areas when required.
Support the Team Leader & Team Manager in the identification of service improvements and actively participate in ensuring any actions are put into practise.
Support the Lead Employer in the administration of risk management, information governance, compliance, and audits.
Ensure information recorded in ESR Is accurate and entered in a timely manner.
Actively participate in projects as required, e.g., trainee survey, audit feedback and Standard Operating Procedure reviews.
Monitor and ensure compliance with monthly deadlines including, Pay Elements, Overpayment, Payroll Changes reports and any other reports relating to Pay & Work Schedule processes as well as adhering to payroll deadlines and the authorisation and payment of relocation expenses and Fleet car applications.
Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other teams.
Make and receive phone calls, being flexible and using initiative and judgement when handing enquiries. Act and provide feedback as appropriate, ensuring that appropriate messages are relayed and/or that appropriate action is taken.
Work without supervision, responsible for organising own day to day work. Using sound judgement to seek advice or alert Managers to issues.

PROFESSIONAL RESPONSIBILITIES

Take every reasonable opportunity to maintain and improve professional knowledge.
Participate in personal objective setting and review, including creation of a personal development plan