Job overview
We have an exciting opportunity to join the Resourcing team as an Administrator, We are looking to recruit an administrator who is passionate about customer service and has an eye for attention to detail.
The successful candidate will be based at our offices in Worthing, and will be working 4 days in the office with 1 day working from home.
Main duties of the job
1. Support delivery of an efficient and effective resourcing service, ensuring the recruitment processes are administered in accordance with the NHS Employers standards and Trust Policies
2. Work in close partnership with the wider People Directorate and Resourcing Management team to ensure that the Resourcing Administration processes are responsive, consistent and delivered in a professional and timely manner.
3. To provide support with Open days and recruitment events by completing ID checks and supporting candidates and managers on the day.
4. Maintain confidentiality at all times.
Working for our organisation
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
5. Support the Resourcing Team Managers and Coordinators to ensure timely contact is made with all new starters to ensure pre-employment checks are undertaken as early as possible and prior to commencement in post, including licence to attends, Honorary Contracts and bank staff.
6. Prepare advertisements and publish on relevant job boards to include review and re-drafting adverts, checking Job Descriptions and Person Specifications for apparent inaccuracies and co-ordinating vacancy files, to include vacancy job description/person specification, additional information and equal opportunities data.
7. Support the advert placement/interview administration/pre-employment clearance/induction administration and on boarding for all new staff.
8. Manage the return of documentation relating to the above using relevant systems (e.g. Trac)
9. Ensuring each new starter has accurate information on the Recruitment File to support data held within the electronic staff (ESR) record.
10. Filing and archiving of confidential documentation.
11. Support the Resourcing Coordinators in providing a proactive response when answering queries and giving basic advice on terms and conditions of service using tact, diplomacy and persuasive skills where necessary, face to face (in person or virtually) and by the telephone.
Full details can be found on the attached Job description.
Person specification
Experience and Qualifiactions
Essential criteria
12. Knowledge of Recruitment / HR systems and procedures
13. Demonstrated commitment to customer service
14. Demonstrated experience of Information Technology such as databases, Microsoft Word, Excel, PowerPoint, Access, Outlook and the internet.
Desirable criteria
15. CIPD Level 3
16. HR and/or Recruitment experience in the NHS.
17. Knowledge of ESR and Trac
Skills
Essential criteria
18. Able to build positive relationships with managers and colleagues
19. Accurate data entry skills
20. Effective communication and interpersonal skills with the ability to meet deadlines in co-operation with others as part of a team
21. Experience in managing multiple tasks and prioritising workload to match management objectives
22. Fully conversant on Microsoft office software Ability to process personal and sensitive information accurately in line with GDPR and Information Governance
23. To be tactful and professional when dealing with sensitive issues, ensuring confidentiality at all times.
24. Ability to work without supervision for periods of time.
Freedom to act
Essential criteria
25. Demonstrate ability to apply HR policies and procedures
Equality, Diversity and Inclusion
Essential criteria
26. Evidence of having championed diversity in previous roles (as appropriate to role).
27. Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications