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.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with patients, colleagues, and the wider community. We call this Delivering Compassionate Excellence and its focus is on compassion, respect, learning, delivery, improvement and excellence.
We are looking for a Medical Resourcing Advisor to join our busy and dynamic team. You will have great attention to detail, be proactive and organized to support the delivery of a safe, efficient and effective recruitment service across our organisation. The Medical Staffing Recruitment Team supports the recruitment and safe onboarding of medical (GMC Registered) staff into the Trust.
This role will see you working in a supportive environment, playing a pivotal role in all day‑to‑day recruitment administration activities. You will ensure safe onboarding of staff into the organization by processing their pre‑employment checks in line with NHS Checks standards. You will be working to our Key Performance Indicators, reducing time to hire for doctors treating our patients.
Main duties of the job
* 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 and help ease our staffing needs
* Work as part of a team to deliver an excellent recruitment service to the organisation
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
* 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
* 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
Detailed job description and main responsibilities
* Monitor all advertisements, job descriptions and person specifications ensuring all vacancies are using the correct templates, up to date information and are attractive to candidates.
* Ensure that correct and appropriate information and documentation has been uploaded on the TRAC and vacancies are advertised via the appropriate medical channels. Advertise all jobs electronically via TRAC and NHS jobs website.
* Input vacancy information into the Electronic Staff Record (ESR) and create ESR recruitment activity records to ensure vacancies upload to TRAC, NHS jobs, Find a Job UK, and any other publications as required, ensuring accuracy of data and advertisement content at all times.
* Follow e‑recruitment processes for each vacancy, providing online short‑listing via TRAC Jobs for the recruiting manager.
* Arrange interviews/tests for shortlisted candidates via TRAC, as per the instructions of the recruiting manager. Apply for references, send invites to interviews and update the recruiting manager / interview panel accordingly.
* Prepare and send offer letters to successful applicants, apply for CoS where appropriate and ensure occupational health clearance is received and/or occupational health assessment is attended. Apply for any further references and chase if necessary.
* Ensure that you are kept up to date with legislation changes or NHS Employers standards on pre‑employment checks.
* Set up personal files with relevant information to be stored on the Human Resources Department’s paper light system.
* Check full and accurate completion of e‑DBS form in line with the levels of access determined by information received from the line manager.
* Advise on all terms and conditions of employment with regard to recruitment, ensuring that the procedures are carried out efficiently within the allotted timeframe.
* Act as a role model at all times, championing the Trust’s values and continuously striving to improve the relationship between the corporate and divisional teams.
Person specification
* Educated to GCSE or equivalent.
* Previous experience of working in a recruitment office, dealing with high volume recruitment.
* Knowledge or use of TRAC and ESR.
* Previous experience in medical staffing recruitment.
* Previous experience of providing advice on HR policies.
* Previous experience of working in a healthcare setting.
Sexual Safety Charter
In 2023 NHS England launched its first Sexual Safety Charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the core principles of safety, respect, and inclusion.
Oxford University Hospitals promotes a safe, respectful hiring environment.
Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.
Visa and Immigration: Oxford University Hospitals NHS Foundation Trust is able to offer Certificates of Sponsorship for all eligible roles for a Skilled Worker Visa without exception, provided the role meets the minimum salary and skill level criteria set by the Home Office (UKVI). All eligible candidates will be considered with equal consideration at all stages of the application and recruitment process.
COVID‑19: The COVID‑19 vaccination remains the best way to protect yourself, your family, your colleagues, and our patients from the virus when working in our healthcare settings. Whilst COVID‑19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated, there is helpful advice and information available at the Oxfordshire County Council Website where you can also find out more about how to access vaccination.
Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.
Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager; this information is essential if you are to be confirmed.
To note: Applicants must write their own applications. If AI tools are used, the application may be rejected as this document is crucial for assessment. This does not prevent you from seeking support via AI with applications for the purposes of any disability and/or long‑term health conditions.
When using AI to help write your application, it is important to personalise it, especially your supporting statement. While AI can simplify the process, it will not fully understand the job’s requirements and/or be able to showcase your skills, knowledge, and experience. Write your statement to show why you are interested in the role and how you would be a valued member of the team/OUH employee.
No unsolicited recruitment agency telephone calls or emails.
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