Job Overview University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us. Please see below for the detailed job description of the role. This post is only open to internal applicants Main duties of the job We are seeking an administrator to join our HR Onboarding team. In this role, you will support the coordination of the onboarding recruitment process, ensuring full compliance with NHS Employers standards. The role involves regularly engaging with candidates and recruitment managers, delivering a timely, accurate, and customer-focused service. The Onboarding team plays a crucial part in the recruitment process at UHS. Getting our candidates onboarded quickly and efficiently ensures our departments are fully staffed, helping them deliver excellent patient care. Working for our organisation University Hospital Southampton is one of England's largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations. Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs and Jurassic Coast. We believe that using technology wisely shows strong time management and commitment to innovation. However, personalizing your recruitment application to highlight your unique skills and experiences is crucial. Relying too heavily on generic, AI-generated content instead of drawing from your own strengths and accomplishments may lead to your application being rejected if multiple candidates present identical or similar information. At UHS we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients. At UHS, we proudly champion individuality, recognizing that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti-racist, anti-discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute. Detailed Job Description And Main Responsibilities Pre-employment Checks To administer the UHS recruitment process in line with all procedural, legislative, statutory, and other required standards, including but not exclusive to: NHS Employers standards UK Border Agency Professional Registration HR Internal process and desktop procedures To review candidate files to ensure all pre-employment standards are met and advise applicants on pre-employment standards. To interact with candidates to update them on the status of their checks. To follow up and obtain references for candidates. To provide regular updates to recruiting managers on the status of candidates. To check professional registrations where applicable. To run right to work and identify checks. To administer the occupational health checking process. Offers of employment To send out unconditional offers of employment, ensuring KPIs and turnaround times are met. To produce and send out contracts of employment for new starters and variations of contracts. To provide the HR Operations Team with candidates who have booked start dates, ensuring their contractual information has been agreed with the manager. To book candidates for trust induction. General To support recruiting managers with queries and provide advice on the entire recruitment process. To input, maintain and cleanse the recruitment system to ensure KPI’s are met, and candidates are recruited efficiently and effectively. To regularly support the reception desk function to complete ID check appointments with candidates. To produce employee ID badges. To advise managers, applicants and employees on basic terms and conditions queries. To action email account(s), ensuring that all emails are processed within agreed timescales. Identify and prioritise own workload to ensure that objectives are met, escalate issues to HR Co-ordinator or HR Operations Team Leader. To support with training and development for members of the recruitment team To support the HR Operations Project Manager with reviewing current processes and implementing ideas to improve the recruitment process. Undertake any other duties necessary for the effective operation of the department consistent with the nature of the post. Comply with departmental and Trust policy, processes and procedures. Person specification Qualifications, Knowledge And Experience Essential criteria Good standard of general education (i.e. 5 GCSE’s, including English and Maths, or equivalent level of qualification) NVQ 3/A Level qualification (or equivalent) in a business-related subject or equivalent knowledge through relevant experience Desirable criteria Certificate in Personnel Practice Experience using the NHS Electronic Staff Record (ESR) HR and Payroll system Experience using Excel Experience using complex databases Recent experience in a complex administrative environment Values and behaviours Essential criteria Patients First Always Improving Working Together