Site: Surrey Downs Health & Care Town Epsom Salary £29,812 - £32,715 Pro Rata per Annum Inc Fringe HCAS Salary period Yearly Closing 25/06/2026 23:59
Job overview
Surrey Downs Health & Care
An exciting opportunity has arisen for a proactive and customer‑focused Recruitment and HR Systems Administrator to join the People and OD Team at Surrey Downs Health & Care. In this varied and rewarding role, you will provide a high‑quality recruitment and HR systems service, supporting the end‑to‑end recruitment process, pre‑employment checks, onboarding, visa and right to work requirements, and employee lifecycle administration across a wide range of staff groups. Working closely with managers, applicants, and colleagues, you will deliver expert advice and exceptional customer service while ensuring compliance with NHS policies, employment legislation, and recruitment best practice. You will also play a key role in maintaining accurate employee records on ESR, processing contractual changes, supporting payroll‑related activities, producing management information, and contributing to the achievement of recruitment performance targets. This is an excellent opportunity for an organised and motivated administrator to develop their HR and recruitment expertise within an innovative integrated care partnership committed to delivering high‑quality, person‑centred services across Surrey Downs.
Main duties of the job
* Provide a high quality comprehensive recruitment service, ensuring the timely appointment to vacancies across all staff groups within Surrey Downs Health & Care which is consistent with Trust policy, legislative requirements and best practice.
* Ensure delivery of recruitment team’s key performance indicators (KPIs) relating to recruitment timelines of service level agreement.
* Report team performance or procedural issues to Senior HR & OD Advisor to help deliver a high level of internal and external customer service.
* Deliver exceptional customer service to applicants, employees and managers within the Trust. The post holder will usually be the initial point of contact with members of the general public interested in working for the organisation.
* Provide support and guidance to all managers on recruitment and onboarding related activities, transactional issues and concerns.
* Gain understanding of local recruitment policy standards and be proactive in ensuring they can deliver a service that meets the agreed standards and targets.
* Manage own workload, demonstrating efficient organisation and initiative.
Working for our organisation
Surrey Downs Health and Care deliver care closer to people’s own communities through our Primary Care Networks, Community Hospitals, Specialist Services and our innovative partnership of local NHS organisations.
Surrey Downs Health and Care has a track record of providing person centered care that goes beyond organisational boundaries to do what is best for the individual. This partnership includes:
* The three GP federations GP Health Partners, Dorking Health Care and Surrey Medical Network representing practices that operate in the Surrey Downs area
* Epsom and St Helier’s University Hospitals NHS Trust
* Surrey County Council
Historically, there have been boundary lines between the organisations that provide care to people in their homes, in GP surgeries and in hospitals, but we have always been united in our mission to provide great care to the people who need us.
It’s on those grounds that the Surrey Downs Health and Care was formed – we want local people to receive the care that they need in the right environment. By bringing together our expertise, we can improve patient care and enable local people to access the right support, care and treatment more easily than ever before.
In bringing this partnership together, we are working to the same set of values that will translate into better care for our residents.
Detailed job description and main responsibilities
Recruitment
* Responsible for monitoring authorisation process, ensuring all vacancies have been authorised by appropriate senior management.
* Responsible for ensuring all pre‑employment checks for successful candidates are undertaken and meet the standard for the Trust in line with NHS Employers Checks Standards and audit requirements:
o Verification of identity
o Right to work in the UK
o Professional registration
o Qualifications
o References
o Criminal records check
o Occupational health
* Send offer letters, contracts of employment and create employee files.
* Ensure the Recruitment system (Trac Jobs) is updated and maintained on a daily basis.
* Ensure that honorary contracts are issued and compliant as within Trust policy.
* Keep recruiting managers & applicants updated on the progress of their recruitment.
* Deal with all customers in a polite accurate, efficient and sympathetic manner, referring where necessary.
* Undertake specific tasks or projects to agreed quality standards and timeframes, e.g. collation of data for report purposes.
* Participate in recruitment campaigns, open days and job fairs as appropriate and provide assessment and selection centre support as required.
* Contribute and share ideas that enhance the current level of service provision and propose changes to working practices as necessary.
* Produce all required recruitment paperwork to a high standard, ensuring a high level of accuracy and professional standard.
* Actively participate in team briefings, meetings and associated workshop/training events, ensuring action points are reflected upon and implemented as necessary to continually improve service delivery.
* Support the HR Administrator, HR Systems Specialist and the wider HR Team as and when required – such as fluctuations in capacity & annual leave.
Advertising process
* Checking adverts, job descriptions, person specification – sense check, correct content, formatting and potential discrimination ensuring correct language used.
* Posting adverts in appropriate locations – NHS Jobs & arranging 3rd party external adverts as and when required.
ESR
* Run, interpret and pull through IAT on ESR System.
* Obtain information on current employees from ESR System.
* Make real time changes to staff ESR records - mindful of implications on pay, processing changes as per trust policy and procedures and in line with national NHS terms and conditions.
Healthroster
* Demonstrate understanding of HR systems and processes in order to support the seamless interface between ESR and Healthroster, maintaining data integrity.
* Ensure workforce information held in the rostering system is an accurate reflection of the Trust’s ESR system.
* Ensure all new joiners & internal change information is completed within set payroll deadlines each month, ensuring timely action to prevent under/over payments to staff.
Person specification
Qualifications
* Educated to GCSE level or equivalent.
* Allocate Accreditation.
Experience
* Experience of working in a customer focused environment, demonstrating a commitment to providing customer service to a high standard.
* Previous administration experience in a busy office environment.
* Experience of using IT applications such as Microsoft.
* Experience of using payroll systems.
* Experience of working with confidential, sensitive data.
* Some practical knowledge of HR systems and HR processes.
* Experience of using recruitment systems and electronic payroll system e.g. ESR, NHS Jobs, Trac or similar.
* Experience of using electronic rostering systems.
Skills
* Ability to act on own initiative and independently within policies and procedures, referring to a manager as required.
* Ability to advise on HR systems issues.
* Good interpersonal skills with customer care awareness and high‑level communication skills.
* Ability to work to challenging deadlines and prioritise work accordingly.
* Advanced Microsoft Office.
* Knowledge of ESR and Allocate systems.
Closing date: The vacancy is open until 25/06/2026 23:59. We reserve the right to close the vacancy early once sufficient applications have been received.
DBS: If the post involves access to children or vulnerable adults, an Enhanced Disclosure and Barring Service check will be required. All employees have a safeguarding duty for children and vulnerable adults.
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