Band 4 Divisional Workforce Administrator

Job summary This job advert will close as soon as sufficient applications have been received.
Please apply for this job as soon as you can, if interested.
Exciting Opportunity: Band 4 Divisional Workforce Administrator Join our Children's & Families Divisional Management Team--the heart of a dynamic, growing division making a real difference for families across Birmingham.
Are you passionate about supporting and developing a workforce?Do you want to play a key role in ensuring the smooth running of a vibrant, impactful team?Are you ready for a rewarding and varied role that offers both challenge and growth?
If you answered yes, we want to hear from you!
This is the perfect time to become part of our dedicated team and help us shape the future of workforce support, performance, and communication across the division.
Why join us?
Be a vital part of a high-energy team making an impact on families across the city.
Work alongside talented professionals and contribute to an environment where people are valued and supported.
Enjoy a role full of variety, growth opportunities, and the satisfaction of knowing your work is making a difference.
Main duties of the job As a successful candidate, you will have the opportunity to: Collaborate closely with the Senior Management Team, gaining invaluable insight and experience.Develop a deep understanding of the diverse roles and services within our division, broadening your skillset.Play a key role in the full recruitment cycle, from onboarding new team members to supporting retention and offboarding processes.Enhance your organisational and administrative skills, while gaining more responsibility and ownership over key tasks.Work with a high level of autonomy, taking initiative and making impactful decisions.Build strong working relationships and networks across the entire division, becoming a key connector within the team.
About us Be Part of Our Team... Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles.
BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities.
We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe's leading Dental Hospitals and School of Dentistry.
We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities.
We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.
Job description Job responsibilities Act as the Divisional lead for all Bank worker recruitment and fast track processes.
Ensuring Bank recruitment is undertaken in accordance with agreed Trust and national recruitment guidelines and procedures.Act as a point of contact for any recruitment adverts and link in with the Trust Bank recruitment social media accounts.Be responsible for the efficient management of all recruitment including long listing and organising, supervision and support of Divisional shortlisters and interview panels.Manage recruitment open days for recruitment, arranging recruitment panels and checking and signing of timesheets, confirming hours worked as necessary.Act as an expert ESR system user to ensure that new employees are registered on the ESR system and hired correctly in ESR for the purposes of pay following completion of recruitment.
The post holder will provide training and support to Line Managers as appropriate to ensure that new employees are hired and terminated efficiently.Provide specialist advice and information promptly regarding the most effective way to join the Divisional Workforce including recruitment via fast track application, advertised jobs and ad hoc specialist recruitment.
Ensure that applicants and requesting managers are informed and updated on a regular basis including any information on agency fees or additional notice period that may be relevant.Support managers through the recruitment process including setting up of interviews, shortlisting and extensive use of the TRAC recruitment system.The post holder will need to provide and manage sensitive information on a daily basis including safe staffing reports, Bank and agency usage reports, Divisional temporary worker spend reports and new service implementation reports to identify areas for targeted recruitment.Deal with a range of queries from both applicants and service managers appropriately ensuring that queries are recorded and monitored.Ensure that where appropriate new applicants receive help with additional needs including referral to Team Prevent and completion of relevant risk assessments as necessary.Responsible for ensuring that new workers have access to systems and equipment prior to the commencement of the first shift where appropriate.
This may involve setting up of new accounts, issuing of uniforms and training in how to use systems for processing of timesheets and expenses.Liaise with the Compliance Team to ensure the completion of induction and relevant mandatory training before commencement.
Where this is not possible, escalate gaps in compliance with Bank management team and liaise with services as appropriate to ensure risk assessments are completed and recorded.Develop and maintain a positive working relationship with Divisional management teams, HR Business Partners and the Recruitment Team, working together to address issues and continually improve the Divisional recruitment and retention process.
This will involve working on specialist projects aimed at improving retention and recruitment of workers.
This may also involve liaising with new workers who have not picked up any shifts to identify the reasons for this and to discuss with service managers and HR Business Partners where barriers to work have been identified.Identify, escalate and communicate issues and concerns about delays in recruitment.
Work in partnership with the General Manager, Recruitment and service leads to analyse issues and support the development of management solutions where appropriate.To assist in the creation and updating of user guides for new workers and service users.Develop, manage and maintain and any other relevant database including the recording of role specific skills and RIO pertinent to roles.Assist the General Manager with ongoing planning and developments to the Divisional Workforce Strategy.
This may involve supporting changes to relevant policies, local protocols and Standard Operating Procedures (SOPs).Undertaking general administration duties required to ensure the efficient operation of the Department.
This will involve minute taking and analysing a range of complex data and escalating concerns which relate to safe staffing levels.Provide support and assistance to the General Managers in relation to workforce, recruitment and retention to ensure the delivering of deadlines within timescales and associated targets.
Person Specification Personal Qualities Essential Demonstrate drive, energy and resilience to deliver required results Excellent communication skills with ability to be persuasive in speech and writing Confident in tackling difficult situations and adversity A self-starter who will think around problems and innovate Ability to work both autonomously and as a team player Able to recognise and resolve issues referring where appropriate Skills Essential Demonstrate good verbal and written communication skills Ability to work in a challenging and busy environment whilst meeting tight deadlines Problem solving abilities Organisation skills Experience Essential Significant experience of working in a similar role within the NHS Experience of customer service Relevant experience working with systems (ESR, TRAC, Health roster, Bank staff or similar systems) Decision making and resolving work related issues Managing own workload Experience of communicating with and influencing a range of internal and external customers Experience of Microsoft Office (Excel spread sheets, Word processing and emails) Minute taking experience Qualifications Essential Educated to NVQ level 3 Customer Service, Business Administration or equivalent experience Good standard of general education to GCSE level plus relevant experience