Recruitment Administrator: Sponsorship Available

Full Time

Bedford, Bedfordshire, United Kingdom

Salary Range: 25,147 – 27,596 £ / Year

Job Summary

The postholder will provide a pro-active and effective, customer focused end to end recruitment service, which is carried out in accordance with agreed processes, schedules, legislative requirements and Trust policy in line with NHS Employment Check Standards and Agenda for Change.

Main duties of the job

Advise Trust managers on specific employment legislation related to recruitment and selection and equal opportunities.

To deal with all aspects of the recruitment process including administering vacancies on NHS Jobs, response handling, arranging interviews and advising on the selection process as well as dealing with new staff appointments.

To ensure that all pre-employment checks and clearances are obtained (references, OH clearance, DBS, professional registration checks, ID/right to work checks) and issue contracts of employment and offer letters for successful applicants, ensuring they are accurate and administered within a timely fashion.

To keep accurate records of recruitment activity and create reports as requested.

About us

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.

We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.

All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.

Job description


  • With the support and guidance of the Recruitment & Resourcing Manager provide a holistic, high quality and professional first class recruitment service torecruiting managers, employees and candidates.
  • To ensure that all legal requirements and HR best practice as outlined in Trust policies, procedures and relevant NHS guidance and legislation are adhered to at all times.
  • To ensure a timely and efficient service is provided to all customers, bymaintaining good practices and ensuring excellent communication and workingrelationships.
  • Provide expertise and guidance to recruiting managers, including leading on recruitment campaigns, advising on appropriate recruitment methods and the delivery of recruitment training.
  • Liaise with managers and service leads in planning and undertaking recruitmentcampaigns in line with the organisations Recruitment Policy and Procedures ensuring KPIs are met.
  • Provide day-to-day advice and guidance to Recruiting Managers, candidatesand employees regarding recruitment processes and Agenda for Change terms and conditions of service.
  • Develop good, co-operative working relationships with candidates andmanagers, ensuring any contacts internally and externally are handled in atimely and professional manner.
  • Provide training/coaching to recruiting managers in relation to recruitment policy, process and systems and assist with the development of recruitment guidance and training materials.
  • Provide day-to-day advice and guidance to recruiting managers, candidates and employees regarding recruitment policy, process, best practice and conditions of service. Supporting and challenging in the application of these, ensuring best practice and legal compliance, and minimising risk and financial exposure.
  • Ensure that all recruitment literature, i.e. job descriptions, person specifications and adverts, offer letters and terms and conditions of service to be used for recruitment campaigns are accurate, up to date and have been drawn up in line with Trust policy and employment legislation.
  • Provide expert advice to recruiting managers on hard to recruit posts and innovative recruitment solutions, under the supervision of the Recruitment & Retention Manager.
  • To facilitate recruitment campaigns from start to finish.
  • To use all functionalities with NHS Jobs and Trac to track the recruitment process from end to end.
  • To support the Head of Recruitment & Temporary Staffing in ensuring that all HR and recruitment data is accurate and up to date enabling effective workforce reporting.
  • Ensure that recruiting managers and candidates are kept fully informed throughout the recruitment process.
  • facilitate the resolution of sensitive queries linked to pre-employment checks, payroll, and general terms and conditions of service.
  • Advise where necessary to applicants and recruiting managers on work permits and right to work issues taking into account any barriers to understanding.
  • Liaise with Trust managers regarding any complex queries escalating to a senior manager where necessary and appropriate.
  • Responsible for maintaining the recruitment software systems used by the Trust i.e. NHS Jobs and Trac to ensure records are kept appropriately.
  • To have a good working knowledge of NHS Jobs and Trac to be able to use the systems effectively during recruitment campaigns.
  • To train Recruiting Managers on the NHS Jobs/Trac functionality as and when required.
  • Oversee the preparation of Certificates of Sponsorship as required under UKBA Guidelines.
  • Provide guidance on salary confirmation in accordance with Agenda for Change terms and conditions.
  • Link with employee relations colleagues and HR business partners regarding re-deployees, including the setting up of at risk accounts on NHS Jobs.
  • Liaise with colleagues in Workforce Information, Finance and members of the senior management team to ensure that vacancy control measures are followed.
  • Responsible for maintaining paper and electronic filing systems that support the safe retention of all HR documents and ensure these are appropriately maintained and records are retained in line with data protection guidelines.
  • Refer all issues arising from unsatisfactory pre-employment checks to the Recruitment & Retention Manager.
  • Work with and provide HR Business Partners with recruitment information where required.
  • Assist in the organisation and participate in Trust strategies to improve recruitment and retention e.g. open days, job fairs etc.
  • Contribute to Directorate meetings as required, providing recruitment updates and address any issues.
  • Contribute to monthly KPI reporting as directed by the Head of Recruitment & Temporary Staffing.
  • Ensure compliance with Trust policies, recruitment processes andnational/legal guidance regarding recruitment activity.
  • Ensure robust systems are in place for appropriate pre-employment checking, such as qualifications, professional registration and Disclosure & Barring Service checks.
  • To manage own workload effectively in order to maintain an efficient service, adhering to timescales in an environment where priorities are frequently changing .
  • Highlight any queries or concerns to the Recruitment & Resourcing Manager where support and/or assistance is required.
  • Support the Head of Recruitment & Temporary Staffing to develop, implement and continually review/update departmental processes to ensure the most efficient use of resources and manage the expectations of Recruiting Managers.
  • Work collaboratively with colleagues across the HR Directorate to ensure delivery of a comprehensive HR service.
  • Ensure continuing, personal and professional development of self and team and take a lead in identifying own development needs.
  • To actively participate in personal supervision process and actively contribute in the annual appraisal process.
  • Identify own training and development needs and attend training sessions as required to meet operational and development needs.
  • Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed.
  • To undertake such tasks as required by and under the supervision of the Recruitment & Retention Manager.

Person Specification



  • NVQ 3 or 4 in administration or related subject or demonstrable equivalent proven experience
  • Evidence of CPD


  • Certificate in Personnel Practice or equivalent level of knowledge



  • Knowledge of a range of Recruitment processes and procedures
  • Significant administrative experience in a busy, customer-focused environment much of which should be within a Human Resources/Recruitment function
  • Experience of providing first line advice regarding recruitment and selection processes, best practice and legislative requirements
  • Considerable Recruitment experience
  • Demonstrable experience of working to tight deadlines and the ability to complete tasks with minimal supervision


  • Experience of using NHS Jobs, Trac and ESR



  • Working knowledge of Equal Opportunities legislation
  • Knowledge of NHS terms and conditions of service
  • Excellent communication and organisational skills with the ability to prioritise own workload and act on own initiative


  • Expert knowledge of ERecruitment Systems

Personal Skills


  • Attention to detail and accuracy
  • Able to use all areas of Microsoft Office to a high standard, including Outlook, Word, Excel, Powerpoint and ability to use other systems, as required
  • Ability to work individually and as part of a team, actively encouraging and supporting colleagues
  • Ability to work on own initiative as well as plan and organise own workload and that of other staff
  • Ability to build effective working relationships with managers, service leads and external stakeholders



  • Reliable, Adaptable and Dependable
  • Team focussed
  • Enthusiastic and self-aware

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Closing Date: 28 February 2024

Job Category: Others
Job Type: Full Time
Job Location: United Kingdom

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