Onboarding Team Secretary
Job summary
To provide a comprehensive administrative, recruitment and onboarding support service to Elmleigh and the wider multidisciplinary team. The post holder will coordinate recruitment and workforce processes, support the onboarding of new starters, maintain workforce records and systems, and provide high-quality secretarial and administrative support to managers and clinical teams. The role will ensure that new staff are recruited, onboarded and supported effectively, enabling them to access systems, training and resources required to undertake their role safely and efficiently.
Main duties of the job
The postholder will provide comprehensive administrative support across recruitment, onboarding, workforce records, temporary staffing, IT coordination and general office functions. They will coordinate recruitment activities, support managers throughout the hiring process, and ensure vacancies, interview arrangements and recruitment records are managed efficiently and in line with Trust procedures.
The role will oversee onboarding processes for new starters and temporary workers, ensuring pre-employment checks, system access, equipment provision and induction requirements are completed in a timely manner. The postholder will maintain accurate workforce records, trackers and reports, ensuring data quality and compliance with Trust standards.
They will act as a key liaison with IT, HR, managers and external departments to resolve issues, support staff and facilitate effective workforce processes. The postholder will also provide secretarial support, assist with audits and service improvement initiatives, coordinate equipment requests, and contribute to staff wellbeing activities and engagement programmes.
The role requires excellent organisational, communication and prioritisation skills, with a commitment to delivering a professional, efficient and responsive administrative service.
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.
Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.
We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.
Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications
- ** GCSE Grade C/4 or above in English and Mathematics or equivalent experience.
- ** Competent IT skills including Microsoft Outlook, Word and Excel.
- ** Evidence of continuous professional development relevant to the role.
- ** NVQ Level 3 in Business Administration or equivalent qualification.
- ** Recruitment, HR or administrative qualification.
- ** Oleeo recruitment system training.
- ** NHS administrative training.
Experience
- *Experience working in an administrative or secretarial role.
- *Experience organising and coordinating multiple workstreams.
- *Experience maintaining accurate records and databases.
- *Experience working with confidential information.
- *Experience using Microsoft Office applications, including Excel.
- * Experience supporting recruitment processes.
- * Experience using Oleeo or equivalent recruitment systems.
- * Experience supporting onboarding and induction processes.
- * Experience working within an NHS or healthcare environment.
- * Experience supporting workforce administration activities.
Additional Criteria
- *Experience working in an administrative or secretarial role.
- *Experience organising and coordinating multiple workstreams.
- *Experience maintaining accurate records and databases.
- *Experience working with confidential information.
- *Experience using Microsoft Office applications, including Excel.
- *
- ** Excellent organisational and time-management skills.
- *Strong communication and interpersonal skills.
- Ability to prioritise workload and meet deadlines.
- *High level of accuracy and attention to detail.
- *Ability to maintain confidentiality and discretion.
- * Strong administrative and record management skills.
- *Ability to work independently and use initiative.
- *Competent use of Microsoft Office packages including Excel.
- Knowledge of NHS recruitment processes.
- *Knowledge of Oleeo recruitment systems.
- *Understanding of workforce onboarding procedures.
- *Knowledge of NHS IT access and account request processes.
- *Understanding of Information Governance and GDPR principles.
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.
Employer details
Employer name
Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Address
Elmleigh
61a New Lane
Havant
Hampshire
PO9 2JJ
United Kingdom
Employer's website
https://hiowhealthcare.nhs.uk/