Job vacancy: Resourcing Administrator, 279 University Hospitals Sussex NHS Foundation Trust, Worthing

Job summary

Main area: Recruitment
Grade: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 279-7334680-JUL25

Employer: 279 University Hospitals Sussex NHS Foundation Trust
Employer type: NHS
Site: Worthing Hospital
Town: Worthing
Salary: £24,937 - £26,598 Per annum pro rata
Salary period: Yearly
Closing: 05/08/2025 23:59

Resourcing Administrator

Band 3

About our Trust

At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.

Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First . In fact our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.

At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.

We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.

As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

We look forward to receiving your application and the start of your journey with UHSussex.

Detailed job description and main responsibilities

Support the Resourcing Team Managers and Coordinators to ensure timely contact is made with all new starters to ensure pre-employment checks are undertaken as early as possible and prior to commencement in post, including licence to attends, Honorary Contracts and bank staff.
Prepare advertisements and publish on relevant job boards to include review and re-drafting adverts, checking Job Descriptions and Person Specifications for apparent inaccuracies and co-ordinating vacancy files, to include vacancy job description/person specification, additional information and equal opportunities data.
Support the advert placement/interview administration/pre-employment clearance/induction administration and on boarding for all new staff.
Manage the return of documentation relating to the above using relevant systems (e.g. Trac)
Ensuring each new starter has accurate information on the Recruitment File to support data held within the electronic staff (ESR) record.
Filing and archiving of confidential documentation.
Support the Resourcing Coordinators in providing a proactive response when answering queries and giving basic advice on terms and conditions of service using tact, diplomacy and persuasive skills where necessary, face to face (in person or virtually) and by the telephone.

Full details can be found on the attached Job description.

Person specification

Experience and Qualifiactions

Essential criteria

Knowledge of Recruitment / HR systems and procedures
Demonstrated commitment to customer service
Demonstrated experience of Information Technology such as databases, Microsoft Word, Excel, PowerPoint, Access, Outlook and the internet.
Experience of using word-processing packages to produce correspondence.
Willingness to develop own knowledge and skills and undertake training for the role.

Desirable criteria

CIPD Level 3
HR and/or Recruitment experience in the NHS.
Knowledge of ESR and Trac

Skills

Essential criteria

Able to build positive relationships with managers and colleagues
Accurate data entry skills
Effective communication and interpersonal skills with the ability to meet deadlines in co-operation with others as part of a team
Experience in managing multiple tasks and prioritising workload to match management objectives
Fully conversant on Microsoft office software Ability to process personal and sensitive information accurately in line with GDPR and Information Governance
Adaptable, flexible and innovative approach to working.
To be tactful and professional when dealing with sensitive issues, ensuring confidentiality at all times.
Ability to work without supervision for periods of time.

Freedom to act

Essential criteria

Demonstrate ability to apply HR policies and procedures

Equality, Diversity and Inclusion

Essential criteria

Evidence of having championed diversity in previous roles (as appropriate to role).
Evidence of having undertaken own development to improve understanding of equalities issues

Important information for applicants:

A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.

Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.

Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.

Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.

DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check . We make offers in line with the Rehabilitation of Offenders Act 1975.

Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.

UHSussex reserves the right to close the role early if we receive a high volume of applications

Further Information

For help with the application process for Nursing vacancies, please email [email protected].

For help with the application process for Non-Nursing vacancies, please email [email protected].