Job info	Job info details
Job title	Recruitment Support Officer
Strategic team/Directorate	Childrens Services
Service	Learning and Partnerships Hub
Business unit	The Learning Academy
Responsible to (day to day issues)	Recruitment and Retention Lead
Accountable to (line manager)	Recruitment and Retention Lead
Salary grade	E
JE ref	JCT34

1. Key purpose of job

• To provide an effective and efficient recruitment administration service to Children’s Services recruiting managers and candidates to support the recruitment and retention of the right candidates to enable Children’s Services workforce to deliver its services and meet its goals, objectives and aspirations.
• To act as the first point of contact for enquiries from staff, potential applicants and partner agencies.
• To support the Recruitment and Retention team in all activities related to the recruitment and retention of Children’s Services staff.

2. Anticipated outcomes of post

• To support managers in their recruitment processes to increase success rates of recruiting the best candidates and reduce staff turnover in Children’s Services.
• Effective and sustainable relationships are built with managers, staff and candidates across Children’s Services, Torbay Council and recruitment agencies.

3. List key duties and accountabilities of the post

• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• Responsible for safeguarding and promoting the welfare of children at all times.
• Responsible for providing new employee and leaver administration for both permanent and agency staff in Children’s Services, ensuring completion and distribution to the relevant Council departments including new starter paperwork, pre-employment checks, onboarding and offboarding.
• To act as the first point of contact for enquiries from staff, potential applicants and partner agencies, including the appropriate taking of messages.
• To ensure an effective customer-focussed approach and deliver a high standard of customer service both with internal and external customers. 
• To be responsible for the maintenance of effective and efficient recruitment and retention practices for the Children’s Services workforce.
• To ensure pre-employment compliance requirements for permanent and agency staff are completed in line with policy, legislation and safer recruitment practices.
• To be responsible for administering the DBS process for new starters and renewals in a timely manner in line with safer recruitment practices. 
• To be responsible for the effective organisation of recruitment meetings (including attendance for minute taking purposes when appropriate), recruitment events and Celebration events including booking of venues, dealing with attendance requests and responses.
• To support the team with gathering and analysing recruitment and retention information and data to inform management decision making and contributions to management reports.
• To be responsible for the collation and theming of recruitment and retention data for management reports and contract management purposes.
• To play a key role in developing recruitment and retention documents ensuring information is of a high quality.
• To be responsible for the creation and maintenance of user guides to support new starters.
• To achieve a high standard of presentation and layout in the production of emails, letters, reports, documents and online materials.
• To be responsible for the liaison with suppliers, including external agencies, organisations and venues to ensure goods and services are supplied on time and appropriately meet the needs of the service.
• Ensuring appropriate compliance documents are supplied for agency and permanent staff in accordance with HR policy and Safer Recruitment practices. Following procurement guidelines, the Council’s Financial regulations and within allocated budgets.
• To be responsible for the issue of IT equipment to new starters, ensuring it is in good working order and manage the asset register for equipment to be used by internal staff.
• Administer the agency timesheet and expenses approval process in a timely manner.
• To promote and support the use of resources, ensuring they are accurate and up to date, e.g. adverts, job descriptions, application forms, reference forms etc.
• To follow the practice standards for the team complying with timescales as far as possible.
• Participate in the effective auditing of recruitment documentation as and when required.

4. Budgetary/Financial Responsibilities of the post

• None. 

5. Supervision/Line Management Responsibilities of the post

•  Responsible for providing guidance to all managers in Children’s Services in relation to recruitment and leaving processes.

6. Working environment and conditions of the post

• Normal working environment and conditions.

7. Physical demands of the post

• Normal physical demands.

8. Specific resources used by the post

• Normal office equipment.

9. Key contacts and relationships

External

• Recruitment agencies, advertising agencies and candidates. 

Internal

• The Learning Academy, Human Resources, Payroll, internal staff within Children’s Services, Communication & Design team, Printing, IT services. 

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Childrens Services are the Safeguarding Leads for the Council.
• This post is office based at The Town Hall, Torquay but the post holder may be required to move their base to any other location within the Council at a future date.
• The post is eligible for hybrid working.
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Recruitment Support Officer
Strategic team/Directorate	Childrens Services
Service	Learning and Partnerships Hub
Business unit	The Learning Academy

Skills and effectiveness

Essential skills and effectiveness

• Effective interpersonal and communication skills including telephone manner with a customer focussed approach to work.
• Able to convey technical information and data clearly and accurately.
• Ability to be flexible and diplomatic, with good interpersonal skills when dealing with people at all levels.
• Ability to cope with a wide range of tasks within a short time scale and work to deadlines.
• Ability to manage own workload and future plan.
• High degree of accuracy and attention to detail within written, oral and numeric work.
• Ability to take accurate minutes.
• Ability to work effectively both independently and as a team member – ability to take initiative.
• Methodical and accurate approach to work.
• Ability to take initiative and be a self-starter with a logical and methodical approach to problems.
• Effective organisational skills.
• Proven effective IT skills including the use of Microsoft office software, including Word, Excel, Powerpoint, Teams and Outlook.
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.

Desirable skills and effectiveness

• Ability to design user-friendly recruitment resources. 

Knowledge

Essential knowledge

• Knowledge of Safer Recruitment Practices.
• Basic understanding of recruitment and retention policies and procedures.
• Understanding of issues surrounding confidentiality.

Desirable knowledge

• Working knowledge/understanding of current Children’s Services recruitment issues and initiatives.
• Knowledge of Council financial systems such as FIMS.
• Knowledge of application of online recruitment systems.

Experience and achievements

Essential experience and achievements

• Experience of working within a recruitment environment.
• Experience of working within a customer focussed environment.
• Experience of working within a team and on own.
• Experience of working in a busy office environment using a range of administration procedures.
• Experience of responding proactively to service needs and meeting tight deadlines.
• Experience of dealing with a range of enquiries via telephone, email and face to face.
• Demonstrable experience of providing administrative support.

Desirable experience and achievements

• Experience of using computerised recruitment systems.
• Experience in applying set criteria to establish entitlement recruitment opportunities.
• Experience in producing timely reports as prescribed.

Qualifications/professional memberships

Essential qualifications/professional memberships

• O Level/GCSE in English and Mathematics at Grade C and above or equivalent.
• Level 3 qualification in Recruitment, or willing to complete within 2 years of starting employment. 

Desirable qualifications/professional memberships

• European Computer Driving Licence or equivalent.
• RSA Stage II or equivalent.

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people.
• Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
• Ability to accommodate unsociable hours.
• Ability to accommodate occasional home-working.