HQ Job Description (JD)
Band 3
Directorate: Public Sector Prisons
Job Description - Recruitment & Onboarding Coordinator
DRAFT
Document Ref.
Document Type
Management
Version
1.0
Classification
Official - Sensitive
Date of Issue
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
HQ-JES-0001 Recruitment & Onboarding Coordinator DRAFT v1.0
Change History
Date
Version
Nature of Change
Edited By
Sections Affected
30 June 2022 v1
New Job Description
N
Riley
&
Al l
J Grafen
HQ-JES-0001 Recruitment & Onboarding Coordinator DRAFT v1.0
Job Description
Job Title
Recruitment & Onboarding Coordinator
Directorate
Public Sector Prisons
Band
Band 3
Overview of the job
The job holder will work as part of a small regional team supporting applicants
throughout their bespoke recruitment and onboarding journey into HMPPS in their
chosen career pathway.
The job holder will support the business with proactive progression of all external
recruitment, alongside the delivery of an engaging bespoke onboarding approach for
the candidate.
This is a non-operational administrative post and has no line management
responsibility
The job holder has the ability to work flexibly to meet the needs of each recruitment
campaign and applicant pool; with agreement with line manager.
Summary
In summary the post holder will:
• The job holder will be regionally based and report to the Regional Recruitment
Lead
• The job holder will support the business with recruitment and onboarding
provision for the region
• The job holder will be required to engage with establishments to ensure that the
applicant to new colleague journey is transitioned through the stages smoothly
• The job holder will need to maintain positive engagement with the applicant via
a diverse range of communications methods
• The job holder will be required to act proactively throughout the applicant to
new colleague journey, negating any time lags in the recruitment process
• The job holder will show commitment to attending outreach, educational or
attraction events to raise awareness of careers within HMPPS
• The job holder will ensure that any requirements in line with the Equality Act
2010 are met in relation to specific applicant needs and support reasonable
adjustments i.e. adaptation to interview environment, material, access etc
Responsibilities,
• The job holder will be required to carry out the following responsibilities,
Activities and Duties
activities and duties:
• Responsible for the administration of external recruitment campaigns
• Maintain accurate records for recruitment campaigns and applicants and
appropriately provide data to stakeholders when required.
• Proactively progress campaigns to advertising stage, with appropriate additional
marketing where required
• Ensure that recruitment is undertaken in line with Civil Service Recruitment
guidelines
• Liaison with panel members to arrange interviews
• Act as the Single Point of Contact for designated campaigns to answer any
questions and queries on process and employment
• Undertake keep warm activity with applicants throughout their journey, using
their preferred communication methodology
• Promote HMPPS as an employer of choice
• Undertake outreach activities to maintain candidate pipeline
• Deliver candidate feedback and development where required
HQ-JES-0001 Recruitment & Onboarding Coordinator DRAFT v1.0
• Maintain links with national recruitment team to ensure maintenance and
progression of hard to recruit posts
• Promote Recruitment events and Open Days via appropriate social media
platforms
• Ensure that applicants are smoothly transitioned to New Colleague stakeholders
within receiving locations.
The duties/responsibilities listed above describe the post as it is at present and is not
intended to be exhaustive. The job holder is expected to accept reasonable alterations
and additional tasks of a similar level that may be necessary. Significant adjustments
may require re-examination under the Job Evaluation Scheme and shall be discussed
in the first instance with the job holder.
An ability to fulfil all spoken aspects of the role with confidence through the medium
of English.
Behaviours
• Delivering at Pace
• Communicating and Influencing
• Working Together
• Managing a Quality Service
Strengths
NB: It is advised strengths are chosen locally, recommended 4-8.
Ability
• Excellent communication skills
• Strong organisational skills, planning and attention to detail
• A commitment to creating a diverse workforce
• Show passion for excellent customer service
Experience
• Able to use MS Teams, MS Word and MS Excel
Technical
• Use of Oleeo desirable; not essential
Minimum Eligibility
• All candidates are subject to security and identity checks prior to taking up post.
• All external candidates are subject to 6 months’ probation. Internal candidates are
subject to probation if they have not already served a probationary period within
HMPPS.
• All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
To be used by the JES Team only
(Unsocial Hours)
Allowances
HQ-JES-0001 Recruitment & Onboarding Coordinator DRAFT v1.0
Factor Examples
Please provide job-specific examples to support the factors below (please refer to guidance for completion):
Factor
Examples
Skills & Knowledge
Demonstrate IT skills, in particular use of Microsoft Teams, PowerPoint, Word and Excel, with
the ability to interpret and present.
Maintain own knowledge base and networks to keep up with recruitment policy and legislative
changes (GDPR)
Accountability & Decision Organise collated recruitment information into a management system, while taking ownership
Making
of the files/folder’s filing and archiving as necessary.
Self-management of own diary, interview schedules and applicant calls.
Problem Solving
Respond to questions and queries from applicants and establishment in regards to campaign
and application progression
Respond to the workflow and demands of campaign and suggest improvements to negate
recruitment lag in the appointment process; and strive for better candidate experience
Resource Management & Jobholder will be responsible for ensuring levels of recruitment and outreach resources are
Financial Impact
maintained and available for planned recruitment activity
No budget or line management responsibility
Organising & Planning
Post holder must be able to plan for the short and medium term, to support the effectiveness
of the recruitment delivery.
The job holder must be able to organise working practices to ensure campaigns are progressed
in a timely fashion
Plan own activities to be in line with the overall recruitment requirements
People Management
There is no line management responsibility for this role.
Information Management The job holder will be required to maintain recruitment databases to enable wider monitoring
or recruitment activity.
Collate and record information; formatting appropriately and accurately
The job holder must be able to interrogate database information for production of statistical
analysis of recruitment activity. Identifying any concerns that need escalating to management.
Influencing & Interaction
Using persuading and influencing skills when implementing changes to current practice, within
establishment or department, to improve future outcomes.
Advise stakeholders and team members on any deadlines for recruitment to ensure team
outcomes are met
HQ-JES-0001 Recruitment & Onboarding Coordinator DRAFT v1.0
Liaise with establishments regarding the delivery of any recruitment objectives.
Emotional Demand & Risk
There will be no prisoner contact in this role.
HQ-JES-0001 Recruitment & Onboarding Coordinator DRAFT v1.0
Success Profile
Strengths
N.B. The below are for
Behaviours
guidance only. It is
Ability
Experience
Technical
advised strengths are
chosen locally,
recommended 4-8
Managing a Quality Service
Choose an item.
Show passion for
Able to use MS, Teams, MS Word Use of Oleeo desirable; not essential
excellent customer
and MS Excel
service
Delivering at Pace
Choose an item.
Strong organisational
skills, planning and
attention to detail
Communicating and Influencing
Choose an item.
Excellent communication Information collation and analysis.
skills
Working Together
Choose an item.
A commitment to
creating a diverse
workforce
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
HQ-JES-0001 Recruitment & Onboarding Coordinator DRAFT v1.0