Streamlining NHS Recruitment: A Time-Saving Innovation

Claire Power, a Senior Administrator within the NHS, identified an opportunity to reduce inefficiencies in her department’s recruitment process. Having recently enrolled in the MSc in Leading Digital Transformation at USW, she saw this as an ideal project to apply her learning and drive positive digital transformation in the healthcare sector.

The Project: Automating Complex Recruitment Processes

Motivated to progress in her career and with a keen interest in digital transformation, Claire focused on streamlining the NHS recruitment process, which was often slowed by manual steps and outdated systems. She leveraged tools already available within NHS Wales—such as Microsoft 365, SharePoint, and Lists—to automate recruitment workflows. This innovation provided a clearer, more accessible system that reduced the need for lengthy meetings and manual tracking, delivering real-time updates and automations that saved significant amounts of time.

Claire explains: “Our recruitment process was complicated and drawn out, often delayed due to slow communications and scheduling issues. By implementing a digital tracker system, we could automate key steps, reducing the administrative load and ensuring more timely hires.”

The new system replaced the previously fragmented process with a seamless, easy-to-use platform that allowed stakeholders to access relevant documents and track recruitment steps in real time. As a result, Claire and her team saved up to five hours each week.

Overcoming Challenges in Implementation

The journey wasn’t without challenges. Claire recalls, “One of the main difficulties was managing the complexity of the process. When I started mapping out the solution, it quickly became overwhelming with all the different layers involved.”

By breaking down the project into smaller, manageable phases, Claire was able to deliver the solution in increments, working closely with her team and stakeholders. She sought regular feedback, ensuring that the system met everyone’s needs. “It was crucial to keep it simple and practical, particularly for colleagues unfamiliar with digital systems,” she says.

Empowering Teams Through Collaboration

Collaboration was at the heart of the project. Claire involved colleagues from the start, gathering their input and ensuring they felt empowered to adopt the new tools. This collaborative approach not only ensured successful implementation but also fostered a sense of ownership across the department.

Claire ran face-to-face training sessions to introduce the new tools and tailored them to different roles within the team. She also built in continuous learning opportunities, recognising that technology is evolving, and it’s important for colleagues to keep pace.

Tracking Success and Looking Forward

The immediate time-saving benefits were clear, with feedback from colleagues indicating significant improvements in efficiency. “It’s great to see that even a small change can have a meaningful impact,” Claire says. “We haven’t officially measured all the outcomes, but the system is still in use and has become an integral part of our recruitment process.”

The project is still evolving, with Claire hoping to further integrate the system with the All Wales Recruitment platform, ultimately streamlining the process even more.

A New Career Path Opened

The MSc in Leading Digital Transformation not only equipped Claire with the skills to complete this project but also sparked her passion for the digital world, leading to a new career opportunity. After completing the programme, she successfully applied for a Project Support Manager role within the NHS Digital Team.

“This course has given me confidence and broadened my perspective,” Claire reflects. “Before, I was focused on my own administrative work, but this course has made me think bigger. The MSc opened up doors I didn’t know existed and has set me on a path I’m excited about.”

Future Innovations: A Vision for Digital Transformation

Looking ahead, Claire is eager to continue driving innovation in the healthcare sector. She’s particularly interested in the potential of AI tools, such as Copilot, which she believes could revolutionise administrative processes across the NHS.

“There’s so much potential for AI to reduce workloads and improve efficiency,” Claire says. “From automating routine tasks to assisting with more complex functions, I’m excited to see where digital transformation will take us in the next few years.”

Claire’s Advice for Future MSc Students

For those considering the MSc, Claire’s advice is simple: “Don’t be afraid to step out of your comfort zone. This course will introduce you to new ideas and ways of working. Even if it feels daunting at first, the rewards are worth it. I’d highly recommend it to anyone looking to make a real impact in their career.”