Medical HR Administrator

Job overview

We’re looking for a proactive, detail-oriented professional to take ownership of vital medical workforce processes, including appraisal compliance, honorary contracts, and recruitment coordination. The post holder will independently manage key medical workforce processes. This role requires interpreting Trust and national policies, ensuring compliance, and providing specialist guidance to stakeholders. The post holder will support accurate data analysis, reporting, and decision-making, acting as a subject matter expert while maintaining excellent communication and organisational skills in a fast-paced environment.

Previous applicants need not apply.

Main duties of the job

• Manage core medical workforce processes, including medical appraisal compliance, honorary contracts, and recruitment coordination, ensuring timely delivery and adherence to Trust policies.
• Provide administrative support for new starters, pre-employment checks, and maintain accurate records on Trust systems such as TRAC and ESR.
• Act as first point of contact for medical workforce enquiries, managing appraisal and honorary inboxes, providing guidance, and ensuring timely responses.
• Coordinate and monitor appraisal and revalidation processes, including scheduling, compliance tracking, and supporting doctors and managers.
• Process honorary and observer contracts, ensuring completion of pre-employment checks and updating relevant systems.
• Support the end-to-end recruitment process for medical staff using TRAC, liaising with recruiting managers, managing communications, and ensuring compliance with NHS and Trust standards.
• Monitor and manage exception reporting, liaising with relevant parties to resolve issues promptly.
• Maintain confidentiality, work collaboratively within the team, and contribute to service improvement initiatives.
• Participate in relevant projects and support system upgrades as required.
• Uphold the Trust’s equality and diversity policies in all aspects of work

Detailed job description and main responsibilities

For further information on this role, please see the attached detailed Job Description and Person Specification.

To provide support to the Medical Workforce Advisors in the creation of new starter records and conducting pre-employment checks via TRAC.

To maintain Medical and Dental Trust systems, e.g. accurately recording and deactivating starters and leavers’ details as required, accurately uploading (and  deleting) accounts via the relevant system, keeping Medical Staffing trackers up to date.

Own and manage core medical workforce processes, ensuring timely delivery and compliance with Trust standards.

Monitor candidate progress and proactively resolve delays, ensuring recruitment milestones are met.

Maintain effective communication with other departments to ensure onboarding data is aligned across systems.

Manage shared mailboxes and ensure responses are handled within agreed timelines.