Medical Staffing Service Advisor/Administrator

Job overview

Full training will be given – previous admin experience, basic understanding of Microsoft, good organisational skills and attention to detail are essential.

This is an exciting opportunity to join SWFT Medical Workforce Team.  The successful candidate will join our established team who provide various HR and specific medical workforce support to managers and medical staff in the trust.

The successful candidate will work collaboratively with their Service Lead and will have duties such as: Advertising jobs, managing recruitment, processing payroll changes, recording sickness absence etc. While previous experience in a medical staffing department would be advantageous, it is not necessary, however good organisational skills, the ability to multi-task, attention to detail and a basic understand of Microsoft and administrative duties are essential for this role.

As well as the above, one of the primary duties of this role is to help ensure the junior doctor rotas for your division are maintained and managed efficiently to promote patient safety. You will work closely with your Service Lead to help coordinate the rotas and will be responsible for approving annual leave and sourcing appropriate locum cover via bank or agency when necessary. As previously mentioned, training will be provided to the successful candidate, and this is a great opportunity for those who want to progress further in the NHS into roles such as Operational Management.

Previous applicants need not apply.

Main duties of the job

This is an exciting time to join our expanding Medical Staffing team at South Warwickshire NHS Foundation Trust. Appointees will join an established team, providing HR and operational support to colleagues across the organisation with a particular focus on the specialist skills and knowledge required for Medical and Dental Staff.

Appointees to this role will work alongside Medical Staffing Service leads who have responsibility for one of the areas of the Trust (Medical, Surgical, Family Health or Emergency Medicine) providing specialist knowledge and advice on all areas of medical staffing. They will have a good understanding of the various Medical & Dentals Terms & Conditions of service and be able to provide expert advice in these fields to colleagues in the organisation.

The post holder will work collaboratively with the Service Lead & stakeholders in their division, providing proactive and innovative resourcing solutions and ensure consistently good governance is maintained. They will help ensure medical rotas are managed effectively to minimise the use of temporary staffing and improve the experience of medical staff employed in the organisation.

Support will be provided to post holders wishing to pursue further educational opportunities including, but not limited to Mary Seacole and CIPD.

Detailed job description and main responsibilities

General Responsibilities:

To support the Service Leads in the smooth running of operational activities within the Divisions.  To help ensure that all rotas are effectively managed to minimise the use of locums.

Work alongside Service Leads to provide a more proactive approach to recruitment and medical workforce issues whilst maintaining good governance and effective departmental cover.

In collaboration with the Associate Medical Director for Education and Clinical Tutor ensure that educational requirements/release times are met, and trainees’ requests are responded to promptly.

Specific Responsibilities:

Support and advise on specific projects which may arise, particularly where these relate to the posts’ area of focus.

To support and advise on all aspects of medical staffing, in particular giving advice and working with divisional colleagues in order to meet safe levels of medical cover in line with Trust requirements.

To work in conjunction with the Medical Staffing Managers and Service Leads to create rotas that are both compliant with Terms & Conditions of service but also satisfy educational and operational needs.

Flag areas of concern with regards to medical cover proactively and in a timely manner and seek to resolve these issues to minimise the requirement for locum cover.

Use of Health Roster for medical staffing activity, ensuring records are maintained accurately and consistently.

Provide comprehensive and proactive temporary staffing support to the divisions, encouraging the usage of internal bank over external providers wherever possible.

To ensure all medical locum bookings are made in accordance with the approved framework guidelines and at the most cost efficient rates.

Act as a point of contact for junior doctor queries and requests regarding swaps/annual leave/study leave etc. – ensuring requests are responded to promptly.

Work with the Postgraduate Medical Education Manager and the GP Lead Employer in relation to Deanery posts, rotations and educational requirements to ensure these are factored into rota management.

Support the Medical Education Managers and Service Leads in junior doctor issues, specifically in supporting risk assessments and return to work interviews.

Monitors & record sickness absences for medical staff, highlighted to Service Leads where wellbeing meetings need to take place.

Provide advice where appropriate on Terms and Conditions of Service for all grades of medical staff, referring to the Service Leads & Medical Staffing managers when required.

Support the recruitment of medical staff, ensuring recruitment activity is done in a timely and effective manner.

Take responsibility for the monthly consistency checks on Electronic Staff Record (ESR) report and notification.

Work in conjunction with the Trust Payroll to ensure an efficient payroll service is provided including dealing with queries and other pay issues.

To input payroll information into ESR and manage the Inter Authority Transfer process with other Trusts.

Support the Service Manager in the induction of new doctors to the Trust.

Support the Medical Staffing Managers to ensure the Trust complies with IR35 rules.

Provide data as requested to assist with any national returns relating to Medical Staffing.

To have operational knowledge of Health Roster and where appropriate assist in the roll out of junior doctor rotas to maintain ongoing compliance.

To carry out any other commensurate duties associated with this role and/or as requested by Medical Staffing managers.