Medical Workforce Administrator

Job overview

Are you an organised, proactive administrator with HR or NHS medical staffing experience?

Join Cambridgeshire Community Services NHS Trust and play a key role supporting our medical and dental workforce across community services.

In this important role, you will manage recruitment and onboarding, maintain ESR and other workforce systems, coordinate rotas, leave, appraisals, and revalidation processes, and provide guidance to staff. You’ll work closely with clinical leads, HR colleagues, and external partners to ensure staffing runs smoothly, accurately, and in line with NHS policies. You’ll also contribute to continuous improvement of workforce processes and support safe, high-quality patient care.

You will have:

• Experience in HR or NHS medical staffing, including workforce systems (ESR, Job Planning, 360 Appraisal)
• Strong organisational, IT (MS Office), and communication skills
• Ability to prioritise, work independently, and maintain confidentiality
• Commitment to safeguarding children, young people, and vulnerable adults
• A flexible, professional, and proactive approach to supporting staff and teams

We offer:

• Competitive NHS Band 4 salary with pension and generous annual leave
• Flexible working and professional development opportunities
• A vital role in ensuring the right clinicians are in place to deliver safe, high-quality community care

Should we receive a high number of applications we reserve the right to close this vacancy at any point after 24/02/2026

Main duties of the job

Job Purpose:

To provide efficient, effective, confidential and comprehensive administrative support to the medical and dental workforce Medical Workforce Business Partner, maintaining digital systems and ensuring the integrity of data quality with other systems.

The postholder will be required to proactively forward plan, manage office systems with the ability to communicate effectively at all levels.

Detailed job description and main responsibilities

Main Duties and Responsibilities

1- Job Planning

Maintain the job planning digital system. Set up new users and remove leavers. Ensure appropriate notifications are sent so that the digital system supports the timely completion of the job planning process in accordance with the agreed policy.

Provide support to system users on using the system through one to one sessions or group training sessions

2- Intranet

To ensure the medical and dental terms and conditions pages of the intranet are current and up to date by uploading, amending, and removing documents as appropriate.

3- Appraisal and revalidation processes

Maintain the appraisal digital system. Set up new users and remove leavers. Ensure appropriate notifications are sent so that the appraisal and revalidation processes take place in accordance with Trust policies and procedures.

Support medical staff with patient feedback collation.

Provide support to system users on using the system through one to one sessions or group training sessions.

Support the Medical Director/Responsible Officer to administer the appraisal and revalidation processes and the recruitment of appraisers.

4- Administration

Support the Medical Workforce Business Partner (MWBP) with answering queries from staff, managers and other workforce teams. Work with other workforce teams to ensure a coordinated approach to HR medical and dental workforce support.

Work with the MWBP, Deanery and partner Trusts, to ensure the smooth running of the annual resident doctor rotation scheme changes. Update systems as necessary to ensure resident doctors complete compliance checks and receive support for onboarding and induction.

Communication

Provide and receive complex and confidential information, using tact, knowledge, analysis and judgement to answer questions and gather data from internal and external NHS staff and the general public in a sensitive, persuasive and appropriate manner, where there may be resistance.

Take action notes for meetings and ensure that these are completed and distributed in a timely manner.  Taking and drafting formal minutes if required.

Mailing, photocopying and emailing as required.

Management of documents which will include maintaining and developing individual and central filing systems ensuring they are kept up to date, archived and culled on a regular basis.

Maintaining official records for public accountability purposes both electronically and paper based.

Budgetary Responsibility

To order stationary, book rooms and arrange accommodation as required.

People Management

Maintaining own professional development and requirement to take part in appraisal and KSF process.

Participate in regular personal supervision and person development reviews

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.

The post holder must adhere to the Trust risk assessment and risk management processes

The post holder must adhere to infection control policies and procedures

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

The post holder must participate in clinical and safeguarding audits as required

The post holder is required to participate in relevant emergency preparedness process for their team.