Medical Workforce HR Assistant

Job overview

An exciting, fixed term opportunity has arisen, to commence as soon as possible until 31st March 2027, for a highly driven and motivated individual to become part of the Medical Workforce department at one of the largest and most prestigious NHS organisations.

The post holder will be based in the Medical HR Team, and will provide specialist expert advice for Doctors, Consultants and Dentists on pay, contracts and HR policies.

Main duties of the job

The post holder will be responsible for dealing with a range of queries from staff and managers on a wide range of terms and conditions and HR policies and procedures. Contribute to the resolution of queries and concerns.

Give guidance on the interpretation and application of Medical and Dental national terms and conditions, and local policy and practice.

Ensure that all doctors are suitably registered and permitted to work in the UK, health cleared, have the appropriate training approval and DBS clearance, using TRAC to facilitate this.

Ensure medical personnel files are kept up to date with the relevant information, and associated contract and payroll documentation is completed and processed in a timely manner.

Issue offer letters, contracts and generic work schedules for Resident Doctors in line with the NHS Employers Code of Practice deadlines, using TRAC. The post holder will also be responsible for completing ID checks as necessary, in addition to attending the monthly Junior Doctor Induction day with the Medical HR Team.

Detailed job description and main responsibilities

Job Summary

This post is in the Medical Workforce Team, a specialist service aiming to provide high quality expert advice to the Trust’s Medical & Dental workforce. The post has a broad remit supporting the clinical groups. The postholder will provide an efficient and accurate employee administration processing service.

The postholder will work closely with a Medical Workforce HR Advisor to support the clinical groups within the Trust and will be encouraged to initiate and discuss new ideas to improve the operational Medical HR service and develop these with the Medical HR Team Leader and Medical Workforce Manager.

• Duties and Responsibilities

Deal with a range of queries from staff and managers on a wide range of terms and conditions and HR policies and procedures. Contribute to the resolution of queries and concerns.

Issue offer letters, contracts and generic work schedules for Resident Doctors in line with the NHS Employers Code of Practice deadlines, using TRAC

Ensure that all new starters have an indexed personal file on the shared drive and recruitment file is downloaded from TRAC.

Complete pre-employment checks for Resident Doctors using TRAC and ensure any issues raised immediately to the Medical HR Advisor or Team Leader.

Complete payroll and data quality reports as necessary.

Manage IAT requests and various notifications via ESR.

Support the Medical HR Advisor in dealing with complex contractual pay queries on the Trust People Hub.

Issue Confirmation of Employment Requests and complete Financial References.

Work closely with wider Workforce Teams including Payroll, Recruitment and HR Client Services and Staff Bank to ensure a high quality service.

Undertake ad hoc projects as identified by the Medical HR Advisor/Team Leader.

Identify personal development needs and opportunities that help deliver an excellent service.

Maintain confidentiality and professionalism at all times.

Information Resources

Maintain manual and electronic filing systems ensuring security and confidentiality of information, record keeping, and archiving of information.

Ensure knowledge of Trust policies and procedures in addition to Trust systems and the ability to interpret the data contained.

Comply with Staff records protocols at all times.

To maintain, update, and ensure data accuracy in all systems including ESR and TRAC to capture all personal information, DBS, visa information, statutory registration, ID documents.

Effective system and data cleansing administration to ensure accuracy and transparency of Trust workforce information at all times.

Provide, receive and deal with confidential information on a daily basis

To highlight and record potential risks and agree corrective actions as appropriate.

Continuous Personal Development

Contribute to the education and training of multidisciplinary groups as appropriate.

Be proactive in respect of own learning.

Other

To undertake any other duties commensurate with the grade

To ensure principles of diversity are adhered to at all times

Internal: Service Managers, the Medical & Dental workforce, other HR Teams, , Shared Service Teams, Medical Education Department,

External: External applicants, NHS England, NHS London, Other NHS Trusts, GMC, GDC

This is an outline job description that may be subject to change. Any changes will be discussed with the postholder.