Medical Workforce Support Assistant

Job overview

An excellent opportunity is now available within the University Hospital Plymouth NHS Medical Workforce department. We are looking for a confident individual who will be essential to the smooth running of recruitment for doctors within UHP.  The role will also require administrative support to the Medical Workforce Lifecycle team. Customer service and administrative skills are a must as you will provide the first contact for new candidates into the organisation as well as existing employees.

You will be qualified to or working towards NVQ Level 2 standard or have equivalent demonstrable experience and will have excellent interpersonal skills in order to communicate with a range of different people including candidates, managers and other organisations. Attention to detail is essential in order to ensure information and  online paperwork is completed accurately.  You must be  proficient in IT systems  and confident using data bases and speaking to candidates and managers on the phone.

We are looking for someone who is looking to develop, happy to be involved in a range of different tasks and projects and who feels they can provide a customer focused service  to all stakeholders.

If you share he values of UHP and feel that you can contribute to our team and the service we provide then this is a fantastic opportunity for you!

Main duties of the job

To provide an efficient and effective recruitment and administrative support service to the Trust's Medical Workforce recruitment function.

Process recruitment related correspondence and documentation ensuring efficient and accurate completion of recruitment related procedures within the designated areas (e.g. shortlisting, interview correspondence, interview letters etc.), in line with employment legislation, Trust and Department of Health and NHS Employers guidance.

Detailed job description and main responsibilities

AREAS OF RESPONSIBILITY

1.

• Process recruitment related correspondence and documentation ensuring efficient and accurate completion of recruitment related procedures (e.g. shortlisting packs, interview packs, interview letters, reference checks etc.), in line with employment legislation Trust and Department of Health guidelines.
• Daily management of Trac and NHS Jobs and completion of tasks regarding closing vacancies, processing interview invites and other general administrative duties.
• Support the Medical HR Administrators in ensuring the whole recruitment process is carried out accurately, efficiently and in a timely manner in line with Trust Policies and Procedure including making the necessary arrangements for consultant appointment panels.
• Support the Medical HR Administrators with junior doctor rotations and intake including the sending of recruitment paperwork, conditional offer letters, Online DBS applications and Occupational Health information chasing any outstanding documentation and creation of ESR assignments.
• Participate in the operation of the Medical HR telephone hunt group, Eva portal and inbox; dealing with medical workforce and recruitment enquiries and promoting the interests of University Hospitals Plymouth NHS Trust.  This may include signposting and referrals in line with HR requirements.
• Participate in recruitment and careers events as required at both a local and national level (sometimes outside office hours).
• Maintain departmental filing systems, so that information can be retrieved quickly and efficiently.
• Maintain and keep up to date a step-by-step process handbook to ensure all team members can provide appropriate cover in the absence of colleagues.
• Input, collate and maintain data for vacancies/ applications, interviews and any other medical workforce or recruitment related information.
• Provide support and cover for the Medical HR team colleagues as and when required.

For further details please seethe attached JD & PS.