Job summary
30 hours per week
We are looking for a high quality, customer focused administrator to join our medical staffing department. Working within a fast paced medical HR department, you will have a keen eye for detail and the ability to juggle the demands of a busy workload. Working with all grades of doctors, you will be an excellent communicator and act as the first point of contact for all types of queries, where you will answer some and signpost others to the Medical HR Advisors. You will also be pivotal to the effective running of the medical roster.
This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.
All Livewell staff are expected to be able and willing to work across a 7-day service.
Main duties of the job
- Coordinate the shared inbox, answering queries as appropriate and signposting others
- Help to coordinate the effective running of the medical roster
- Assist with recruitment of doctors by preparing forms, packs and liaising with new starters for ID documents
- Assist with the induction of junior doctors and relevant tasks
About us
Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.
As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.
We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.
Valuing our employees making an investment in their development a priority. We offer:
Protected CPD time for registered staff
Various development pathways and ongoing regular training packages for all staff
Leadership & mentoring programmes
Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training
A Robust Preceptorship
A bespoke induction programme
Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.
Job description
Job responsibilities
Responsibility for administration
Be co-responsible for
the day to day operational administration of the shared inbox, responding to
emails as appropriate and within own scope of knowledge. Recognising when
queries need to be forwarded to the HR Medical Staffing Advisors, Medical
Education Coordinator and Medical Staffing Team Manager as appropriate.
Ensure that there is
a robust process for the management of the shared inbox.
Assist with the day
to day operational administration of the medical Eroster, forwarding queries to
the Medical Staffing Advisor who will advise on issues relating to leave, on
calls and day to day provision of staff.
Be co responsible for
the booking of study leave using the corporate card.
Co-responsible
for ensuring that sickness of the medical workforce is recorded appropriately
and correct paperwork is sent to supervisors and returned in a timely manner.
Also responsible for highlighting various sickness stages to HR Medical
Staffing Advisors and Team Manager when appropriate.
Under
the guidance of the Medical Workforce Manager / Medical Staffing Manager,
provide administrative support for the recruitment of the medical workforce.
This includes, adding vacancies to NHS jobs, coordinating interview panels and once
the introductory phase commences the coordination of IT forms.
Ensure
the timely production and coordination of joining instructions for locum staff
in conjunction as advised by the Medical Workforce Manager.
Under
the guidance of the Medical Staffing Team Manager and the HR Advisor, provide
administrative support to add doctors to the TempRE system (locum rostering).
May be required to
prepare papers and take minutes at various meetings, ensuring that actions are
captured and followed up on.
Be
able to meet deadlines and carry out ad hoc administrative tasks identified by
the Medical Staffing Team Manager.Responsibility for
people who use our services Be the first point of contact via shared inbox
and duty phone on a daily basis. Communication may be from Medical Staff,
Service Users, other colleagues and other external agencies. You will have the
ability to respond to queries within the scope of your own knowledge and
recognise when queries need to be forwarded to other members of the team
recognising the urgency of queries.Responsibility for
implementation of
policy and/or service developments
Contribute to HR
Medical Staffing Team Meetings, Huddles, Away Days and any other forum where
the development of the team is to be discussed.
To co-ordinate and
check that there is an informative, descriptive, up to date intranet platform
for medical staff. To liaise with the Team Manager and HR Medical Staffing
Advisors for appropriate content to be uploaded to the various medical staffing
pages.Other Responsibilities
To ensure that there
is an accurate database to record all IT equipment and IT logs relating to
medical staff.
To provide various ad
hoc administrative tasks such as, filing, printing, typing and any other tasks
(but within scope of role and knowledge) on request by the Medical Staffing
Team Manager.
To form a part of the
cross cover arrangement for the department during periods of annual leave.
Job description
Job responsibilities
Responsibility for administration
Be co-responsible for
the day to day operational administration of the shared inbox, responding to
emails as appropriate and within own scope of knowledge. Recognising when
queries need to be forwarded to the HR Medical Staffing Advisors, Medical
Education Coordinator and Medical Staffing Team Manager as appropriate.
Ensure that there is
a robust process for the management of the shared inbox.
Assist with the day
to day operational administration of the medical Eroster, forwarding queries to
the Medical Staffing Advisor who will advise on issues relating to leave, on
calls and day to day provision of staff.
Be co responsible for
the booking of study leave using the corporate card.
Co-responsible
for ensuring that sickness of the medical workforce is recorded appropriately
and correct paperwork is sent to supervisors and returned in a timely manner.
Also responsible for highlighting various sickness stages to HR Medical
Staffing Advisors and Team Manager when appropriate.
Under
the guidance of the Medical Workforce Manager / Medical Staffing Manager,
provide administrative support for the recruitment of the medical workforce.
This includes, adding vacancies to NHS jobs, coordinating interview panels and once
the introductory phase commences the coordination of IT forms.
Ensure
the timely production and coordination of joining instructions for locum staff
in conjunction as advised by the Medical Workforce Manager.
Under
the guidance of the Medical Staffing Team Manager and the HR Advisor, provide
administrative support to add doctors to the TempRE system (locum rostering).
May be required to
prepare papers and take minutes at various meetings, ensuring that actions are
captured and followed up on.
Be
able to meet deadlines and carry out ad hoc administrative tasks identified by
the Medical Staffing Team Manager.Responsibility for
people who use our services Be the first point of contact via shared inbox
and duty phone on a daily basis. Communication may be from Medical Staff,
Service Users, other colleagues and other external agencies. You will have the
ability to respond to queries within the scope of your own knowledge and
recognise when queries need to be forwarded to other members of the team
recognising the urgency of queries.Responsibility for
implementation of
policy and/or service developments
Contribute to HR
Medical Staffing Team Meetings, Huddles, Away Days and any other forum where
the development of the team is to be discussed.
To co-ordinate and
check that there is an informative, descriptive, up to date intranet platform
for medical staff. To liaise with the Team Manager and HR Medical Staffing
Advisors for appropriate content to be uploaded to the various medical staffing
pages.Other Responsibilities
To ensure that there
is an accurate database to record all IT equipment and IT logs relating to
medical staff.
To provide various ad
hoc administrative tasks such as, filing, printing, typing and any other tasks
(but within scope of role and knowledge) on request by the Medical Staffing
Team Manager.
To form a part of the
cross cover arrangement for the department during periods of annual leave.
Person Specification
Knowledge & Experience
Essential
- Substantial secretarial/administrative experience
- Proven track record of use of technology to produce reports/database administration
- Knowledge of manipulating data to produce reports to the pre-set specifications required
- Demonstrable experience of using the internet to source information in a valid way
Desirable
- Demonstrable experience of training and education administration in a healthcare setting
- Previous experience of using Accent Leave Manager / Allocate Systems
Skills & Attributes
Essential
- Excellent organisational and prioritising skills
- Developed IT skills in Microsoft Office systems including Word, Excel, Powerpoint, Publisher and Access
- Ability to deal with a wide range of tasks and meet deadlines simultaneously
- Ability to prioritise own workload and escalate issues as necessary
- Excellent communication/interpersonal skills in order to build good working relationships with senior medical and non-clinical staff
- Ability to liaise with professionals from all disciplines and at all levels of the organisation
- Ability to maintain confidentiality at all times and to use discretion
- Ability to remain calm and focused under pressure
Qualifications
Essential
- Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge and experience
- Good general education to GCSE level or equivalent
- Intermediate word-processing, MS Office Word and Excel knowledge and experience
Desirable
- IT systems qualifications
Other Requirements
Essential
- Ability and willingness to travel by own means to various locations throughout the county
- Willingness to undertake training as necessary to the role
Person Specification
Knowledge & Experience
Essential
- Substantial secretarial/administrative experience
- Proven track record of use of technology to produce reports/database administration
- Knowledge of manipulating data to produce reports to the pre-set specifications required
- Demonstrable experience of using the internet to source information in a valid way
Desirable
- Demonstrable experience of training and education administration in a healthcare setting
- Previous experience of using Accent Leave Manager / Allocate Systems
Skills & Attributes
Essential
- Excellent organisational and prioritising skills
- Developed IT skills in Microsoft Office systems including Word, Excel, Powerpoint, Publisher and Access
- Ability to deal with a wide range of tasks and meet deadlines simultaneously
- Ability to prioritise own workload and escalate issues as necessary
- Excellent communication/interpersonal skills in order to build good working relationships with senior medical and non-clinical staff
- Ability to liaise with professionals from all disciplines and at all levels of the organisation
- Ability to maintain confidentiality at all times and to use discretion
- Ability to remain calm and focused under pressure
Qualifications
Essential
- Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge and experience
- Good general education to GCSE level or equivalent
- Intermediate word-processing, MS Office Word and Excel knowledge and experience
Desirable
- IT systems qualifications
Other Requirements
Essential
- Ability and willingness to travel by own means to various locations throughout the county
- Willingness to undertake training as necessary to the role
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
