Nottinghamshire Healthcare NHS Foundation Trust

Medical Workforce Officer

The closing date is 08 February 2026

Job summary

Medical Workforce Officer (Permanent) ? An exciting opportunity awaits

We're delighted to invite applications for a permanent Medical Workforce Officer to join our growing and forward-thinking Medical Workforce Team at Nottinghamshire Healthcare NHS Trust.

This is a fantastic opportunity to be part of a supportive team that plays a crucial role in ensuring our doctors are well supported, engaged and able to deliver outstanding patient care.

?????? About the role

As a Medical Workforce Officer, you'll be based within Medical Workforce, part of our People & Culture Team, and will be central to the smooth coordination of all Medical Workforce activity.

? Coordinate Resident Doctor rotations
? Manage and maintain on-call rotas, ensuring they are fully staffed and up to date
? Ensure compliance with the 2016 Resident Doctors Terms & Conditions of Service and Working Time Regulations
? Provide timely, accurate and reliable advice and support to doctors and managers

? Projects & development

You'll also work closely with colleagues on a range of exciting initiatives, including:

? Supporting the Trust's Resident Doctor Engagement Plan
? Helping to drive the digitalisation of Medical Workforce processes
? Contributing to continuous improvement across the service

? What we're looking for

? Experience within a Medical Workforce, Medical Staffing or Medical Recruitment environment? Strong organisational and communication skills? A proactive, detail-focused approach

Main duties of the job

The post holder will be responsible for the provision of timely, efficient, and reliable data relating to Medical Workforce information in relation to doctors' rotation, vacancies, recruitment, on-call rotas, and locum cover. Using independent judgement, the post holder will be responsible for the day-to-day operational co-ordination of all rotas and rosters.

The post holder will be responsible for Resident Doctor rotations including rota design, exception reporting and work schedules. The post holder will work closely with Care Group Managers to ensure that the medical rotas are fit for purpose and staffed in the most cost-effective way.

The post holder will manage the on-boarding process of Resident Doctors including carrying out all pre-employment checks and will support induction processes.The post holder will also support the administration of Medical Staff Bank.

To co-ordinate and oversee the smooth running of doctors' rota in line with 2016 Resident Doctors Terms and Conditions of Service and working time legislation including coordination of all leave arrangements and prospective cover for Consultants, SAS, and Resident Doctors.

The post holder will work closely to monitor shift patterns on a regular basis to ensure continued compliance with 2016 Resident Doctor Terms and Conditions of Service and working time legislation.

The post holder will also undertake reports and ad hoc projects as and when requested.

About us

#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.

We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.

The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.

The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment

Date posted

21 January 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year Per Annum (Pro rata for part time)

Contract

Permanent

Working pattern

Full-time

Reference number

186-1373-25-CS-B

Job locations

Duncan Macmillan House

Porchester Road

Nottingham

NG3 6AA

Job description

Job responsibilities

To be the first point of contact for all doctors.
To manage administration of the Consultants, SAS Doctors and Resident Doctors rotas and associated out of hours monitoring processes.
To identify where there will be shortages of cover for periods of on-call and contribute to finding cost effective solutions for the periods in liaison with Clinical Directors/ Clinical Leads and the Medical Workforce Specialist
Ensure all relevant people are informed of any changes to medical rotas, e.g., Switchboard, Consultant Secretaries, Ward Clerks, Nursing Staff, Administration Staff with and relevant documents distributed in a timely and effective manner.
Working with the Medical Workforce Specialists, to maintain shift patterns in accordance with legislation and terms and conditions for medical staff, responding to new legislation and service developments when required.
Working closely with Clinical Directors to ensure Medical Workforce on call cover is sustainable to provide a quality service for the directorate, contributing to plans when required.
Monitor on a regular basis compliance with the 2016 Resident Doctor Terms and Conditions of service for all trainee Medical Staff in the Trust.
Act as a key point of contact for Medical Staff to report sickness absence, annual leave, and other absences in line with organisational policy.
As part of supporting our Resident Doctors the post holder will administer our monthly Resident Doctors Forum and Exception Reporting.
To assist in maintaining up to date and accurate records for all Consultant, SAS, and Resident Doctors matters, including annual leave, professional/study leave, special leave, sickness absence and travel expenses.
Accurately monitor and record sickness absence of Medical Staff, bringing to the attention of the Medical Workforce Specialists instances of repeated sickness absence.
Ensure processes for checking and approving leave are in place, and that entitlements are managed in line with service expectations.
Ensure adequate locum cover is arranged in a cost-effective way and in line with agreed rates of payment. Recognising that gaps may occur due to vacant posts, sickness etc. this will include liaison with temporary services and medical agencies as appropriate.
To update and communicate Induction materials for Medical Staff, including locums, in different formats (induction booklets, email updates, 1-1 meetings).
For Resident Doctors, act as a core part of the team to arrange and coordinate Induction (to include advising attendees of opportunities to undertake locum work in respect of on call cover).
Ensure during a normal working day that all Medical Workforce queries are dealt with promptly, facilitating communication by ensuring queries are raised with the appropriate team/team member for action.
Ensure relevant Clinical Leads/Clinical Directors are informed of any medical staffing problems affecting the on- call rota and cover escalating issues to the Medical Workforce Specialists.
Ensure that all data is available and coordinated effectively to ensure monthly/locum timesheets can be processed for payment.
Provide support to the Guardian of Safe Working/ Medical Workforce Manager with meeting reporting requirements in relation to vacancies, out of hours work and locum shift usage.
To attend and present at appropriate meetings when required to update on matters relating to on call rotas and locum usage.
Maintaining databases and systems in use by the Medical Workforce team (e.g., ESR, excel databases, Allocate E-Rota) in accordance with own role and the work of the team.
Keep abreast of new Medical Workforce legislation terms and conditions and examples of good working practice.
To assist with the day-to-day operational co-ordination of any other Medical Workforce issues within the service at the request of the Medical Workforce Specialists.

Please note that this post does not meet the pay level required for a Skilled worker visa.

Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa

Job description

Job responsibilities

To be the first point of contact for all doctors.
To manage administration of the Consultants, SAS Doctors and Resident Doctors rotas and associated out of hours monitoring processes.
To identify where there will be shortages of cover for periods of on-call and contribute to finding cost effective solutions for the periods in liaison with Clinical Directors/ Clinical Leads and the Medical Workforce Specialist
Ensure all relevant people are informed of any changes to medical rotas, e.g., Switchboard, Consultant Secretaries, Ward Clerks, Nursing Staff, Administration Staff with and relevant documents distributed in a timely and effective manner.
Working with the Medical Workforce Specialists, to maintain shift patterns in accordance with legislation and terms and conditions for medical staff, responding to new legislation and service developments when required.
Working closely with Clinical Directors to ensure Medical Workforce on call cover is sustainable to provide a quality service for the directorate, contributing to plans when required.
Monitor on a regular basis compliance with the 2016 Resident Doctor Terms and Conditions of service for all trainee Medical Staff in the Trust.
Act as a key point of contact for Medical Staff to report sickness absence, annual leave, and other absences in line with organisational policy.
As part of supporting our Resident Doctors the post holder will administer our monthly Resident Doctors Forum and Exception Reporting.
To assist in maintaining up to date and accurate records for all Consultant, SAS, and Resident Doctors matters, including annual leave, professional/study leave, special leave, sickness absence and travel expenses.
Accurately monitor and record sickness absence of Medical Staff, bringing to the attention of the Medical Workforce Specialists instances of repeated sickness absence.
Ensure processes for checking and approving leave are in place, and that entitlements are managed in line with service expectations.
Ensure adequate locum cover is arranged in a cost-effective way and in line with agreed rates of payment. Recognising that gaps may occur due to vacant posts, sickness etc. this will include liaison with temporary services and medical agencies as appropriate.
To update and communicate Induction materials for Medical Staff, including locums, in different formats (induction booklets, email updates, 1-1 meetings).
For Resident Doctors, act as a core part of the team to arrange and coordinate Induction (to include advising attendees of opportunities to undertake locum work in respect of on call cover).
Ensure during a normal working day that all Medical Workforce queries are dealt with promptly, facilitating communication by ensuring queries are raised with the appropriate team/team member for action.
Ensure relevant Clinical Leads/Clinical Directors are informed of any medical staffing problems affecting the on- call rota and cover escalating issues to the Medical Workforce Specialists.
Ensure that all data is available and coordinated effectively to ensure monthly/locum timesheets can be processed for payment.
Provide support to the Guardian of Safe Working/ Medical Workforce Manager with meeting reporting requirements in relation to vacancies, out of hours work and locum shift usage.
To attend and present at appropriate meetings when required to update on matters relating to on call rotas and locum usage.
Maintaining databases and systems in use by the Medical Workforce team (e.g., ESR, excel databases, Allocate E-Rota) in accordance with own role and the work of the team.
Keep abreast of new Medical Workforce legislation terms and conditions and examples of good working practice.
To assist with the day-to-day operational co-ordination of any other Medical Workforce issues within the service at the request of the Medical Workforce Specialists.

Please note that this post does not meet the pay level required for a Skilled worker visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa

Person Specification

Qualifications

Essential

Diploma/Level 4 NVQ/Foundation degree standard or equivalent

Skills

Essential

Extensive experience of Microsoft Office (Word, Excel, Outlook) and other database packages.
Excellent interpersonal and communication skills (written/verbal) with the ability to engage effectively at all levels of the organisation.
Ability to handle sensitive and confidential information relating to the employment of Medical Staff

Experience

Essential

Recent Medical Workforce/ Medical Recruitment experience
Previous administration, customer service and organisational experience.
Experience of rota management and Resident Doctor rotation management in the NHS
Experience of interpreting 2016 Resident Doctor Terms and Conditions of Service

Desirable

Experience of electronic rota/roster management system

Person Specification

Qualifications

Essential

Diploma/Level 4 NVQ/Foundation degree standard or equivalent

Skills

Essential

Extensive experience of Microsoft Office (Word, Excel, Outlook) and other database packages.
Excellent interpersonal and communication skills (written/verbal) with the ability to engage effectively at all levels of the organisation.
Ability to handle sensitive and confidential information relating to the employment of Medical Staff

Experience

Essential

Recent Medical Workforce/ Medical Recruitment experience
Previous administration, customer service and organisational experience.
Experience of rota management and Resident Doctor rotation management in the NHS
Experience of interpreting 2016 Resident Doctor Terms and Conditions of Service

Desirable

Experience of electronic rota/roster management system

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Nottinghamshire Healthcare NHS Foundation Trust

Address

Duncan Macmillan House

Porchester Road

Nottingham

NG3 6AA

Employer's website

https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Nottinghamshire Healthcare NHS Foundation Trust

Address

Duncan Macmillan House

Porchester Road

Nottingham

NG3 6AA

Employer's website

https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)