South Warwickshire University NHS Foundation Trust

Medical Staffing Service Advisor/Administrator

The closing date is 31 August 2025

Job summary

Full training will be given - previous admin experience, basic understanding of Microsoft, good organisational skills and attention to detail are essential.

This is an exciting opportunity to join SWFT Medical Workforce Team. The successful candidate will join our established team who provide various HR and specific medical workforce support to managers and medical staff in the trust.

The successful candidate will work collaboratively with their Service Lead and will have duties such as: Advertising jobs, managing recruitment, processing payroll changes, recording sickness absence etc. While previous experience in a medical staffing department would be advantageous, it is not necessary, however good organisational skills, the ability to multi-task, attention to detail and a basic understand of Microsoft and administrative duties are essential for this role.

As well as the above, one of the primary duties of this role is to help ensure the junior doctor rotas for your division are maintained and managed efficiently to promote patient safety. You will work closely with your Service Lead to help coordinate the rotas and will be responsible for approving annual leave and sourcing appropriate locum cover via bank or agency when necessary. As previously mentioned, training will be provided to the successful candidate, and this is a great opportunity for those who want to progress further in the NHS into roles such as Operational Management.

Previous applicants need not apply.

Main duties of the job

This is an exciting time to join our expanding Medical Workforce team at South Warwickshire University NHS Foundation Trust. Appointees will join an established team, providing HR and operational support to colleagues across the organisation with a particular focus on the specialist skills and knowledge required for Medical and Dental Staff.

Appointees to this role will work alongside Medical Workforce Service leads who have responsibility for one of the areas of the Trust (Medical, Surgical, Family Health or Emergency Medicine) providing specialist knowledge and advice on all areas of Medical Workforce. They will have a good understanding of the various Medical & Dentals Terms & Conditions of service and be able to provide expert advice in these fields to colleagues in the organisation.

The post holder will work collaboratively with the Service Lead & stakeholders in their division, providing proactive and innovative resourcing solutions and ensure consistently good governance is maintained. They will help ensure medical rotas are managed effectively to minimise the use of temporary staffing and improve the experience of medical staff employed in the organisation.

Support will be provided to post holders wishing to pursue further educational opportunities including but not limited to QSIR and CIPD.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Details

Date posted

20 August 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

203-C526

Job locations

Warwick Hospital

Lakin Road

Warwick

CV34 5BW


Job description

Job responsibilities

General Responsibilities:

To support the Service Leads in the smooth running of operational activities within the Divisions. To help ensure that all rotas are effectively managed to minimise the use of locums.

Work alongside Service Leads to provide a more proactive approach to recruitment and medical workforce issues whilst maintaining good governance and effective departmental cover.

In collaboration with the Associate Medical Director for Education and Clinical Tutor ensure that educational requirements/release times are met, and trainees requests are responded to promptly.

Specific Responsibilities:

Support and advise on specific projects which may arise, particularly where these relate to the posts area of focus.

To support and advise on all aspects of Medical Workforce, in particular giving advice and working with divisional colleagues in order to meet safe levels of medical cover in line with Trust requirements.

To work in conjunction with the Medical Workforce Managers and Service Leads to create rotas that are both compliant with Terms & Conditions of service but also satisfy educational and operational needs.

Flag areas of concern with regards to medical cover proactively and in a timely manner and seek to resolve these issues to minimise the requirement for locum cover.

Use of Health Roster for Medical Workforce activity, ensuring records are maintained accurately and consistently.

Provide comprehensive and proactive temporary staffing support to the divisions, encouraging the usage of internal bank over external providers wherever possible

To ensure all medical locum bookings are made in accordance with the approved framework guidelines and at the most cost efficient rates.

Act as a point of contact for resident doctor queries and requests regarding swaps/annual leave/study leave etc. ensuring requests are responded to promptly.

Work with the Postgraduate Medical Education Manager and the GP Lead Employer in relation to Deanery posts, rotations and educational requirements to ensure these are factored into rota management.

Support the Medical Education Managers and Service Leads in junior doctor issues, specifically in supporting risk assessments and return to work interviews.

Monitors & record sickness absences for medical staff, highlighted to Service Leads where wellbeing meetings need to take place.

Provide advice where appropriate on Terms and Conditions of Service for all grades of medical staff, referring to the Service Leads & Medical Workforce managers when required.

Support the recruitment of medical staff, ensuring recruitment activity is done in a timely and effective manner.

Correct the monthly consistency checks on Electronic Staff Record (ESR) report and notifications.

Work in conjunction with the Trust Payroll to ensure an efficient payroll service is provided including dealing with queries and other pay issues.

To input payroll information into ESR and manage the Inter Authority Transfer process with other Trusts.

Support the induction of new doctors to the Trust NASA, ID card etc.

Support the Medical Workforce Managers to ensure the Trust complies with IR35 rules.

Provide data as requested to assist with any national returns relating to Medical Workforce.

To have operational knowledge of Health Roster and where appropriate assist in the roll out of resident doctor rotas to maintain ongoing compliance.

To carry out any other commensurate duties associated with this role and/or as requested by Medical Workforce managers.

Issue Locum cards and record appropriately.

Prepare weekend Managers on Call rota.

Process retrospective pay claims (monthly and weekly).

Job description

Job responsibilities

General Responsibilities:

To support the Service Leads in the smooth running of operational activities within the Divisions. To help ensure that all rotas are effectively managed to minimise the use of locums.

Work alongside Service Leads to provide a more proactive approach to recruitment and medical workforce issues whilst maintaining good governance and effective departmental cover.

In collaboration with the Associate Medical Director for Education and Clinical Tutor ensure that educational requirements/release times are met, and trainees requests are responded to promptly.

Specific Responsibilities:

Support and advise on specific projects which may arise, particularly where these relate to the posts area of focus.

To support and advise on all aspects of Medical Workforce, in particular giving advice and working with divisional colleagues in order to meet safe levels of medical cover in line with Trust requirements.

To work in conjunction with the Medical Workforce Managers and Service Leads to create rotas that are both compliant with Terms & Conditions of service but also satisfy educational and operational needs.

Flag areas of concern with regards to medical cover proactively and in a timely manner and seek to resolve these issues to minimise the requirement for locum cover.

Use of Health Roster for Medical Workforce activity, ensuring records are maintained accurately and consistently.

Provide comprehensive and proactive temporary staffing support to the divisions, encouraging the usage of internal bank over external providers wherever possible

To ensure all medical locum bookings are made in accordance with the approved framework guidelines and at the most cost efficient rates.

Act as a point of contact for resident doctor queries and requests regarding swaps/annual leave/study leave etc. ensuring requests are responded to promptly.

Work with the Postgraduate Medical Education Manager and the GP Lead Employer in relation to Deanery posts, rotations and educational requirements to ensure these are factored into rota management.

Support the Medical Education Managers and Service Leads in junior doctor issues, specifically in supporting risk assessments and return to work interviews.

Monitors & record sickness absences for medical staff, highlighted to Service Leads where wellbeing meetings need to take place.

Provide advice where appropriate on Terms and Conditions of Service for all grades of medical staff, referring to the Service Leads & Medical Workforce managers when required.

Support the recruitment of medical staff, ensuring recruitment activity is done in a timely and effective manner.

Correct the monthly consistency checks on Electronic Staff Record (ESR) report and notifications.

Work in conjunction with the Trust Payroll to ensure an efficient payroll service is provided including dealing with queries and other pay issues.

To input payroll information into ESR and manage the Inter Authority Transfer process with other Trusts.

Support the induction of new doctors to the Trust NASA, ID card etc.

Support the Medical Workforce Managers to ensure the Trust complies with IR35 rules.

Provide data as requested to assist with any national returns relating to Medical Workforce.

To have operational knowledge of Health Roster and where appropriate assist in the roll out of resident doctor rotas to maintain ongoing compliance.

To carry out any other commensurate duties associated with this role and/or as requested by Medical Workforce managers.

Issue Locum cards and record appropriately.

Prepare weekend Managers on Call rota.

Process retrospective pay claims (monthly and weekly).

Person Specification

Qualifications

Essential

  • NVQ level 3 or equivalent experience

Desirable

  • CIPD Level III Qualified or working towards CIPD accreditation

Experience

Essential

  • Good knowledge of the national terms and conditions of employment for Medical Staff in training and the parameters of Trust Grade Medical Staff
  • In depth knowledge of Working Time Directive as it relates to medical staff and the New Deal remuneration terms for junior Medical Staff
  • Experience of working as part of a team
  • Experience of managing workflow
  • Experience and knowledge of relevant legislation with regards to NHS pre-employment checks
  • Awareness of relevant Employment legislation including Maternity/Paternity leave and sickness absence

Desirable

  • Experience of working within a human resources environment
  • Experience of reviewing and implementing procedures and processes
  • Experience of rota development and review

Skills

Essential

  • Experience of using the Electronic Staff Record (ESR) system
  • High analytical skills
  • Ability to plan and readjust work in response to changing and tight deadlines
  • Excellent customer services skills
  • The ability to influence and negotiate to manage change effectively
  • Competence in the use of IT systems that must include Health Roster, MS Word and MS Excel

Desirable

  • Experience of using Allocate HealthRoster
  • Understanding of Temporary Staffing including Direct engagement and IR35 regulations
  • Experience of Allocate and HealthRoster

Personal

Essential

  • Assertive and confident
  • Self-motivated
  • Working knowledge of Excel, Word and other office based software
  • Ability to work flexibly to tight deadlines
  • Can manage own time effectively
  • Ability to develop and maintain good working relationships
  • Attention to detail
  • Logical and analytical attitude

Desirable

  • Methodical

other

Essential

  • Participate in the Medical Workforce team weekend on-call rota
Person Specification

Qualifications

Essential

  • NVQ level 3 or equivalent experience

Desirable

  • CIPD Level III Qualified or working towards CIPD accreditation

Experience

Essential

  • Good knowledge of the national terms and conditions of employment for Medical Staff in training and the parameters of Trust Grade Medical Staff
  • In depth knowledge of Working Time Directive as it relates to medical staff and the New Deal remuneration terms for junior Medical Staff
  • Experience of working as part of a team
  • Experience of managing workflow
  • Experience and knowledge of relevant legislation with regards to NHS pre-employment checks
  • Awareness of relevant Employment legislation including Maternity/Paternity leave and sickness absence

Desirable

  • Experience of working within a human resources environment
  • Experience of reviewing and implementing procedures and processes
  • Experience of rota development and review

Skills

Essential

  • Experience of using the Electronic Staff Record (ESR) system
  • High analytical skills
  • Ability to plan and readjust work in response to changing and tight deadlines
  • Excellent customer services skills
  • The ability to influence and negotiate to manage change effectively
  • Competence in the use of IT systems that must include Health Roster, MS Word and MS Excel

Desirable

  • Experience of using Allocate HealthRoster
  • Understanding of Temporary Staffing including Direct engagement and IR35 regulations
  • Experience of Allocate and HealthRoster

Personal

Essential

  • Assertive and confident
  • Self-motivated
  • Working knowledge of Excel, Word and other office based software
  • Ability to work flexibly to tight deadlines
  • Can manage own time effectively
  • Ability to develop and maintain good working relationships
  • Attention to detail
  • Logical and analytical attitude

Desirable

  • Methodical

other

Essential

  • Participate in the Medical Workforce team weekend on-call rota

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.

Certificate of Sponsorship

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).

Additional information

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.

Certificate of Sponsorship

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).

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Warwick Hospital

Lakin Road

Warwick

CV34 5BW


Employer's website

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


Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Warwick Hospital

Lakin Road

Warwick

CV34 5BW


Employer's website

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


Employer contact details

For questions about the job, contact:

Medical Staffing Manager

Debbi Briscoe

Debbi.briscoe@swft.nhs.uk

01926495321

Details

Date posted

20 August 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

203-C526

Job locations

Warwick Hospital

Lakin Road

Warwick

CV34 5BW


Supporting documents

Privacy notice

South Warwickshire University NHS Foundation Trust's privacy notice (opens in a new tab)