Job summary
King's College Hospital NHS Foundation Trust have an exciting opportunity for a 12 months secondment in the Medical Staffing & Insourcing Team Leader role for Women's Health within the Obstetrics & Gynaecology team at the PRUH & SS. This is an exciting post that provides a career development opportunity to someone who is seeking to develop their skills in medical workforce and operational leadership.
This is a busy and diverse role and we are looking for an individual with excellent communication skills, high level organisational skills and an ability to juggle competing priorities. The successful candidate will demonstrate confidence and an ability to work on their own initiative, to pre-empt and solve problems and to work as part of a team. This varied role requires RTT knowledge to support with the management of Insourced theatre lists and patient waiting list management.
Main duties of the job
The key responsibilities of this role will include supporting the rota team tracking on call swaps and management of leave on Medic Online. Facilitating in the circulation of the rota and working closely with the middle grade rota team to ensure cover for clinical activity. Managing sickness and annual leave on Healthroster and adding and finalising locum shifts on staff bank. Facilitating the Insourcing honorary contracts and identifying and booking patients for insourced lists.
The nature of the job requires the post-holder to deal with confidential and sensitive information related to staff. The post-holder will ensure this information is kept confidential and secure in line with Trust policies. The successful candidate will be Team leader to the Gynaecology Secretaries and EPU reception Team.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description
Job responsibilities
Rota Management
- To support Rota lead with the management of the on call rota and record swaps, annual leave and sickness.
- Support Middle grade rota team with recording of sickness and highlighting gaps in clinical activity
- Updating Admin teams with any changes to consultant leave to ensure activity is cancelled or covered.
- Work closely with the Operational Team Leader to support capacity gaps and escalate to Assistant Service Manager.
Recruitment
- To work with the clinical teams and Operational Managers to proactively ensure all vacancies have the right approval to recruit and are actively recruited externally
- Ensure all vacancies are advertised to be filled by substantive staff as a priority to minimise Bank and Agency spend within the care group
- To work with the clinical teams and recruitment team to set up interviews and support the offer making process for doctors, dealing with any queries that may arise from the candidates during the process
- Supporting the recruiting managers with the HR admin processes related to recruitment including all offer management and on-boarding tasks liaising with the candidates where required to successfully start them asap in role
- Work with the Medical Education team and clinical teams to ensure all new starters to the Trust have the right level of educational supervision and training packages in place and accesses to PAS systems.
- Responsible for advertising, and outcome offers made through TRAC
Have oversight and understand of the Beast establishment report
Locums/Temporary Staffing
- Ensure locum medical staff are requested, often at short notice, within agreed guidelines. Develop and maintain a system for locums / bank staff ensuring all avenues are exhausted prior to expenditure, records of invoices and costs are updated, maintained and distributed to appropriate staff.
- Liaise with the medical agency partners to book the agency locums working with the clinical teams to screen CVs and confirm the bookings.
- Work with the Agency partners to ensure the right shifts are created on the right system, and keep them updated as they are booked and closed down
- Ensure all new starters have the right IT system access and security access to hit the ground running
- To keep an updated database of locum booking requests for financial accrual purposes.
- To ensure that locum doctor bookings via Patchwork are inputted onto the system and facilitate any queries in a timely fashion. Post holder will also approve timesheets for internal doctors in a timely fashion and assist internal doctors and the locum agencies with the registration process of new doctors onto the Bank Partners system.
Deanery rotations
- Support the Educational lead during rotation time with new starters running the local level inductions and sending off work schedules for junior doctors, dealing with queries from the new starters and any other challenges that may arise.
Honorary and Observer Contracts
- To process all honorary and observer contracts (including insourcing at QMS)
- To ensure that all observers or staff with honorary contracts have ID badge and relevant ICT access as required.
- To ensure that at the end of the contract visitors on honorary and observer contracts have their ICT & other access terminated in a timely fashion.
Insourcing
- To identify patients from the PTL to be insourced for SEL Network lists
- To attend scheduling and governance meetings for Insourcing and report back to Operational managers any actions required from the service
- To ensure all patients are booked to insourced lists and outcommed appropriately.
Staff Activity Management
- Maintain a database of all clinical staff, identifying personnel who have Trust and Honorary Contracts
- Use and maintain the Healthroster database to ensure that all medical staff leave, and sickness absence, study leave including Maternity and Paternity leave is recorded
Other Duties
- To provide cover for the Services during the absence of the Assistant Service Manager as acting as first point of contact alongside the Operational Team Leader.
- Direct line management of secretaries and Early Pregnancy reception team. Assisting with queries, sickness, appraisals, problem solving or escalations to the Assistant Service Manager.
- Follow Trust policies in own work area, and proactively participate in the development and implementation of procedures to ensure higher quality service.
- Ensure adherence to confidentiality of personal data in accordance with the Data Protection Act.
- Maintain own professional development by keeping abreast of any new trends and developments, and incorporate them as necessary into your work
Job description
Job responsibilities
Rota Management
- To support Rota lead with the management of the on call rota and record swaps, annual leave and sickness.
- Support Middle grade rota team with recording of sickness and highlighting gaps in clinical activity
- Updating Admin teams with any changes to consultant leave to ensure activity is cancelled or covered.
- Work closely with the Operational Team Leader to support capacity gaps and escalate to Assistant Service Manager.
Recruitment
- To work with the clinical teams and Operational Managers to proactively ensure all vacancies have the right approval to recruit and are actively recruited externally
- Ensure all vacancies are advertised to be filled by substantive staff as a priority to minimise Bank and Agency spend within the care group
- To work with the clinical teams and recruitment team to set up interviews and support the offer making process for doctors, dealing with any queries that may arise from the candidates during the process
- Supporting the recruiting managers with the HR admin processes related to recruitment including all offer management and on-boarding tasks liaising with the candidates where required to successfully start them asap in role
- Work with the Medical Education team and clinical teams to ensure all new starters to the Trust have the right level of educational supervision and training packages in place and accesses to PAS systems.
- Responsible for advertising, and outcome offers made through TRAC
Have oversight and understand of the Beast establishment report
Locums/Temporary Staffing
- Ensure locum medical staff are requested, often at short notice, within agreed guidelines. Develop and maintain a system for locums / bank staff ensuring all avenues are exhausted prior to expenditure, records of invoices and costs are updated, maintained and distributed to appropriate staff.
- Liaise with the medical agency partners to book the agency locums working with the clinical teams to screen CVs and confirm the bookings.
- Work with the Agency partners to ensure the right shifts are created on the right system, and keep them updated as they are booked and closed down
- Ensure all new starters have the right IT system access and security access to hit the ground running
- To keep an updated database of locum booking requests for financial accrual purposes.
- To ensure that locum doctor bookings via Patchwork are inputted onto the system and facilitate any queries in a timely fashion. Post holder will also approve timesheets for internal doctors in a timely fashion and assist internal doctors and the locum agencies with the registration process of new doctors onto the Bank Partners system.
Deanery rotations
- Support the Educational lead during rotation time with new starters running the local level inductions and sending off work schedules for junior doctors, dealing with queries from the new starters and any other challenges that may arise.
Honorary and Observer Contracts
- To process all honorary and observer contracts (including insourcing at QMS)
- To ensure that all observers or staff with honorary contracts have ID badge and relevant ICT access as required.
- To ensure that at the end of the contract visitors on honorary and observer contracts have their ICT & other access terminated in a timely fashion.
Insourcing
- To identify patients from the PTL to be insourced for SEL Network lists
- To attend scheduling and governance meetings for Insourcing and report back to Operational managers any actions required from the service
- To ensure all patients are booked to insourced lists and outcommed appropriately.
Staff Activity Management
- Maintain a database of all clinical staff, identifying personnel who have Trust and Honorary Contracts
- Use and maintain the Healthroster database to ensure that all medical staff leave, and sickness absence, study leave including Maternity and Paternity leave is recorded
Other Duties
- To provide cover for the Services during the absence of the Assistant Service Manager as acting as first point of contact alongside the Operational Team Leader.
- Direct line management of secretaries and Early Pregnancy reception team. Assisting with queries, sickness, appraisals, problem solving or escalations to the Assistant Service Manager.
- Follow Trust policies in own work area, and proactively participate in the development and implementation of procedures to ensure higher quality service.
- Ensure adherence to confidentiality of personal data in accordance with the Data Protection Act.
- Maintain own professional development by keeping abreast of any new trends and developments, and incorporate them as necessary into your work
Person Specification
ESSENTIAL
Essential
- Have a strong administration background and able to plan, multitask and problem solve
- Excellent verbal and written communication and interpersonal skills with all grades and groups of staff (internal and external)
- Understanding of RTT and Access policy
Desirable
- Previous insourcing knowledge
- Able to demonstrate tact and diplomacy
- Rota management
Person Specification
ESSENTIAL
Essential
- Have a strong administration background and able to plan, multitask and problem solve
- Excellent verbal and written communication and interpersonal skills with all grades and groups of staff (internal and external)
- Understanding of RTT and Access policy
Desirable
- Previous insourcing knowledge
- Able to demonstrate tact and diplomacy
- Rota management
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.
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.
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).
