Medical Staffing Administrator

Job description

Job responsibilities

Trust Contract Recruitment (Permanent and Fixed Term)

To own the end to end recruitment process for all medical roles and trouble shoot recruitment delays to meet the operational priorities

To work with the Service Managers to ensure all vacancies have been processed through the Trusts Vacancy authorisation process before advertising.

To ensure all substantive vacancies are advertised at the earliest opportunity to minimise Bank and Agency spend.

To work with the clinical teams and central recruitment team to set up interviews and support the offer making process.

To support recruiting managers with the HR admin processes liaising with candidates where required.

To facilitate the earliest start date for new employees by liaising with Capita/ candidates to ensure any queries are resolved as soon as possible.

Process and maintain the Trusts recruitment system for all episodes of recruitment. To coordinate the local on-boarding of new starters and the termination of leavers in line with payroll deadlines to minimise any under or overpayment

To ensure all new recruits attend corporate induction.

To coordination the local induction of all new staff ensuring they have the required IT system access and security access.

Work with the Medical Education team and clinical teams to ensure all new starters have the right level of educational supervision and training packages in place.

Rota Management

To work closely with the Lead Resident Doctors to identify in advance gaps in rotas at all levels across Neurosciences

To organise appropriate cover for rota gaps using in-house cross cover or additional duty hours arrangements in the main before seeking approval to source alternate cover

When necessary, to create bank shifts on Healthroster, and Patchwork and source cover internally and externally, including checking CVs and liaising with the Clinical Leads to approve appropriate locums, following up to confirm booking as appropriate.

To provide guidance and knowledge as required to the other members of the Medical Workforce Team to ensure consistency of advice and quality of response to our managers

Locums/Temporary Staffing

To ensure locum/ temporary medical staff are requested within agreed guidelines.

To liaise with the Trusts temporary staffing partners and support the clinical teams to screen CVs and confirm/ amend bookings as required.

To ensure all new starters have a local induction which includes the correct allocation of IT system access and security access.

In conjunction with the Medical Staffing Manager, to be responsible for inputting approved locum claims and claims for additional working hours on to the Bank Partners system in a timely manner.

Absence Systems Management

To use and maintain the Healthroster database to ensure that all medical staff annual leave, sickness absence, study leave and Maternity/ Paternity leave is recorded.

To monitor medical staff sickness, escalating any workforce issues as required and in line with Trust policy.

To identify gaps and assist in the co-ordination of cover arrangements for the planned absence of medical staff, escalating as required.

Deanery joiners and rotations

To manage the rotational training programme for allocated service areas including the processing of work schedules in line with set deadlines.

To support the Trusts Junior Doctors Contract Manager in liaising with the Recruitment Team and HR Services to ensure Doctors in training are on boarded successfully

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.

Participate in the local level induction programme including dealing with queries from the new starters and any other challenges that may arise.

Working with the Medical Staffing Managers to produce Less than Full Time schedules for part-time workers to the department.

Honorary and Observer Contracts

To process all honorary and observer contract requests ensuring that appropriate supervisor has been identified if applicable.

To ensure that all observers or staff with honorary contracts have ID badge and relevant ICT access as required.

To ensure that all honorary and observer contracts are terminated when no longer needed.

Person Specification

Experience

Essential

• Experience of working in an administrative environment.

Desirable

• Proficiency in use of Healthroster and Patchwork

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

King's College Hospital NHS Foundation Trust

Address

King's College Hospital

Denmark Hill

London

SE5 9RS

Employer's website

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