Medical Workforce Administrator

University Hospitals Sussex NHS Foundation Trust (279)

This job is now closed

Job summary

The Medical Workforce Administrator's role is to assist in providing comprehensive transactional administrative service to designated divisions for medical positions, ensuring that recruitment and administration is undertaken in a timely and professional way having regard for cost, quality and Trust policy, working closely with directorate line managers to deliver their workforce needs

Main duties of the job

To ensure all pre-employment and ID checks for medical staff (including bank doctors, honorary contracts, licence to attend and clinical attachments) are completed in a timely fashion, in line with Trust policy and to ensure all medical staff are appropriately cleared to commence
Manage the return of documentation relating to the above using relevant systems (e.g., Trac/TiS)
To commence visa applications for medical staff where necessary and to ensure that personal details and leaver details are recorded on the appropriate systems.
Ensuring each new doctor has an electronic staff (payroll) record.
To administer confirmation of employment letters, bank letters and lettings references.
To provide excellent communication skills and a good telephone manner for Medical Workforce enquiries, answering basic queries and directing more complex queries to the appropriate member of the team.
Assist with the monitoring and accurate recording of absence for Medical Staff.
Filing and archiving of confidential documentation.
Answering queries and giving basic advice on terms and conditions of service using tact, diplomacy and persuasive skills where necessary.
Assist in the co-ordination of shadowing for Foundation Year 1 trainees incoming for August changeover.
To provide cover for the Medical Workforce Officers in their absence.
To liaise with the Postgraduate Education Department and HEE to support the junior doctor recruitment and appointment processes.

About us

At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.

We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourWellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.

As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

We look forward to receiving your application and the start of your journey with UHSussex.

Date posted

25 November 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

279-6750377-NOV24

Job locations

Worthing

Farncombe Road

Worthing

BN11 2AY

Job description

Job responsibilities

To ensure all pre-employment and ID checks for medical staff (including bank doctors, honorary contracts, licence to attend and clinical attachments) are completed in a timely fashion, in line with Trust policy and to ensure all medical staff are appropriately cleared to commence work.

Manage the return of documentation relating to the above using relevant systems (e.g., Trac/TiS)

To commence visa applications for medical staff where necessary and to ensure that personal details and leaver details are recorded on the appropriate systems

Ensuring each new doctor has an electronic staff (payroll) record.

To administer confirmation of employment letters, bank letters and lettings references

Assist with the monitoring and accurate recording of absence for medical staff

Filing and archiving of confidential documentation

Answering queries and giving basic advice on terms and conditions of service using tact, diplomacy and persuasive skills where necessary

Assist in the co-ordination of shadowing for foundation year 1 trainees incoming for August changeover

To provide administrative cover for the medical workforce officers in their absence

To liaise with the Postgraduate Education Department and NHS England to support the junior doctor recruitment and appointment processes

To collate and input data for Electronic Staff Record (ESR) system, resolving queries or anomalies

Liaise with postgraduate education centre, IT, occupational health and payroll effectively to ensure smooth running of junior doctor changeover and induction.

Maintain effective manual and electronic filing systems

Job description

Job responsibilities

Manage the return of documentation relating to the above using relevant systems (e.g., Trac/TiS)

To commence visa applications for medical staff where necessary and to ensure that personal details and leaver details are recorded on the appropriate systems

Ensuring each new doctor has an electronic staff (payroll) record.

To administer confirmation of employment letters, bank letters and lettings references

Assist with the monitoring and accurate recording of absence for medical staff

Filing and archiving of confidential documentation

Answering queries and giving basic advice on terms and conditions of service using tact, diplomacy and persuasive skills where necessary

Assist in the co-ordination of shadowing for foundation year 1 trainees incoming for August changeover

To provide administrative cover for the medical workforce officers in their absence

To liaise with the Postgraduate Education Department and NHS England to support the junior doctor recruitment and appointment processes

To collate and input data for Electronic Staff Record (ESR) system, resolving queries or anomalies

Liaise with postgraduate education centre, IT, occupational health and payroll effectively to ensure smooth running of junior doctor changeover and induction.

Maintain effective manual and electronic filing systems

Person Specification

Experience / Qualifications

Essential

Educated to GCSE level grade C or above in maths and English
Demonstrable administrative experience

Desirable

Previous experience in a busy office environment
oUp to date knowledge of recruitment - employment law and requirements for pre-employment screening including immigration, references and DBS

Skills

Essential

Able to build positive relationships with managers and colleagues
Accurate data entry skills
Effective communication and interpersonal skills with the ability to meet deadlines in co-operation with others as part of a team
Experience in managing multiple tasks and prioritising workload to match management objectives
Fully competent on Microsoft office software

Equality Diversity & Inclusion

Essential

Evidence of having championed diversity in previous roles (as appropriate to role).
Evidence of having undertaken own development to improve understanding of equalities issues

Person Specification

Experience / Qualifications

Essential

Educated to GCSE level grade C or above in maths and English
Demonstrable administrative experience

Desirable

Previous experience in a busy office environment
oUp to date knowledge of recruitment - employment law and requirements for pre-employment screening including immigration, references and DBS

Skills

Essential

Able to build positive relationships with managers and colleagues
Accurate data entry skills
Effective communication and interpersonal skills with the ability to meet deadlines in co-operation with others as part of a team
Experience in managing multiple tasks and prioritising workload to match management objectives
Fully competent on Microsoft office software

Equality Diversity & Inclusion

Essential

Evidence of having championed diversity in previous roles (as appropriate to role).
Evidence of having undertaken own development to improve understanding of equalities issues

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.