Job summary
We're looking for a proactive, detail-oriented professional to take ownership of vital medical workforce processes, including appraisal compliance, honorary contracts, and recruitment coordination. The post holder will independently manage key medical workforce processes.This role requires interpreting Trust and national policies, ensuring compliance, and providing specialist guidance to stakeholders. The post holder will support accurate data analysis, reporting, and decision-making, acting as a subject matter expert while maintaining excellent communication and organisational skills in a fast-paced environment.
Main duties of the job
- Manage core medical workforce processes, including medical appraisal compliance, honorary contracts, and recruitment coordination, ensuring timely delivery and adherence to Trust policies.
- Provide administrative support for new starters, pre-employment checks, and maintain accurate records on Trust systems such as TRAC and ESR.
- Act as first point of contact for medical workforce enquiries, managing appraisal and honorary inboxes, providing guidance, and ensuring timely responses.
- Coordinate and monitor appraisal and revalidation processes, including scheduling, compliance tracking, and supporting doctors and managers.
- Process honorary and observer contracts, ensuring completion of pre-employment checks and updating relevant systems.
- Support the end-to-end recruitment process for medical staff using TRAC, liaising with recruiting managers, managing communications, and ensuring compliance with NHS and Trust standards.
- Monitor and manage exception reporting, liaising with relevant parties to resolve issues promptly.
- Maintain confidentiality, work collaboratively within the team, and contribute to service improvement initiatives.
- Participate in relevant projects and support system upgrades as required.
- Uphold the Trust's equality and diversity policies in all aspects of work
About us
The Royal Marsden NHS Foundation Trust is a world-leading cancer centre. Our role is to offer our patients the best cancer care available anywhere in the world, and to continue to make a global contribution to finding better ways of diagnosing and treating cancer. We employ over 4,500 staff in a diverse range of careers including nursing, medical, science, radiography, pharmacy, occupational therapy, finance and administrative services. We have two hospitals - one in Chelsea, London, and one in Sutton, Surrey - as well as a Medical Daycare Unit in Kingston Hospital.
At The Royal Marsden, we deal with cancer every day, so we understand how valuable life is. When people entrust their lives to us, they have the right to demand the very best. That's why the pursuit of excellence lies at the heart of everything we do.
At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits, learning and development opportunities and clear career pathways. There are opportunities to work flexibly across a range of areas and specialities and we welcome flexible working requests from point of hire to support employees work life balance. We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements.
Job description
Job responsibilities
For further information on this role, please see the attached detailed Job Description and Person Specification.
To provide support to the Medical Workforce Advisors in the creation of new starter records and conducting pre-employment checks via TRAC.
To maintain Medical and Dental Trust systems, e.g. accurately recording and deactivating starters and leavers details as required, accurately uploading (anddeleting) accounts via the relevant system, keeping Medical Staffing trackers up to date.
Own and manage core medical workforce processes, ensuring timely delivery and compliance with Trust standards.
Monitor candidate progress and proactively resolve delays, ensuring recruitment milestones are met.
Maintain effective communication with other departments to ensure onboarding data is aligned across systems.
Manage shared mailboxes and ensure responses are handled within agreed timelines.
Job description
Job responsibilities
For further information on this role, please see the attached detailed Job Description and Person Specification.
To provide support to the Medical Workforce Advisors in the creation of new starter records and conducting pre-employment checks via TRAC.
To maintain Medical and Dental Trust systems, e.g. accurately recording and deactivating starters and leavers details as required, accurately uploading (anddeleting) accounts via the relevant system, keeping Medical Staffing trackers up to date.
Own and manage core medical workforce processes, ensuring timely delivery and compliance with Trust standards.
Monitor candidate progress and proactively resolve delays, ensuring recruitment milestones are met.
Maintain effective communication with other departments to ensure onboarding data is aligned across systems.
Manage shared mailboxes and ensure responses are handled within agreed timelines.
Person Specification
Education/Qualifications
Essential
- Educated to Diploma/Foundation level (or equivalent experience)
- Evidence of continuing professional development
Desirable
- Foundation Certificate in People Practice
Experience
Essential
- Experience of working in a customer focussed environment, demonstrating a commitment to providing customer service to a high standard
- Previous administration experience in a busy office environment
- Experience of using IT applications such as Microsoft
- Experience of working with confidential, sensitive data
- Experience interpreting and applying medical workforce policy in a complex organisational setting.
- Demonstrates ability to deliver high standard of customer care service skills
- Experience of handling sensitive and confidential information/issues
- Ability to interpret policy and provide authoritative advice on regulatory or procedural matters.
Desirable
- Experience of using recruitment and new joiner electronic systems e.g. ESR, NHS Jobs, Trac or similar
Skills Abilities/knowledge
Essential
- Able to work independently and under pressure, planning work appropriately to meet deadlines
- Good IT skills and experience of using Microsoft Office, including Excel, Word, and Outlook
- Demonstrates good communication and interpersonal skills
- Excellent organisational and prioritisation skills
- Able to work under pressure and to tight deadlines maintaining attention to detail and accuracy
- Ability to multitask and prioritise effectively in a busy environment
- Demonstrates flexible and proactive approach to carrying out tasks
- Ability to self-manage, referring when appropriate
- Demonstrates an ability to work well within a team and contribute to the wider team goals
Person Specification
Education/Qualifications
Essential
- Educated to Diploma/Foundation level (or equivalent experience)
- Evidence of continuing professional development
Desirable
- Foundation Certificate in People Practice
Experience
Essential
- Experience of working in a customer focussed environment, demonstrating a commitment to providing customer service to a high standard
- Previous administration experience in a busy office environment
- Experience of using IT applications such as Microsoft
- Experience of working with confidential, sensitive data
- Experience interpreting and applying medical workforce policy in a complex organisational setting.
- Demonstrates ability to deliver high standard of customer care service skills
- Experience of handling sensitive and confidential information/issues
- Ability to interpret policy and provide authoritative advice on regulatory or procedural matters.
Desirable
- Experience of using recruitment and new joiner electronic systems e.g. ESR, NHS Jobs, Trac or similar
Skills Abilities/knowledge
Essential
- Able to work independently and under pressure, planning work appropriately to meet deadlines
- Good IT skills and experience of using Microsoft Office, including Excel, Word, and Outlook
- Demonstrates good communication and interpersonal skills
- Excellent organisational and prioritisation skills
- Able to work under pressure and to tight deadlines maintaining attention to detail and accuracy
- Ability to multitask and prioritise effectively in a busy environment
- Demonstrates flexible and proactive approach to carrying out tasks
- Ability to self-manage, referring when appropriate
- Demonstrates an ability to work well within a team and contribute to the wider team goals
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.
