Job summary
Job Summary
The Appraisal/Revalidation and Job Planning Co-ordinator will manage and oversee the work of the Appraisal, Revalidation and Job Planning Team reporting to the Associate Medical Director and Appraisal Lead to manage the appraisal system for all doctors in non- training posts within the Trust, and support the process of medical revalidation in line with GMC requirements, including coordinating the patient and colleague feedback.
This role combines provision of a detailed and customer focussed administrative service with strong technical support across a variety of systems used to support Revalidation and Job Planning processes at the trust.
It will focus on managing and developing processes for consultant job planning with the Trust, supporting the Chiefs of Service, Specialty Directors and the Consultant and SAS Doctor body to ensure that the directorates are supported to deliver this in line with Trust policy and national standards of best practice.
The post holder is expected manage a team handling highly sensitive and complex information pertaining to a large group of senior staff within the organisation. They will be expected to establish and maintain relationships internally and externally in order to assist in the management of appraisal, revalidation and job planning. In addition, they will be expected to be able to persuade and influence senior medical staff to ensure that these processes are positively promoted and implemented within the organisation.
Main duties of the job
Main Duties and Responsibilities
These include but are not limited to:
Managing a team of 3 x Band 4 administrators and 1 x apprentice*, to include:
- Conducting appraisals
- Agreeing and monitoring objectives
- Supporting the team with their career progression aspirations
- Managing sick leave and absence
- Co-ordinating recruitment and succession planning
- Managing workflow to meet the needs of the department
- Setting the standards within the team of professionalism and efficiency
*The number of team members may change from time to time.
To oversee the team to ensure efficient provision of the following service and to use own judgement to decide which, if any, of these duties should also be picked up by the post-holder dependent on priority and workload:
Appraisal & Revalidation
- Support the Trust to ensure that its doctors meet the requirements for Medical Revalidation.
- Ensure systems are in place to manage the appraisal process.
- Manage and maintain an accurate and up to date database of all trust non training medical staff to record their annual appraisals.
- Update Trust policy and guidance documents on medical appraisal and revalidation in line with national policy.
- Work closely with the HR department to ensure that appropriate procedures are followed in relation to pre-employment checks, induction of new medical staff including appropriate appraisal and revalidation training and the timely transfer of whole practice information
About us
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
Job description
Job responsibilities
Main Duties and Responsibilities
These include but are not limited to:
Appraisal & Revalidation
- Support the Trust to ensure that its doctors meet the requirements for Medical Revalidation.
- Ensure systems are in place to manage the appraisal process.
- Manage and maintain an accurate and up to date database of all trust non training medical staff to record their annual appraisals.
- Update Trust policy and guidance documents on medical appraisal and revalidation in line with national policy.
- Work closely with the HR department to ensure that appropriate procedures are followed in relation to pre-employment checks, induction of new medical staff including appropriate appraisal and revalidation training and the timely transfer of whole practice information
- Ensure clinical governance processes are linked to appraisal where necessary and provide reports as required.
-Co-ordinate the patient and colleague feedback and produce reports for review and reflection at annual appraisal.
- Facilitate a quality assurance process for appraisal to ensure consistency of appraisal standards, working closely with the Appraisal Lead.
- Organise appropriate training and updates for medical appraisers twice yearly Appraiser Support Groups.
- Organise, attend and take minutes at the quarterly ROG meetings and twice yearly Appraisal Steering Group and coordinate actions resulting from these meetings.
-Collate and submit the quarterly returns to NHS England, and assist with completion of the annual Appraisal and Revalidation Board report.
- Co-ordinate the appraiser feedback and annual meetings with all trained appraisers with the ability to resolve complex issues should they occur.
- Act as a point of contact between the Medical Director, Associate Medical Director, Deputy Responsible Officers, Appraisal Lead and HR for matters relating to appraisal and revalidation.
- Advise medical staff on the content of portfolios in accordance with national and Trust guidance, excising own judgement when dealing with enquiries.
- Provide and receive complex and sensitive information.
-Coordinate external reviews of the appraisal process as and when required.
- Follow policies established for their own role and roles within their team with the ability to create their own procedures and the ability to comment / implement and propose changes to practices.
- The ability to be able to demonstrate own activities / training to new or less experienced employees.
- To provide expertise in managing all the administrative functions needed to perform the role and to write the relating SOPs.
Job Planning
To have primary responsibility for undertaking the following tasks and to use own judgement to delegate to the team where appropriate and within their banding remit:
- To ensure, via regular payroll/job plan reconciliations, that senior medical staff job plans are commensurate with pay.
- To support Speciality Directors, Clinical Leads and other doctors with the job planning process
- To support review and development of the Trust policy around job planning
- To support the Deputy Medical Director and Associate Medical Directors to optimise delivery of clinical and non-clinical work
- To organise and attend quarterly Job Planning Consistency Panel meetings
- To assist Chiefs of Service and Specialty Directors in the timely sign-offs of over 490 job plans, providing support to them and/or General Managers when required
- To keep abreast of additional pay for senior medical staff in relation to Educational Supervision, Academy roles, and Research & Development
- To support the quantification of delivered activity against the job plans indicated expected activity
- To provide regular job planning/clinical activity reports to the People and Organisational Development committee, under the guidance of the Deputy Medical Director
- Any other duties as required, to reflect the evolving requirements of the role
Other Duties
To respond to any changing priorities or strategies of the team and to work with the line manager to agree additional areas of support if required.
Job description
Job responsibilities
Main Duties and Responsibilities
These include but are not limited to:
Appraisal & Revalidation
- Support the Trust to ensure that its doctors meet the requirements for Medical Revalidation.
- Ensure systems are in place to manage the appraisal process.
- Manage and maintain an accurate and up to date database of all trust non training medical staff to record their annual appraisals.
- Update Trust policy and guidance documents on medical appraisal and revalidation in line with national policy.
- Work closely with the HR department to ensure that appropriate procedures are followed in relation to pre-employment checks, induction of new medical staff including appropriate appraisal and revalidation training and the timely transfer of whole practice information
- Ensure clinical governance processes are linked to appraisal where necessary and provide reports as required.
-Co-ordinate the patient and colleague feedback and produce reports for review and reflection at annual appraisal.
- Facilitate a quality assurance process for appraisal to ensure consistency of appraisal standards, working closely with the Appraisal Lead.
- Organise appropriate training and updates for medical appraisers twice yearly Appraiser Support Groups.
- Organise, attend and take minutes at the quarterly ROG meetings and twice yearly Appraisal Steering Group and coordinate actions resulting from these meetings.
-Collate and submit the quarterly returns to NHS England, and assist with completion of the annual Appraisal and Revalidation Board report.
- Co-ordinate the appraiser feedback and annual meetings with all trained appraisers with the ability to resolve complex issues should they occur.
- Act as a point of contact between the Medical Director, Associate Medical Director, Deputy Responsible Officers, Appraisal Lead and HR for matters relating to appraisal and revalidation.
- Advise medical staff on the content of portfolios in accordance with national and Trust guidance, excising own judgement when dealing with enquiries.
- Provide and receive complex and sensitive information.
-Coordinate external reviews of the appraisal process as and when required.
- Follow policies established for their own role and roles within their team with the ability to create their own procedures and the ability to comment / implement and propose changes to practices.
- The ability to be able to demonstrate own activities / training to new or less experienced employees.
- To provide expertise in managing all the administrative functions needed to perform the role and to write the relating SOPs.
Job Planning
To have primary responsibility for undertaking the following tasks and to use own judgement to delegate to the team where appropriate and within their banding remit:
- To ensure, via regular payroll/job plan reconciliations, that senior medical staff job plans are commensurate with pay.
- To support Speciality Directors, Clinical Leads and other doctors with the job planning process
- To support review and development of the Trust policy around job planning
- To support the Deputy Medical Director and Associate Medical Directors to optimise delivery of clinical and non-clinical work
- To organise and attend quarterly Job Planning Consistency Panel meetings
- To assist Chiefs of Service and Specialty Directors in the timely sign-offs of over 490 job plans, providing support to them and/or General Managers when required
- To keep abreast of additional pay for senior medical staff in relation to Educational Supervision, Academy roles, and Research & Development
- To support the quantification of delivered activity against the job plans indicated expected activity
- To provide regular job planning/clinical activity reports to the People and Organisational Development committee, under the guidance of the Deputy Medical Director
- Any other duties as required, to reflect the evolving requirements of the role
Other Duties
To respond to any changing priorities or strategies of the team and to work with the line manager to agree additional areas of support if required.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent workplace experience
Experience
Essential
- A proven track record of line management
- Advanced typing and IT/Computer skills including proficiency in Word/Excel/PowerPoint/Publisher/Outlook/Access
- Excellent communication skills with the ability to use tact and persuasion and to deal with staff at all levels of the organisation
- Ability to manage frequent interruptions and changing priorities
Desirable
- Appropriate years working in a NHS environment
Knowledge/ Skills
Essential
- Flexible approach and adaptable attitude
- Open-minded and proactive in identifying and making improvements
- Strong focus on providing a high-quality and personable customer experience
- Works effectively both autonomously under own initiative, and as part of a team
- Genuine interest in developing and helping others
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent workplace experience
Experience
Essential
- A proven track record of line management
- Advanced typing and IT/Computer skills including proficiency in Word/Excel/PowerPoint/Publisher/Outlook/Access
- Excellent communication skills with the ability to use tact and persuasion and to deal with staff at all levels of the organisation
- Ability to manage frequent interruptions and changing priorities
Desirable
- Appropriate years working in a NHS environment
Knowledge/ Skills
Essential
- Flexible approach and adaptable attitude
- Open-minded and proactive in identifying and making improvements
- Strong focus on providing a high-quality and personable customer experience
- Works effectively both autonomously under own initiative, and as part of a team
- Genuine interest in developing and helping others
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.
