Job summary
Medical Staffing Administrators role is to support to Medical Staffing Coordinator with the daily running of the ED Medical staffingoffice.
which includes:
- Inputting of vacant shifts for all locums' requests onto the NHS Professionals system
- To process Locum requests as approved by the ED Medical Staffing Coordinator for all vacant gaps in Consultant, Middle Grade and SHO rota. Using internal and NHSP locums
- To produce and maintain one of the doctors medical rotas which will go towards recording accurate staffing levels for the whole units day view
- Processing of all locums claim forms received for payment via the appropriate payment system
- Manage and support Microsoft teams for the Emergency DepartmentTo provide assistance where required with all locum bookings, NHSP bookings for both the JR and Horton ED when required.
- Administration support for doctor's intake and rotations. Organize and minute take the faculty meeting.
- To ensure all records/forms assigned for Good Shape are completed in a timely manner.
- To support Directorate Staffing Hub with payroll returns and notify the relevant person/department of any changes
Main duties of the job
An exciting opportunity has arisen for a Full Time ED Medical Staffing Administrator to work within the Emergency Department Medical Staffing Team, based at the John Radcliffe Hospital.
The post holder will be responsible for providing administration support to both the Consultant team and the Medical Staffing team. The Medical Staffing Administrator will work as part of the Medical Staffing Team; this will include working with Excel and Health Rota for rota co-ordination. Along with Microsoft office and EPR. Typing and general administration work is also included. The post holder needs to be highly focused on communication skills with excellent attention to detail. Due to the administration requirements of this role good IT skills are essential to this role.
We are looking for a positive, enthusiastic, dedicated and flexible person to join our Secretarial/Medical Staffing Team.
About us
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more herewww.ouh.nhs.uk
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.
Job description
Job responsibilities
- To provide an effective first point of contact for enquiries and information around locum bookings and the junior doctor medical rotas for Emergency Medicine.
- Exercise judgement when dealing with staff and agencies, analyse and resolve problems where appropriate or refer on to senior management.
- To exercise judgement to book locum cover for vacant and absence shifts. Seeking support from the Medical Staffing Coordinator if needed.
- To be responsible for the distribution of the medical staffing rotas to senior staff as appropriate.
- To act as the link person and point of contact for locums, and HR around recruitment paperwork in support of the Medical staffing coordinator. Including Recruitment for all locums for both JR and Horton.
- To act on own initiative and be able to prioritise own workload whilst adhering to deadlines, referring to manager if necessary.
- To be responsible for booking of ED locum shifts
- The first point of contact with all new SHO, FY2, FY1, GPVTS and ACCS prior to joining the department. Ensuring all induction and training is completed. To collate and action Annual Leave requests in collaboration with the Consultant responsible for the New SHO level doctors, including building the rota and ensuring it is distributed out to the doctors in the correct required time scale.
- To oversee the collation of the monthly ED Rotas Registrars, FY2, FY1, UCC, SEM and Consultant, creating the Health Rota Daily view and ensuring this is kept up to date with any changes acted on. Ensuring all gaps are covered with either a change in individual doctors rotas or released for locums in a timely manner.
- To support the Medical Staffing Coordinator with all aspects of the Medical Recruitment, ensuring that the relevant senior staff and management are kept up to date with progress.
- To assist in all ED medical staffing recruitment, from advert to appointment.
- Any other duties which after consultation with Medical Staffing Coordinator will enable a flexible and responsive service.
- Ensure FY2 Grade medical staff are compliant with local annual leave and sickness policies.
- Assist with the booking of all locum medical staff as required and the liaison with relevant agencies, monitoring use and performance.
- Review, amend and implement changes/updates to unit policies/procedures in conjunction with the ED Service Support Manager with regards to staffing changes.
- Supervise the team to be a central point of contact when the Medical Staffing Coordinator is not available for all internal customers with regards to ED medical staffing and recruitment processes and procedures.
- Provide support to the Medical Staffing Coordinator, guidance and completion of the medical staffing E-Roster and act as a link for payroll issues.
- To provide support to the ED Clinical Lead with information to support the enforcement of management sickness/absence policies in line with Trust KPIs
- Ensures all RTW forms are completed for the GoodShape Platform for all grades.
- Consultant Locum bookings/authorisation/payroll
- Responsible for issuing and renewal of all Honorary contracts.
- To provide a excel of all ED staffing for the quarterly consultant FEGS meetings.
- Supervising daily management of the secretaries for the Emergency Department
- Assist the Medical Staffing Coordinator with the process relating to change/leavers.
forms and TRAC updates to ensure timely action is taken and payroll errors are avoided. Responsible for the A/L for the secretaries ensuring safe staffing levels to cover the office.
Staffing and Finance Responsibilities
- To provide support of the ED secretarial team at both JR and Horton sites, ensuring they have clear performance objectives and personal development plans setting and monitoring objectives, allocating, supervising and monitoring work, carrying out appraisals and identifying training needs alongside Medical Staffing Coordinator.
- To support the teams personal growth and development through dissemination of knowledge on medical staffing to increase the robustness of the team/service.
- To oversee the management of the team in the booking of all medical locum staff
Job description
Job responsibilities
- To provide an effective first point of contact for enquiries and information around locum bookings and the junior doctor medical rotas for Emergency Medicine.
- Exercise judgement when dealing with staff and agencies, analyse and resolve problems where appropriate or refer on to senior management.
- To exercise judgement to book locum cover for vacant and absence shifts. Seeking support from the Medical Staffing Coordinator if needed.
- To be responsible for the distribution of the medical staffing rotas to senior staff as appropriate.
- To act as the link person and point of contact for locums, and HR around recruitment paperwork in support of the Medical staffing coordinator. Including Recruitment for all locums for both JR and Horton.
- To act on own initiative and be able to prioritise own workload whilst adhering to deadlines, referring to manager if necessary.
- To be responsible for booking of ED locum shifts
- The first point of contact with all new SHO, FY2, FY1, GPVTS and ACCS prior to joining the department. Ensuring all induction and training is completed. To collate and action Annual Leave requests in collaboration with the Consultant responsible for the New SHO level doctors, including building the rota and ensuring it is distributed out to the doctors in the correct required time scale.
- To oversee the collation of the monthly ED Rotas Registrars, FY2, FY1, UCC, SEM and Consultant, creating the Health Rota Daily view and ensuring this is kept up to date with any changes acted on. Ensuring all gaps are covered with either a change in individual doctors rotas or released for locums in a timely manner.
- To support the Medical Staffing Coordinator with all aspects of the Medical Recruitment, ensuring that the relevant senior staff and management are kept up to date with progress.
- To assist in all ED medical staffing recruitment, from advert to appointment.
- Any other duties which after consultation with Medical Staffing Coordinator will enable a flexible and responsive service.
- Ensure FY2 Grade medical staff are compliant with local annual leave and sickness policies.
- Assist with the booking of all locum medical staff as required and the liaison with relevant agencies, monitoring use and performance.
- Review, amend and implement changes/updates to unit policies/procedures in conjunction with the ED Service Support Manager with regards to staffing changes.
- Supervise the team to be a central point of contact when the Medical Staffing Coordinator is not available for all internal customers with regards to ED medical staffing and recruitment processes and procedures.
- Provide support to the Medical Staffing Coordinator, guidance and completion of the medical staffing E-Roster and act as a link for payroll issues.
- To provide support to the ED Clinical Lead with information to support the enforcement of management sickness/absence policies in line with Trust KPIs
- Ensures all RTW forms are completed for the GoodShape Platform for all grades.
- Consultant Locum bookings/authorisation/payroll
- Responsible for issuing and renewal of all Honorary contracts.
- To provide a excel of all ED staffing for the quarterly consultant FEGS meetings.
- Supervising daily management of the secretaries for the Emergency Department
- Assist the Medical Staffing Coordinator with the process relating to change/leavers.
forms and TRAC updates to ensure timely action is taken and payroll errors are avoided. Responsible for the A/L for the secretaries ensuring safe staffing levels to cover the office.
Staffing and Finance Responsibilities
- To provide support of the ED secretarial team at both JR and Horton sites, ensuring they have clear performance objectives and personal development plans setting and monitoring objectives, allocating, supervising and monitoring work, carrying out appraisals and identifying training needs alongside Medical Staffing Coordinator.
- To support the teams personal growth and development through dissemination of knowledge on medical staffing to increase the robustness of the team/service.
- To oversee the management of the team in the booking of all medical locum staff
Person Specification
Quality
Essential
- Degree or equivalent experience or equivalent training and experience of administrative procedures
- Previous NHS Experiene
- Previous experience of Medical Staffing
Desirable
- Experience of Recruitment
Person Specification
Quality
Essential
- Degree or equivalent experience or equivalent training and experience of administrative procedures
- Previous NHS Experiene
- Previous experience of Medical Staffing
Desirable
- Experience of Recruitment
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).
