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Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Medical Workforce Assistant

The closing date is 26 October 2025

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Job summary

Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to: Hampshire and Isle of Wight ICB, Hampshire & Isle of Wight Healthcare FT, Portsmouth Hospitals University NHS Trust, University Hospital Southampton FT, South Central Ambulance Service or Hampshire Hospitals FT

Are you looking for a role where your organisational skills and attention to detail can make a real difference to patient care? Join us as a Medical Workforce Assistant (Capacity) and play a key part in supporting our doctors and healthcare teams.

You will work at the heart of the Medical Workforce Team, ensuring that our services run smoothly and efficiently. From managing locum processes to maintaining accurate medical staff data, your contribution will help deliver safe, effective, and timely healthcare services.

This role is perfect for someone who thrives in a busy environment, enjoys problem-solving, and values being part of a supportive team where every task contributes to excellent patient care.

With opportunities to develop your skills, collaborate with a wide range of colleagues, and gain experience across multiple workforce functions, this is an exciting chance to build a rewarding career in the NHS.

Main duties of the job

In this role, you will support the administration of temporary medical workforce processes, including liaising with divisional directors, managing locum bookings, maintaining the locum database, and ensuring timely timesheet processing. You will assist with medical rostering, keeping Healthroster records accurate, managing non-resident doctor rotas, and addressing rota issues as they arise.

Additionally, you will support doctors in training by collating rotation data, maintaining records, and ensuring smooth onboarding and leaver processes. You will respond promptly to queries, maintain accurate staff files, update ESR, and contribute to audits and reporting. We are seeking a proactive and organised individual with excellent communication skills, strong attention to detail, and proficiency in Microsoft Office.

Previous experience in administration within a busy environment is essential, with knowledge of NHS systems and medical staffing processes desirable. If you are motivated, adaptable, and passionate about supporting healthcare delivery, we would love to hear from you.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.

With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.

Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.

Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.

Details

Date posted

13 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year Based on full time hours

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working, Home or remote working

Reference number

348-COR-8900

Job locations

Hawthorn Lodge

Moorgreen Hospital, Botley Road, West End

Southampton

Hampshire

SO30 3JB


Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

  • 5 GCSE (grades A-C) or equivalent including English and Mathematics or relevant subjects, or proven experience through practice
  • NVQ III in administration or equivalent experience/qualification

Experience

Essential

  • Knowledge of Microsoft Office (Word, Excel, Outlook) and experience of using Microsoft Office at an intermediate level.
  • Experience of working in a busy administrative environment.
  • Experience in using databases to input, maintain and report on information.
  • Experience in delivering high standards of customers
  • Accurate data entry skills
  • Excellent administrative and organisational skills
  • Excellent verbal/written communication skills
  • Excellent interpersonal skills
  • Numerate and able to provide attention to detail.
  • Able to deal confidently and tactfully with people at all levels.

Desirable

  • Knowledge of NHS Medical and Dental Terms and Conditions of employment.
  • Experience of Temporary workforce solutions.
  • Medical Staffing Admin Experience
  • Experience in using Electronic Staff Record (ESR) Database.
  • Experience of working in HR environment.
  • Previous NHS experience
Person Specification

Qualifications

Essential

  • 5 GCSE (grades A-C) or equivalent including English and Mathematics or relevant subjects, or proven experience through practice
  • NVQ III in administration or equivalent experience/qualification

Experience

Essential

  • Knowledge of Microsoft Office (Word, Excel, Outlook) and experience of using Microsoft Office at an intermediate level.
  • Experience of working in a busy administrative environment.
  • Experience in using databases to input, maintain and report on information.
  • Experience in delivering high standards of customers
  • Accurate data entry skills
  • Excellent administrative and organisational skills
  • Excellent verbal/written communication skills
  • Excellent interpersonal skills
  • Numerate and able to provide attention to detail.
  • Able to deal confidently and tactfully with people at all levels.

Desirable

  • Knowledge of NHS Medical and Dental Terms and Conditions of employment.
  • Experience of Temporary workforce solutions.
  • Medical Staffing Admin Experience
  • Experience in using Electronic Staff Record (ESR) Database.
  • Experience of working in HR environment.
  • Previous NHS experience

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.

Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Hawthorn Lodge

Moorgreen Hospital, Botley Road, West End

Southampton

Hampshire

SO30 3JB


Employer's website

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

Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Hawthorn Lodge

Moorgreen Hospital, Botley Road, West End

Southampton

Hampshire

SO30 3JB


Employer's website

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

Employer contact details

For questions about the job, contact:

Hiring Manager

Amber Howlett

amber.howlett@southernhealth.nhs.uk

Details

Date posted

13 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year Based on full time hours

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working, Home or remote working

Reference number

348-COR-8900

Job locations

Hawthorn Lodge

Moorgreen Hospital, Botley Road, West End

Southampton

Hampshire

SO30 3JB


Supporting documents

Privacy notice

Hampshire and Isle of Wight Healthcare NHS Foundation Trust's privacy notice (opens in a new tab)