HR Officer - Medical Resourcing

Job responsibilities

Medical Resourcing

Manage the Medical Resourcing Team, through the Assistant HR Officers to meet agreed objectives and key performance indicators.

Ensure effective recruitment and employment review processes are in place for all permanent and fixed term medical and dental staff

Act as the key point of contact for on-boarding of international doctors and provide ongoing support for employment related issues.

Work with NHS England to ensure the timely and effective recruitment of all Doctors in Training, ensuring activity is planned and managed efficiently and that pre-employment checks are fully completed prior to commencement in line with the annual national programme.

Ensure the maintenance and update of medical staff computerised and manual systems including: Job planning, Annual leave, UK Visa and Immigration Sponsorship Management System, ESR, TIS, NHS Jobs, Vacancy spreadsheet, Medical establishment and Doctors in training workforce spreadsheets.

Act as the day to day contact for GMC/ESR Interface and Health Education England West Midlands TIS System.

Work with HR Business Partners and Divisional teams to develop divisional medical workforce plans with reference to: future capacity planning, service developments, organisational change/development, skill mix, alternative recruitment methods such as international recruitment and equality and diversity compliance.

Ensure all Appointment Advisory Committees for consultant posts are undertaken in accordance with the NHS Statutory Instrument.

Ensure all other medical and dental recruitment is undertaken in accordance with local policies and practices.

Ensure all relevant pre-employment checks and clearances are undertaken in accordance with NHS Employment Check Standards and ensure Medical Practise Information Transfer (MPIT) forms are issued and/or obtained for incumbent new medical staff to support the Trust Responsible Officer in discharging their duties under the GMC Responsible Officer Regulations.

Identify issues arising from the Terms and Conditions of Service Doctors and Dentists in Training 2016 exception reporting processes and ensure the review of work schedules as required.

Support the Trusts Guardian of Safe Working to carry out their duties, including support of the Committee for Safe Working, and management of the process for payment of exception reports

Use the Allocate system to support Divisions to ensure that rotas are compliant with the European Working Time Directive and national terms and conditions.

Oversee the assessment of Doctors in Training removal and relocation expenses.

Be responsible for overseeing salary evaluations to ensure all staff commence employment on the correct salary scale with the correct threshold dates, including making salary recommendations.

Undertake regular review of medical recruitment policies, processes and employment documentation to maintain compliance with employment legislation and national policy and /or terms and conditions updates.

Design and deliver training sessions and written protocols for the relevant Medical HR teams and the wider Trust on Medical HR related matters and/or updates to policy and national terms and conditions.

Provide professional advice on immigration status and checking procedures; processing certificates of sponsorships and work permits as appropriate in line with UK Visa and Immigration Sponsor requirements.

Medical and Dental Staff Job Planning

Assist the Head of Medical Resourcing in maintaining the Trust level overview and scrutiny of the job planning process.

Support the Job Planning Officer in maintaining the system for ensuring the annual job planning process is delivered in a timely manner, including all associated actions, including team job planning and consistency sign off processes.

Oversight of the Allocate HealthMedics Optima System ensuring that the key relationship and contracts with the software provider is maintained appropriately and complies with the WAHT policies and procedures inclusive of information governance requirements and the General Medical requirements for medical and dental revalidation.

Ensure the development and delivery of relevant cascade training is available, including management and clinician training. Ensure that all training is appropriately advertised, monitored and recorded.

Provide advice and support to the Divisional Management Teams in respect of the job planning process.

Support the implementation of electric job planning and activity management systems

Ensure that the appropriate monthly, annual and requested reports are produced and escalated to the Chief Medical Officer

Medical and Dental Revalidation and Appraisal

Support the Revalidation Support Officer to meet agreed objectives and key performance indicators. Support the Trust Responsible Officer in managing the Medical and Dental revalidation process.

Ensure the development and delivery of relevant levels of training are available including appraisal training i.e. new appraisers, existing appraiser and quarterly network events and the appropriate support systems are in place. Ensure that the all training is appropriately advertised, monitored and recorded.

Support the Medical and Dental appraisers to undertake their role within the appraisal process ensuring that they receive the appropriate education, training, development and support

Support the Responsible Officer in ensuring that the medical and dental revalidation and appraisal processes are quality assured and in line with the General Medical Councils requirements for medical and dental revalidation.

Oversight of the Allocate MedicAppraisal System ensuring that the key relationship and contracts with the software provider is maintained appropriately and complies with the WAHT policies and procedures inclusive of information governance requirements and the General Medical requirements for medical and dental revalidation.

Ensure that the Responsible Officer is updated in a timely manner of all changes within the medical and dental revalidation process inclusive of IT system changes, national updates and internal organisational changes and impacts.

Ensure the relevant cascade training of the Allocate MedicAppraisal System is available, ensuring that all medical appraisees and appraisers have the appropriate training to undertake the appraisal process inclusive of the utilisation of the Allocate MedicAppraisal System and are aware of the General Medical Councils regulation of medical and dental revalidation.

Monitor, report and record dental appraisals and monitoring compliance reports etc.

Ensure that all supportive documentation and updates are available to the relevant parties as required and requested.

Ensure that the Responsible Officer is electronically and verbally updated in a timely manner of non-compliance in relation to the appraisers and appraisees participation within the medical and dental revalidation process.

Oversee GMC Fitness to Practice referrals, ensuring the Responsible Officer and other relevant parties are updated in a timely manner.

Ensure that the appropriate monthly, annual and requested reports are produced and escalated to the Responsible Officer.

Ensure the maintenance of a database of medical and dental appraisers- ensuring that all appraisers are supported to have the required knowledge, skills and competence to undertake their role as appraisers in line with the Quality Assurance of Medical appraisers framework.

Ensure that all Medical and Dental staff are aware and informed of the medical and dental revalidation process.

Ensure attendance at the Responsible Officer and Lead Appraiser Regional and National networks.

Qualifications

Essential

• Educated to degree level standard or equivalent
• CIPD Level 7 Qualified or working towards
• Evidence of continuing professional development
• Undertaking or wish to undertake further training to enhance professional development

Experience

Essential

• Working in a medical staffing team within the last 12 months, and a minimum of 24 months experience
• Working knowledge of 2016 Junior Doctors Terms & Conditions of Service
• Leading and managing a team
• Planning recruitment campaigns
• Delivering training and presentations to mixed audience
• Introducing and reporting on KPIs
• Drafting reports for the Board or sub committees
• Experience of working with people at all levels of an NHS organisation
• Experience of planning and managing projects
• Experience of providing employment advice

Desirable

• Interaction and consultation with Trade Unions
• Experience of advising managers on complex resourcing issues
• Experience of Consultant & SAS job planning
• Experience of Medical Appraisal and Revalidation
• Experience of Allocate Health Medics Suite of Solutions

Knowledge and Skills

Essential

• Can demonstrate knowledge and understanding of:
• Working knowledge and understanding of the 2016 Junior Doctors T&Cs and 2018 contract refresh
• Comprehensive knowledge and understanding of medical and dental terms and conditions and employment policies and procedures
• Knowledge and understanding of UK Visa and Immigration requirements for the prevention of illegal working.
• Understanding of Consultant & SAS doctors job planning
• Current employment legislation and ability to interpret its application
• Current Consultant & SAS medical and dental terms and conditions
• Writing and using employment policies and procedures, including those for medical staff
• Current Revalidation and Appraisal standards for Medical and Dental Staff
• Best practice recruitment, NHS Employment Check Standards and UK Visa and Immigration requirements
• Confident using a range of databases and electronic systems including Microsoft Office efficiently and effectively

Personal Qualities

Essential

• Applies the Trust 4ward behaviours
• Has excellent written and verbal communication skills (persuasive, negotiation, motivational, empathetic)
• Has excellent numerical skills in order to analyse complex numeric data and produce reports.
• Can work on own initiative, prioritise work and adapt to changing demands/priorities
• Uses organisational and project management skills for Trustwide projects
• Can present confidently and use influence to persuade stakeholders, especially senior management and clinicians.
• Manages a diverse workload and to meet deadlines
• Analyses and interprets data and produce statistical reports to Board and Sub Committee level
• Uses appropriate leadership skills
• Motivates, manages and leads a team
• Is customer focused and results driven.
• Builds personal credibility and develops effective professional working relationships.
• Is flexible and able to manage changing priorities.
• Resilient

Other Job Requirements

Essential

• Able to work occasionally outside office hours and able to work across all three Trust sites and attend external meetings as required.
• All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and Barring lists.
• A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS

Certificate of Sponsorship

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).