Job summary
Working as a Medical Resourcing Assistant to the Job Planning Team, you will provide administrative
support to the Job Planning Officer to support the delivery of an effective service to the Chief Operating Officer and Chief Medical Officer, senior managers and
clinicians within the organisation. The post holder will provide high level system governance and work to support delivery of Trust targets, system training to a range of users, and support the production of compliance data.
Main duties of the job
We are looking for someone who is organised and able to manage their own workload, have an eye for detail and ensuring accurate data recording, and comfortable communicating with senior clinical staff. A really interesting role for someone with previous experience in an administrative role and knowledge of microsoft office packages, in particular outlook and excel. Whilst NHS and/or experience of medical appraisal and revalidation is desirable, full training will be provided to the successful candidate.
This post is part-time, 18.75 hours per week, and whilst we expect at least 4 days per week to be worked, the hours can be flexible and agreed with the successful candidate. After full training in the role, we currently provide a hybrid mix of office and home working.
If you wish to discuss the role in more detail please contact Julia Neil, Head of Medical Staffing, on 07784 921002
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Provide
initial telephone and email support for job planning queries, responding to
enquiries within remit of work in a timely fashion or escalating/referring to
the JPO as appropriate.
Using the
New Starter Actions Tracker spread sheet contact Consultant and SAS doctors new
to the Trust to invite them to the Job Planning induction session and complete
all relevant actions.
Initiate
the administration of the New Doctors induction programme by preparing the
paperwork ahead of the session, ensuring completion of training by new
starters, setting up diary invitations, and completing the post-session
follow-up actions.
Support
the training of doctors programme on the Trusts job planning system both in
scheduled group training sessions, and on a one to one basis.
To be
responsible for ensuring that Job Plans are signed off on the Trusts
electronic job planning system, using template emails, on a weekly basis.
Undertake
actions to obtain approval for financial assurance and arrears payments in line
with standard operating procedures (SOPs), maintaining appropriate records and following
up response.
Provide
support to the Head of Medical Staffing in the absence of the JPO.
Assist
with extraction of documents and reports from the Trusts current electronic
job planning system.
Support
the JPO in producing and distribution the divisional monthly compliance reports,
manipulating data and reviewing anomolies.
To be
responsible for actioning changes in hierarchy within the Trusts electronic
systems to ensure the correct signatures are allocated to job plan sign-off.
Create
and activate user accounts within the Trusts electronic systems, ensuring
closure of accounts as per departmental SOPs to support management of licence
limitations, identifying where concerns of licence numbers arise.
Book
meeting rooms across the Trust sites as necessary for training sessions and
other meetings.
Maintain
the electronic filing systems.
Data
manipulation and data cleansing of information as required.
Assist
with the response and maintenance and of the generic team inbox responding to
queries where appropriate and filing items that have been actioned.
Maintain
and update a number of operational process spreadsheets/databases to ensure
that accurate records are maintained including updating data and adding/deleting
doctors who have joined/left the organisation.
Participate
and play an active role in projects / meetings / forums as required, including
recording actions.
Provide
cross cover within the Medical Resourcing Team, as required.
Job description
Job responsibilities
Provide
initial telephone and email support for job planning queries, responding to
enquiries within remit of work in a timely fashion or escalating/referring to
the JPO as appropriate.
Using the
New Starter Actions Tracker spread sheet contact Consultant and SAS doctors new
to the Trust to invite them to the Job Planning induction session and complete
all relevant actions.
Initiate
the administration of the New Doctors induction programme by preparing the
paperwork ahead of the session, ensuring completion of training by new
starters, setting up diary invitations, and completing the post-session
follow-up actions.
Support
the training of doctors programme on the Trusts job planning system both in
scheduled group training sessions, and on a one to one basis.
To be
responsible for ensuring that Job Plans are signed off on the Trusts
electronic job planning system, using template emails, on a weekly basis.
Undertake
actions to obtain approval for financial assurance and arrears payments in line
with standard operating procedures (SOPs), maintaining appropriate records and following
up response.
Provide
support to the Head of Medical Staffing in the absence of the JPO.
Assist
with extraction of documents and reports from the Trusts current electronic
job planning system.
Support
the JPO in producing and distribution the divisional monthly compliance reports,
manipulating data and reviewing anomolies.
To be
responsible for actioning changes in hierarchy within the Trusts electronic
systems to ensure the correct signatures are allocated to job plan sign-off.
Create
and activate user accounts within the Trusts electronic systems, ensuring
closure of accounts as per departmental SOPs to support management of licence
limitations, identifying where concerns of licence numbers arise.
Book
meeting rooms across the Trust sites as necessary for training sessions and
other meetings.
Maintain
the electronic filing systems.
Data
manipulation and data cleansing of information as required.
Assist
with the response and maintenance and of the generic team inbox responding to
queries where appropriate and filing items that have been actioned.
Maintain
and update a number of operational process spreadsheets/databases to ensure
that accurate records are maintained including updating data and adding/deleting
doctors who have joined/left the organisation.
Participate
and play an active role in projects / meetings / forums as required, including
recording actions.
Provide
cross cover within the Medical Resourcing Team, as required.
Person Specification
Qualifications
Essential
- Educated to GCSE standard (or equivalent) GCSEs or equivalent at Grade C or above to include English and Maths
Other Job Requirements
Essential
- Ability to work flexibly as and when the job requires including visiting other Trust sites when required
Experience
Essential
- Relevant experience of working in an administrative role, completion of Business Administration Apprenticeship or educated to Level 2 (e.g. GCSE Grade A-C, NVQ2, OCR/RSA2, City & Guilds 2) in a Business Administration-related subject
- Experience of working effectively as part of a team
Desirable
- Recent experience of working in a busy office
- Previous customer service experience
- Experience of working in the NHS
- Previous medical resourcing experience
- Previous experience of ESR (Electronic Staff Record)
Skills and Knowledge
Essential
- Working knowledge of Microsoft Office packages Outlook, Word and Excel
- Ability to manage both routine and unpredictable and varied workload
- Ability to maintain concentration and effort in a busy, noisy environment
- Ability to work in a structured, methodical manner
- Excellent extracting information / listening skills
- Ability to work to a high level of accuracy and detail including accurate data entry
- Ability to communicate verbally and in writing with a range of people including doctors and senior managers using negotiation, tact and empathy
- Knowledge and understanding of records management, data protection and information governance
- Ability to use initiative to suggest improvements to current ways of working
- Ability to work to standard policy/process understanding when to escalate issues to senior managers
- Good level of literacy and numeracy
Desirable
- Knowledge of Consultant and SAS Doctors Terms and Conditions
- Understanding of the Data Protections Act and NHS Code of Confidentiality
Personal Qualities
Essential
- Ability to follow instructions and procedures and recognise the importance of these within the organisation, HR and own job role
- Aware of own limitations and willing to seek help appropriately
- Positive attitude and able to act on feedback
- Good interpersonal skills
- Enthusiastic, motivated and committed to delivering an excellent service
- Ability to manage high volume tasks on a regular basis which are at variable stages of completion
- Good planning and organisational skills
- Able to build positive working relationships with a wide range of people including doctors and managers
- Displays Trust 4ward behaviours
Person Specification
Qualifications
Essential
- Educated to GCSE standard (or equivalent) GCSEs or equivalent at Grade C or above to include English and Maths
Other Job Requirements
Essential
- Ability to work flexibly as and when the job requires including visiting other Trust sites when required
Experience
Essential
- Relevant experience of working in an administrative role, completion of Business Administration Apprenticeship or educated to Level 2 (e.g. GCSE Grade A-C, NVQ2, OCR/RSA2, City & Guilds 2) in a Business Administration-related subject
- Experience of working effectively as part of a team
Desirable
- Recent experience of working in a busy office
- Previous customer service experience
- Experience of working in the NHS
- Previous medical resourcing experience
- Previous experience of ESR (Electronic Staff Record)
Skills and Knowledge
Essential
- Working knowledge of Microsoft Office packages Outlook, Word and Excel
- Ability to manage both routine and unpredictable and varied workload
- Ability to maintain concentration and effort in a busy, noisy environment
- Ability to work in a structured, methodical manner
- Excellent extracting information / listening skills
- Ability to work to a high level of accuracy and detail including accurate data entry
- Ability to communicate verbally and in writing with a range of people including doctors and senior managers using negotiation, tact and empathy
- Knowledge and understanding of records management, data protection and information governance
- Ability to use initiative to suggest improvements to current ways of working
- Ability to work to standard policy/process understanding when to escalate issues to senior managers
- Good level of literacy and numeracy
Desirable
- Knowledge of Consultant and SAS Doctors Terms and Conditions
- Understanding of the Data Protections Act and NHS Code of Confidentiality
Personal Qualities
Essential
- Ability to follow instructions and procedures and recognise the importance of these within the organisation, HR and own job role
- Aware of own limitations and willing to seek help appropriately
- Positive attitude and able to act on feedback
- Good interpersonal skills
- Enthusiastic, motivated and committed to delivering an excellent service
- Ability to manage high volume tasks on a regular basis which are at variable stages of completion
- Good planning and organisational skills
- Able to build positive working relationships with a wide range of people including doctors and managers
- Displays Trust 4ward behaviours
