Job summary
A competent and highly motivated individual is required to provide a high quality, customer focussed service to corporate and divisional teams.
This role is crucial
in maintaining and co-ordinating effective systems and processes within the
Medical Staffing Department. This is essential for Trust compliance with
contractual requirements and all legislative and NHS Employers mandated employment
matters for medical staff.
Establishing and maintaining systems and
processes is a key part of this role. This is to sustain the provision of
comprehensive, efficient, and responsive advice and support service to all
stakeholders. You will do this by following appropriate terms and conditions of
service, as well as trust policies and procedures. Be responsive and
sensitive to the service needs, and importantly, maintain departmental targets
and Trust expectations in line with the Departmental & Trust KPIs.
Main duties of the job
This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures.
Possession of the requisite knowledge, strong attention to detail and accuracy is essential for this role. Additionally, excellent communication skills will assist the post holder in maintaining regular contact with junior and senior medical staff, medical staffing rota coordinators and divisional management teams.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
Key Responsibilities
Assist the Medical Staffing team with
administrative tasks, providing administrative support on a team-wide
and systems-wide basis.
Provide day-to-day support to users of the
systems, analysing, investigating, and resolving problems, errors, and
malfunction. Using own judgement on when
to escalate to the Assistant Medical Staffing Manager.
Provide system administration and support,
ensuring accurate maintenance of data within Health roster, including:
o
Addition of new starters, removal of leavers and
maintenance of system settings in relation to staff movement
o
Allocation of appropriate user access
o
Resetting of user passwords
Support the Medical Staffing function in
delivery of the Job Planning process for senior medical staff by:
o
Supporting with the administration processes for
job planning; including timely support for Divisional Management teams in the
organisation of key job planning events
o
Daily upkeep and Trust-wide support of the
electronic job planning software
Undertake routine or ad hoc data validation as
directed.
Preparation of other documents to a high and
accurate standard, e.g. contracts, job descriptions, policies, procedures,
presentations, letters, reports, minutes of meetings and other administrative
work.
Keep appropriate statistical records/information
as and when required for the Medical Director/Divisional team. Provision of statistical returns required at
regular intervals. This may involve
entering statistical data onto databases.
Support the Medical Recruitment/Junior Doctor
team in relation to the recruitment and induction of junior medical staff as
required.
Support the Medical Recruitment/Junior Doctor
team in relation to the distribution and collection of monitoring returns.
Job description
Job responsibilities
Key Responsibilities
Assist the Medical Staffing team with
administrative tasks, providing administrative support on a team-wide
and systems-wide basis.
Provide day-to-day support to users of the
systems, analysing, investigating, and resolving problems, errors, and
malfunction. Using own judgement on when
to escalate to the Assistant Medical Staffing Manager.
Provide system administration and support,
ensuring accurate maintenance of data within Health roster, including:
o
Addition of new starters, removal of leavers and
maintenance of system settings in relation to staff movement
o
Allocation of appropriate user access
o
Resetting of user passwords
Support the Medical Staffing function in
delivery of the Job Planning process for senior medical staff by:
o
Supporting with the administration processes for
job planning; including timely support for Divisional Management teams in the
organisation of key job planning events
o
Daily upkeep and Trust-wide support of the
electronic job planning software
Undertake routine or ad hoc data validation as
directed.
Preparation of other documents to a high and
accurate standard, e.g. contracts, job descriptions, policies, procedures,
presentations, letters, reports, minutes of meetings and other administrative
work.
Keep appropriate statistical records/information
as and when required for the Medical Director/Divisional team. Provision of statistical returns required at
regular intervals. This may involve
entering statistical data onto databases.
Support the Medical Recruitment/Junior Doctor
team in relation to the recruitment and induction of junior medical staff as
required.
Support the Medical Recruitment/Junior Doctor
team in relation to the distribution and collection of monitoring returns.
Person Specification
Qualifications
Essential
- Sound educational background (4 GCSEs, grade C or above).
- Commitment to undertake training essential to the requirements of the job.
Desirable
- IT qualifications e.g. ECDL.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
Personal Attributes
Essential
- Confident.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self motivated.
- Professional appearance.
Other
Essential
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Experience
Essential
- Experience and knowledge of multi-disciplinary team working.
- Administrative/clerical experience.
- Experience of good customer or patient care.
- Currently working with computer software programmes such as Microsoft Office, e-mail and internet (competent working knowledge of all Microsoft Office programmes).
- Experience of scheduling/co-ordination activities and/or resources.
Desirable
- Previous NHS administrative role.
- Experience of working in Medical/NHS Recruitment.
- Experience with NHS/healthcare software systems (ESR & NHS Jobs).
- Experience of working with confidential material.
Knowledge and Awareness
Essential
- Knowledge of good employment practice and the legislative framework surrounding recruitment.
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/external agencies, using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Person Specification
Qualifications
Essential
- Sound educational background (4 GCSEs, grade C or above).
- Commitment to undertake training essential to the requirements of the job.
Desirable
- IT qualifications e.g. ECDL.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
Personal Attributes
Essential
- Confident.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self motivated.
- Professional appearance.
Other
Essential
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Experience
Essential
- Experience and knowledge of multi-disciplinary team working.
- Administrative/clerical experience.
- Experience of good customer or patient care.
- Currently working with computer software programmes such as Microsoft Office, e-mail and internet (competent working knowledge of all Microsoft Office programmes).
- Experience of scheduling/co-ordination activities and/or resources.
Desirable
- Previous NHS administrative role.
- Experience of working in Medical/NHS Recruitment.
- Experience with NHS/healthcare software systems (ESR & NHS Jobs).
- Experience of working with confidential material.
Knowledge and Awareness
Essential
- Knowledge of good employment practice and the legislative framework surrounding recruitment.
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/external agencies, using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Additional information
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).
