Medical Staffing Assistant

Job responsibilities

To deliver a cost-effective and professional recruitment and pre-employment checking service for Medical Staff in line with Trust Policy, legislative, statutory and NHS Employers mandatory requirements.

To undertake a range of recruitment duties from the point of advertising a vacancy to the collation of pre-employment checks. This will include placing adverts on ESR/NHS jobs and in journals, using the functionality of NHS Jobs to co-ordinate short-listing and interview invitations, arranging interview panels, dealing with pre-employment checks in line with Trust procedures and NHS Employment Checks Standards.

To prepare contracts of employment for approval and signature.

To ensure post addressed to Medical Recruitment is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail.

Act as a focal point for medical recruitment enquiries. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with service users, external bodies/agencies and internal staff of all levels by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate to the Medical Staffing Officer. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints.

Assist the Medical Staffing team with administrative tasks, e.g. utilising IT systems or ensuring paper and electronic forms are completed and collated in a timely manner in line with service specific standard operating procedures.

To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators.

To arrange interview panels, schedules, venues (equipment and facilities) and resolve any procedural issues as required.

Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs.

Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures.

Undertake routine or ad hoc data validation as directed.

Preparation/circulation of documentation for interviews within prescribed timescales.

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.

Preparation of orders and receiving of goods/services in order to maintain efficient running of the service.

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.

To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures.

To participate in meetings and appropriate Committees; to provide administrative support by taking minutes, as and when required.

To be responsible for the confidential management of records and ensure that all correspondence is acknowledged and responded to within standard operating procedures.

The post holder will give relevant assistance and training as and when required to support all colleagues.

To carry out general administration duties and provide administrative assistance, as required.

To send and receive faxes in a safe haven environment as per Trust policy.

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.

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).