Job summary
The Medical Staffing Team are looking for an enthusiastic and confident individual to join the Medical Staffing Team supporting Doctors-in-Training starting at our Trust .
The Doctors-in-Training team provides a full and comprehensive service for doctors joining and rotating within our trust.
This role requires a high level of organisation, accuracy and the ability to proactively deal with multiple priorities in a proficient and professional manner.
This will also involve a wide range of administrative duties including setting up doctors on our on boarding systems, obtaining pre-employment checks and entering data onto the NHS Payroll system. You will use databases and systems to maintain accurate records
An excellent telephone manner together with the confidence to talk with candidates and staff at all levels is essential. We are looking for a team player who will be able to assist the rest of the team with our demanding workload covering all aspects of Medical Staffing including the annual intake of Junior Doctors. This is a busy and demanding role so excellent computer and people skills plus attention to detail are essential.
You will demonstrate substantial administrative experience and outstanding customer services skills.
Knowledge and experience of recruitment processes/procedures or a generalist HR background would be an advantage.
Main duties of the job
Main Tasks:
- To operate the TRAC recruitment system by successfully on boarding Doctors in Training while meeting KPI targets and Employment Check Standards
- Input new doctor information onto the Electronic Staff Record (ESR) system accurately
- To assist in providing Work Schedule information to doctors and Lead Employer
- Ensure all new doctors are set up on the Allocate system
About us
One of the largest Trusts in East Anglia, East Suffolk and North Essex NHS Foundation Trust (ESNEFT) provide hospital and community health services to people living across a wide geographical area. We deliver care from two main hospitals in Colchester and Ipswich, six community hospitals and in patients' own homes. You will be joining a team of almost 12,000 amazing colleagues providing care to approximately a million people.
Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (if applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services. We offer a range of flexible working opportunities.
Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which do not work or cause time delays for our staff and patients.
To support our employees to achieve their career aspirations you may be eligible to obtain a qualification via an apprenticeship. All successful applicants will be required to undertake a skills review to facilitate this. For full details please see the attached Apprenticeship Handbook.
If you are passionate about patient care and want to develop your skills and knowledge then we are keen to hear from you.
Find out about living and working with us - https://www.youtube.com/watch?v=GkPu7HphU8A
Job description
Job responsibilities
Main Tasks:
- To operate the TRAC recruitment system by successfully on boarding Doctors in Training while meeting KPI targets and Employment Check Standards
- Input new doctor information onto the Electronic Staff Record (ESR) system accurately
- To assist in providing Work Schedule information to doctors and Lead Employer
- Ensure all new doctors are set up on the Allocate system
Key Responsibilities:
Communications
- To provide a professional, confidential and efficient service within the Medical Staffing Team.
- Be a first point of contact for the team, responding to queries within your knowledge and capability, and filtering others to the correct team member. Ensure that a timely response is given.
- To conduct ID checks of incoming doctors virtually through the TRAC recruitment system
- Liaise with other departments within the Trust to ensure the safe on boarding of new doctors
- To provide starting information to departments of new doctors joining the Trust
- To take incoming calls from doctors reporting absence, referring them to either the Staff Helpline or recording the absence on the Lead Employers ESR system.
- To respond to any e-tickets assigned to you, either with an answer or delegating the response to another colleague as appropriate.
Administration
- Setting up new doctors on the TRAC Recruitment System.
- Sending offer letters to incoming doctors and existing doctors who have new appointments
- To take up missing references from the information supplied by HEE
- Administering the employment check process, ensuring we have completed all pre-employment checks before starting with Trust. Regularly chasing all outstanding information.
- Carry out GMC checks for provisional and full GMC registration.
- Set up new employee files recording all starting information, documents and copies of Trac records
- Conduct ID checks obtaining the required documentation to prove their identity and right to work in the UK.
- Issue Work Schedules to individual doctors and the Lead Employer where required meeting contractual targets
- Responding to all incoming communications on Trac, ensuring that all queries are actioned.
- To add new doctors to the induction spreadsheets to ensure a timely and effective induction to the Trust.
- Sending out contracts of employment to both new and existing doctors
- Setting up new doctors on the ESR system ensuring all fields are completed and record is accurate.
- To print and scan all starting paperwork saving the scanned copy to personal file and sending paperwork to payroll.
- Making amendments to doctor records on ESR as required.
- Downloading and saving Trac records to employee files, closing off Trac files when all records have been downloaded.
- Write to doctors due to rotate out of the Trust to gain leaving information and raise terminations on ESR.
For full details of the responsibilities and duties of this role please see the attached job description.
Job description
Job responsibilities
Main Tasks:
- To operate the TRAC recruitment system by successfully on boarding Doctors in Training while meeting KPI targets and Employment Check Standards
- Input new doctor information onto the Electronic Staff Record (ESR) system accurately
- To assist in providing Work Schedule information to doctors and Lead Employer
- Ensure all new doctors are set up on the Allocate system
Key Responsibilities:
Communications
- To provide a professional, confidential and efficient service within the Medical Staffing Team.
- Be a first point of contact for the team, responding to queries within your knowledge and capability, and filtering others to the correct team member. Ensure that a timely response is given.
- To conduct ID checks of incoming doctors virtually through the TRAC recruitment system
- Liaise with other departments within the Trust to ensure the safe on boarding of new doctors
- To provide starting information to departments of new doctors joining the Trust
- To take incoming calls from doctors reporting absence, referring them to either the Staff Helpline or recording the absence on the Lead Employers ESR system.
- To respond to any e-tickets assigned to you, either with an answer or delegating the response to another colleague as appropriate.
Administration
- Setting up new doctors on the TRAC Recruitment System.
- Sending offer letters to incoming doctors and existing doctors who have new appointments
- To take up missing references from the information supplied by HEE
- Administering the employment check process, ensuring we have completed all pre-employment checks before starting with Trust. Regularly chasing all outstanding information.
- Carry out GMC checks for provisional and full GMC registration.
- Set up new employee files recording all starting information, documents and copies of Trac records
- Conduct ID checks obtaining the required documentation to prove their identity and right to work in the UK.
- Issue Work Schedules to individual doctors and the Lead Employer where required meeting contractual targets
- Responding to all incoming communications on Trac, ensuring that all queries are actioned.
- To add new doctors to the induction spreadsheets to ensure a timely and effective induction to the Trust.
- Sending out contracts of employment to both new and existing doctors
- Setting up new doctors on the ESR system ensuring all fields are completed and record is accurate.
- To print and scan all starting paperwork saving the scanned copy to personal file and sending paperwork to payroll.
- Making amendments to doctor records on ESR as required.
- Downloading and saving Trac records to employee files, closing off Trac files when all records have been downloaded.
- Write to doctors due to rotate out of the Trust to gain leaving information and raise terminations on ESR.
For full details of the responsibilities and duties of this role please see the attached job description.
Person Specification
Experience
Essential
- Evidence of working in a High Volume Pressurised Environment
- Experience of working within a pressurised and busy environment
- Microsoft Office and IT experience, essential Excel, Word and Outlook
- Understanding of best practice within recruitment
- Demonstrable experience in dealing with sensitive and confidential information
Desirable
- Experience of working in a role that included confidential and sensitive information
- Previous NHS Experience
Qualifications
Essential
- Educated to a minimum GCSE or Equivalent
- NVQ Level 2 in a relevant subject or equivalent qualification or significant equivalent previous proven experience
Desirable
- Specialist HR Qualification (or working towards)
- Evidence of Continuing Professional Development
Knowledge and Skills
Essential
- Excellent written and verbal communication skills
- Excellent numeracy skills
- Strong customer focus
Desirable
- NHS IT systems (eg ESR, TRAC)
Person Specification
Experience
Essential
- Evidence of working in a High Volume Pressurised Environment
- Experience of working within a pressurised and busy environment
- Microsoft Office and IT experience, essential Excel, Word and Outlook
- Understanding of best practice within recruitment
- Demonstrable experience in dealing with sensitive and confidential information
Desirable
- Experience of working in a role that included confidential and sensitive information
- Previous NHS Experience
Qualifications
Essential
- Educated to a minimum GCSE or Equivalent
- NVQ Level 2 in a relevant subject or equivalent qualification or significant equivalent previous proven experience
Desirable
- Specialist HR Qualification (or working towards)
- Evidence of Continuing Professional Development
Knowledge and Skills
Essential
- Excellent written and verbal communication skills
- Excellent numeracy skills
- Strong customer focus
Desirable
- NHS IT systems (eg ESR, TRAC)
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.
