Job summary
This role would suit an individual with excellent interpersonal skills, a
persuasive approach, and the ability to work effectively within a small,
multi-professional team at all levels.
You will act as the main point of contact for all communications relating
to the junior medical team, managing duty rotas within the Surgical Care
Group. The primary objective is to ensure appropriate medical cover is
maintained across the Care Group and that resources are used efficiently when
additional cover is required across the Trust.
Above all, you must be able to work well under pressure and prioritise
workloads effectively.
Main duties of the job
You will deliver a confidential, efficient, and effective
administrative service to the management team within the Surgical
Directorate. You will work collaboratively with colleagues and members of the
multidisciplinary team, including junior and senior medical staff, Medical
Education, Divisional and General Managers, and secretarial teams across the
Trust. The role requires the ability to prioritise your own workload, manage
competing demands, and respond appropriately. You will also liaise with Education
Centre staff to support medical staff with study leave and training matters.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have been employed for a minimum of two years
of as a HCA Band 3 within the NHS for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
Job description
Job responsibilities
Responsible for the coordination and daily management of junior doctor rotas
(F1ST level) across DMH and UHND within the Surgical Directorate, ensuring
safe staffing levels at all times. This includes managing frequent rota
amendments due to sickness, leave, and last-minute duty swaps.
Act as the central point of contact for
Consultant and junior doctor annual/study leave, maintaining accurate
authorisation records and ensuring applications do not compromise service
delivery. Proactively challenge requests where staffing shortages may arise and
negotiate suitable alternatives.
Oversee sickness absence management,
redeployment of medical staff in response to service pressures, and ensure all
necessary documentation and system updates (HealthRoster/ESR) are completed.
Arrange and negotiate in-house and agency locum cover in a timely and
cost-effective manner, ensuring compliance with EWTD and budgetary controls,
and produce regular reports for Finance.
Coordinate junior doctor rotations and
inductions, maintain accurate staffing records and contact databases, and
support educational release and CPD monitoring. Provide guidance to staff and
managers on processes and procedures, responding promptly to high volumes of
enquiries.
Demonstrate strong organisational skills,
initiative, sound judgement and the ability to prioritise effectively under
pressure, while maintaining confidentiality and contributing positively within
a team environment.
Liaise with other departments (e.g., IT,
Infection Control) regarding any issues encountered by Junior Medical Staff. In
the absence of the Line Manager, provide day-to-day management support to the
Medical Secretaries within the Directorate of Surgery.
Record all sickness and absence, take
appropriate action, and deploy staff as required to maintain service provision.
Attend meetings relevant to administrative functions within the Trust.
Ensure the availability of accurate
statistical data in line with the needs of the Division. Establish and maintain
effective communication with service users at all levels, both within the Trust
and externally, and work collaboratively to resolve any issues.
This includes contacting Junior Doctors who
have left the Trust to confirm availability for locum duties during emergency
situations that cannot be covered by existing staff.
Job description
Job responsibilities
Responsible for the coordination and daily management of junior doctor rotas
(F1ST level) across DMH and UHND within the Surgical Directorate, ensuring
safe staffing levels at all times. This includes managing frequent rota
amendments due to sickness, leave, and last-minute duty swaps.
Act as the central point of contact for
Consultant and junior doctor annual/study leave, maintaining accurate
authorisation records and ensuring applications do not compromise service
delivery. Proactively challenge requests where staffing shortages may arise and
negotiate suitable alternatives.
Oversee sickness absence management,
redeployment of medical staff in response to service pressures, and ensure all
necessary documentation and system updates (HealthRoster/ESR) are completed.
Arrange and negotiate in-house and agency locum cover in a timely and
cost-effective manner, ensuring compliance with EWTD and budgetary controls,
and produce regular reports for Finance.
Coordinate junior doctor rotations and
inductions, maintain accurate staffing records and contact databases, and
support educational release and CPD monitoring. Provide guidance to staff and
managers on processes and procedures, responding promptly to high volumes of
enquiries.
Demonstrate strong organisational skills,
initiative, sound judgement and the ability to prioritise effectively under
pressure, while maintaining confidentiality and contributing positively within
a team environment.
Liaise with other departments (e.g., IT,
Infection Control) regarding any issues encountered by Junior Medical Staff. In
the absence of the Line Manager, provide day-to-day management support to the
Medical Secretaries within the Directorate of Surgery.
Record all sickness and absence, take
appropriate action, and deploy staff as required to maintain service provision.
Attend meetings relevant to administrative functions within the Trust.
Ensure the availability of accurate
statistical data in line with the needs of the Division. Establish and maintain
effective communication with service users at all levels, both within the Trust
and externally, and work collaboratively to resolve any issues.
This includes contacting Junior Doctors who
have left the Trust to confirm availability for locum duties during emergency
situations that cannot be covered by existing staff.
Person Specification
Qualifications
Essential
- A levels/NVQ4 or equivalent knowledge/experience
- Relevant practical experience to diploma level (or equivalent)
Special Requirements
Essential
- Ability to travel independently across the county to fulfil the requirements of the post
Special Skills & Knowledge
Essential
- Proficient IT skills and experience of using a wide range of software packages e.g. Power Point, Excel and Microsoft Word.
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Working knowledge of medical terminology
- Understanding of confidentiality and the associated legal and policy requirements.
- Demonstrate good organisation and diary management skills to include co-ordination of meetings and associated duties.
- Communicate effectively and demonstrate both excellent verbal and written comprehension skills
- Effective interpersonal skills
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Committed to quality customer care/delivering excellent customer service.
- Flexible and adaptable to change
- Effective team worker
Experience
Essential
- Significant secretarial experience in a clinical/NHS environment.
- Previous administration experience working in a busy administration role.
- Knowledge of secretarial procedures
- Understanding of medical terminology
- Experience of supervising/training junior administrative staff.
Person Specification
Qualifications
Essential
- A levels/NVQ4 or equivalent knowledge/experience
- Relevant practical experience to diploma level (or equivalent)
Special Requirements
Essential
- Ability to travel independently across the county to fulfil the requirements of the post
Special Skills & Knowledge
Essential
- Proficient IT skills and experience of using a wide range of software packages e.g. Power Point, Excel and Microsoft Word.
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Working knowledge of medical terminology
- Understanding of confidentiality and the associated legal and policy requirements.
- Demonstrate good organisation and diary management skills to include co-ordination of meetings and associated duties.
- Communicate effectively and demonstrate both excellent verbal and written comprehension skills
- Effective interpersonal skills
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Committed to quality customer care/delivering excellent customer service.
- Flexible and adaptable to change
- Effective team worker
Experience
Essential
- Significant secretarial experience in a clinical/NHS environment.
- Previous administration experience working in a busy administration role.
- Knowledge of secretarial procedures
- Understanding of medical terminology
- Experience of supervising/training junior administrative staff.
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.
Employer details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
