Medical Workforce Administrator

Job description

Job responsibilities

Main Duties and Responsibilities 1- Job Planning

Maintain the job planning digital system. Set up new users and remove leavers. Ensure appropriate notifications are sent so that the digital system supports the timely completion of the job planning process in accordance with the agreed policy.

Provide support to system users on using the system through one to one sessions or group training sessions

2- Intranet

To ensure the medical and dental terms and conditions pages of the intranet are current and up to date by uploading, amending, and removing documents as appropriate.

3- Appraisal and revalidation processes

Maintain the appraisal digital system. Set up new users and remove leavers. Ensure appropriate notifications are sent so that the appraisal and revalidation processes take place in accordance with Trust policies and procedures.

Support medical staff with patient feedback collation.

Provide support to system users on using the system through one to one sessions or group training sessions.

Support the Medical Director/Responsible Officer to administer the appraisal and revalidation processes and the recruitment of appraisers.

4- Administration

Support the Medical Workforce Business Partner (MWBP) with answering queries from staff, managers and other workforce teams.Work with other workforce teams to ensure a coordinated approach to HR medical and dental workforce support.

Work with the MWBP, Deanery and partner Trusts, to ensure the smooth running of the annual resident doctor rotation scheme changes. Update systems as necessary to ensure resident doctors complete compliance checks and receive support for onboarding and induction.

Provide and receive complex and confidential information, using tact, knowledge, analysis and judgement to answer questions and gather data from internal and external NHS staff and the general public in a sensitive, persuasive and appropriate manner, where there may be resistance.

Take action notes for meetings and ensure that these are completed and distributed in a timely manner. Taking and drafting formal minutes if required.

Mailing, photocopying and emailing as required.

Management of documents which will include maintaining and developing individual and central filing systems ensuring they are kept up to date, archived and culled on a regular basis.

Maintaining official records for public accountability purposes both electronically and paper based.

To order stationary, book rooms and arrange accommodation as required.

Maintaining own professional development and requirement to take part in appraisal and KSF process.

Participate in regular personal supervision and person development reviews

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.

The post holder must adhere to the Trust risk assessment and risk management processes

The post holder must adhere to infection control policies and procedures

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

The post holder must participate in clinical and safeguarding audits as required

The post holder is required to participate in relevant emergency preparedness process for their team.

Person Specification

Qualifications & Training

Essential

• NVQ 3/ RSA II or ability to demonstrate competency at this level

Desirable

• Appropriate business administrative qualification and/ or equivalent competencies

Experience

Essential

• Significant and demonstrable secretarial/ administrative experience working at a senior level
• Exceptional organisational and administrative skills
• Ability to deal with confidence with a wide range of third party professionals and external organisations, employment agencies, the general public and other employees, both face-to-face and by telephone.

Desirable

• Medical staffing experience
• Administrative experience utilising workforce systems e.g. ESR, Healthroster, Job Planning or 360 appraisal.

Skills & Knowledge

Essential

• Excellent working knowledge and understanding of Microsoft Office packages/ Outlook/ Word/ Power point/ Excel

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.

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).

Employer details

Employer name

Cambridgeshire Community Services NHS Trust

Address

Norfolk/Cambridgeshire

Norwich/St Ives

NR2 3TU

Employer's website

https://www.cambscommunityservices.nhs.uk/careers (Opens in a new tab)