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Medical Staffing Co-ordinator

Aneurin Bevan University Health Board

The closing date is 15 May 2025

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Job summary

  • Acts as a first point of contact for the medical staff aligned to the Frailty and Community Care of the Elderly (COTE) teams, providing information, advice and support as required.
  • Works closely with the lead clinicians within the team in co-ordination of the on-call rotas for both Directorates
  • Provides a fully comprehensive administrative support to all rotas ensuring that any changes or updates are communicated through the appropriate channels and in a timely manner.
  • Responsible for co-ordinating cover for short-notice absences, rota gaps or vacant sessions under the guidance of the Directorate management team.

Main duties of the job

  • Provides ongoing administrative support to the on-call rotas for the Frailty and Community COTE medical teams and the Clinical Directors as and when required
  • Ensures continued service provision using a forward-thinking approach to identifying and escalating any upcoming gaps in the rotas
  • Identifies, organises and facilitates medical staffing cover at short notice in response to service needs
  • Receives all forms of communication, ensuring they are dealt with appropriately and in a timely manner.

About us

Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued with opportunities to start, grow and build your career. The Health Board provides integrated acute, primary and community care services for a population of 650,000 and employs over 16,000 staff.

The Health Board offers a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

Date posted

02 May 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,928 to £29,551 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

040-AC118-0325-A

Job locations

Llanarth House

Bridge Street

Newbridge

NP11 5GH


Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

  • To work independently and manage own workload, referring to manager when necessary
  • Prioritises cost efficient cover arrangements for any gaps or vacancies that need to be covered, considering bank or in-house cover as a first option
  • Responsible for liaising and negotiating directly with external medical staffing agencies by telephone or email where in-house cover cannot be sourced
  • Responsible for ensuring that any staffing changes or swaps are updated on Sharepoint and communicated to the relevant teams
  • Responsible for the timely inputting of locum sessions on to the Patchwork system and for ensuring timely sign-off by the Directorate team
  • Maintains good housekeeping on Patchwork ensuring that any unfilled or cancelled shifts are removed as appropriate
  • Arranges ID badges and IT access for locum staff in readiness for start dates as and when required
  • Responsible for ensuring that any sickness absence and annual/study leave is properly recorded on ESR
  • Monitors annual leave requests for each team to ensure adequate cover is in place, escalating where this is not the case
  • Ensures the timely completion of return to work interviews for doctors returning from sickness absence
  • Communicates business sensitive information diplomatically and professionally
  • Maintains the filing structure for the Directorate on Sharepoint for easy identification and retrieval of documentation
  • Liaises with the Payroll and Medical Recruitment teams with any queries raised by the medical teams
  • Orders and receipts goods on Oracle as and when required
  • Develops policies and procedures for own area.

Should you wish to discuss the role or arrange an informal visit, please contact Karen Preece via email on Karen.Preece2@wales.nhs.uk or telephone 01495 241289.

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

  • To work independently and manage own workload, referring to manager when necessary
  • Prioritises cost efficient cover arrangements for any gaps or vacancies that need to be covered, considering bank or in-house cover as a first option
  • Responsible for liaising and negotiating directly with external medical staffing agencies by telephone or email where in-house cover cannot be sourced
  • Responsible for ensuring that any staffing changes or swaps are updated on Sharepoint and communicated to the relevant teams
  • Responsible for the timely inputting of locum sessions on to the Patchwork system and for ensuring timely sign-off by the Directorate team
  • Maintains good housekeeping on Patchwork ensuring that any unfilled or cancelled shifts are removed as appropriate
  • Arranges ID badges and IT access for locum staff in readiness for start dates as and when required
  • Responsible for ensuring that any sickness absence and annual/study leave is properly recorded on ESR
  • Monitors annual leave requests for each team to ensure adequate cover is in place, escalating where this is not the case
  • Ensures the timely completion of return to work interviews for doctors returning from sickness absence
  • Communicates business sensitive information diplomatically and professionally
  • Maintains the filing structure for the Directorate on Sharepoint for easy identification and retrieval of documentation
  • Liaises with the Payroll and Medical Recruitment teams with any queries raised by the medical teams
  • Orders and receipts goods on Oracle as and when required
  • Develops policies and procedures for own area.

Should you wish to discuss the role or arrange an informal visit, please contact Karen Preece via email on Karen.Preece2@wales.nhs.uk or telephone 01495 241289.

Person Specification

Qualifications

Essential

  • NVQ Level 4 or able to demonstrate an equivalent level of knowledge and experience
  • Excellent IT skills (Microsoft Office packages)

Desirable

  • Proficient in the use of IT systems relevant to the role (Patchwork, ESR, Trac, Healthroster)

Experience

Essential

  • Excellent interpersonal and communication skills
  • Excellent customer service skills and previous experience of working to tight deadlines

Desirable

  • Previous experience of working within a medical staffing environment within the NHS
Person Specification

Qualifications

Essential

  • NVQ Level 4 or able to demonstrate an equivalent level of knowledge and experience
  • Excellent IT skills (Microsoft Office packages)

Desirable

  • Proficient in the use of IT systems relevant to the role (Patchwork, ESR, Trac, Healthroster)

Experience

Essential

  • Excellent interpersonal and communication skills
  • Excellent customer service skills and previous experience of working to tight deadlines

Desirable

  • Previous experience of working within a medical staffing environment within the NHS

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).

Additional information

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

Aneurin Bevan University Health Board

Address

Llanarth House

Bridge Street

Newbridge

NP11 5GH


Employer's website

https://abuhb.nhs.wales/ (Opens in a new tab)

Employer details

Employer name

Aneurin Bevan University Health Board

Address

Llanarth House

Bridge Street

Newbridge

NP11 5GH


Employer's website

https://abuhb.nhs.wales/ (Opens in a new tab)

For questions about the job, contact:

Directorate Manager

Mrs Karen Preece

Karen.Preece2@wales.nhs.uk

01495241289

Date posted

02 May 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,928 to £29,551 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

040-AC118-0325-A

Job locations

Llanarth House

Bridge Street

Newbridge

NP11 5GH


Supporting documents

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