Job summary
The Medical Staffing Assistant provides a comprehensive and professional administrative service to support the effective management of the medical workforce within the Division of Surgery. The role supports the Medical Staffing Manager and Coordinators to ensure safe, compliant and well-resourced medical staffing arrangements across junior doctors, consultants and locums.
Acting as a key first point of contact, the post holder responds to routine medical staffing queries, provides accurate advice on basic terms and conditions, and supports the maintenance of compliant rotas, workforce records and locum cover. The role requires a high level of organisation, attention to detail and the ability to work with a degree of autonomy within established policies, escalating risks or issues appropriately to ensure patient safety and service continuity.
This is a fixed term post for 24 months to cover the needs of the service
Main duties of the job
- Provide day-to-day administrative support for medical staffing across the Division of Surgery.Support the booking and management of locum cover and maintain accurate workforce records across staffing systems.
- Assist with the organisation and monitoring of compliant medical rotas, including processing leave and rota changes.
- Act as a first point of contact for junior doctors and medical staff, responding to routine staffing and rota queries.
- Support junior doctor induction, rotations and onboarding arrangements.
- Maintain compliance with workforce policies, contracts and information governance requirements.
- Assist with workforce reporting, system updates and service improvement activities.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer 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.
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
Please refer to the attached Job Description, which provides full details of the role, responsibilities, expectations, and requirements for this post.
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
Please refer to the attached Job Description, which provides full details of the role, responsibilities, expectations, and requirements for this post.
Person Specification
Skills & Attributes
Essential
- Strong IT skills, including use of spreadsheets, databases and multiple systems
- Excellent organisational and time-management skills
- Ability to prioritise and manage competing demands
- Effective problem-solving skills within defined procedures
- Good communication and interpersonal skills
- Understanding of the importance of governance, compliance and data accuracy
Desirable
- Knowledge of medical staffing processes, rota rules or HR policies
- Experience supporting workforce reporting or establishment data
Experience
Essential
- Experience of working in a busy administrative or office environment
- Experience of handling confidential or sensitive information
Desirable
- Experience of working within Medical Staffing, Medical HR or an NHS workforce service
- Experience using ESR, e-rostering systems or locum management systems
Qualifications
Essential
- Minimum of 5 GCSEs (or equivalent), including English and Maths
- NVQ Level 3 or equivalent demonstrable knowledge and experience in Business Administration, HR or a related area
Desirable
- NAMPS training courses
- ECDL or equivalent IT qualification
Person Specification
Skills & Attributes
Essential
- Strong IT skills, including use of spreadsheets, databases and multiple systems
- Excellent organisational and time-management skills
- Ability to prioritise and manage competing demands
- Effective problem-solving skills within defined procedures
- Good communication and interpersonal skills
- Understanding of the importance of governance, compliance and data accuracy
Desirable
- Knowledge of medical staffing processes, rota rules or HR policies
- Experience supporting workforce reporting or establishment data
Experience
Essential
- Experience of working in a busy administrative or office environment
- Experience of handling confidential or sensitive information
Desirable
- Experience of working within Medical Staffing, Medical HR or an NHS workforce service
- Experience using ESR, e-rostering systems or locum management systems
Qualifications
Essential
- Minimum of 5 GCSEs (or equivalent), including English and Maths
- NVQ Level 3 or equivalent demonstrable knowledge and experience in Business Administration, HR or a related area
Desirable
- NAMPS training courses
- ECDL or equivalent IT qualification
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.
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.
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).
