Job summary
- Main area
- Medical Staffing
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Participation in the Medical Staffing on call rota)
- Job ref
- 203-C414
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Warwick Hospital
- Town
- Warwick
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Medical Staffing Service Advisor/Administrator
Band 4
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
Full training will be given – previous admin experience, basic understanding of Microsoft, good organisational skills and attention to detail are essential.
This is an exciting opportunity to join SWFT Medical Workforce Team. The successful candidate will join our established team who provide various HR and specific medical workforce support to managers and medical staff in the trust.
The successful candidate will work collaboratively with their Service Lead and will have duties such as: Advertising jobs, managing recruitment, processing payroll changes, recording sickness absence etc. While previous experience in a medical staffing department would be advantageous, it is not necessary, however good organisational skills, the ability to multi-task, attention to detail and a basic understand of Microsoft and administrative duties are essential for this role.
As well as the above, one of the primary duties of this role is to help ensure the junior doctor rotas for your division are maintained and managed efficiently to promote patient safety. You will work closely with your Service Lead to help coordinate the rotas and will be responsible for approving annual leave and sourcing appropriate locum cover via bank or agency when necessary. As previously mentioned, training will be provided to the successful candidate, and this is a great opportunity for those who want to progress further in the NHS into roles such as Operational Management.
Previous applicants need not apply.
Main duties of the job
The Medical Staffing team at SWFT are striving to implement innovative people management and resourcing strategies across the organisation to aid recruitment and retention, reduce costs and promote patient safety.
The successful candidate will be expected to support and promote these goals, particularly where they relate to their area within the organisation. Innovations and suggestions will be welcomed and encouraged, particularly those that align with Trust strategy.
The Medical Staffing team provide on-call support to the organisation on weekends and bank holidays, to help resolve urgent staffing needs and maintain patient safety.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
General Responsibilities
To support the Service Leads in the smooth running of operational activities within the Divisions. To help ensure that all rotas are effectively managed to minimise the use of locums.
Work alongside Service Leads to provide a more proactive approach to recruitment and medical workforce issues whilst maintaining good governance and effective departmental cover.
In collaboration with the Associate Medical Director for Education and Clinical Tutor ensure that educational requirements/release times are met, and trainees’ requests are responded to promptly.
Specific Responsibilities
Support and advise on specific projects which may arise, particularly where these relate to the posts’ area of focus.
To support and advise on all aspects of medical staffing, in particular giving advice and working with divisional colleagues in order to meet safe levels of medical cover in line with Trust requirements.
To work in conjunction with the Medical Staffing Managers and Service Leads to create rotas that are both compliant with Terms & Conditions of service but also satisfy educational and operational needs.
Flag areas of concern with regards to medical cover proactively and in a timely manner and seek to resolve these issues to minimise the requirement for locum cover.
Use of Health Roster for medical staffing activity, ensuring records are maintained accurately and consistently.
Provide comprehensive and proactive temporary staffing support to the divisions, encouraging the usage of internal bank over external providers wherever possible.
To ensure all medical locum bookings are made in accordance with the approved framework guidelines and at the most cost efficient rates.
Act as a point of contact for junior doctor queries and requests regarding swaps/annual leave/study leave etc. – ensuring requests are responded to promptly.
Work with the Postgraduate Medical Education Manager and the GP Lead Employer in relation to Deanery posts, rotations and educational requirements to ensure these are factored into rota management.
Support the Medical Education Managers and Service Leads in junior doctor issues, specifically in supporting risk assessments and return to work interviews.
Monitors & record sickness absences for medical staff, highlighted to Service Leads where wellbeing meetings need to take place.
Provide advice where appropriate on Terms and Conditions of Service for all grades of medical staff, referring to the Service Leads & Medical Staffing managers when required.
Support the recruitment of medical staff, ensuring recruitment activity is done in a timely and effective manner.
Take responsibility for the monthly consistency checks on Electronic Staff Record (ESR) report and notification.
Work in conjunction with the Trust Payroll to ensure an efficient payroll service is provided including dealing with queries and other pay issues.
To input payroll information into ESR and manage the Inter Authority Transfer process with other Trusts.
Support the Service Manager in the induction of new doctors to the Trust.
Support the Medical Staffing Managers to ensure the Trust complies with IR35 rules.
Provide data as requested to assist with any national returns relating to Medical Staffing.
To have operational knowledge of Health Roster and where appropriate assist in the roll out of junior doctor rotas to maintain ongoing compliance.
To carry out any other commensurate duties associated with this role and/or as requested by Medical Staffing managers.
Person specification
Qualifications
Essential criteria
- NVQ level 3 or equivalent experience
Desirable criteria
- CIPD Level III Qualified or working towards CIPD accreditation
Experience
Essential criteria
- Good knowledge of the national terms and conditions of employment for Medical Staff in training and the parameters of Trust Grade Medical Staff
- In depth knowledge of Working Time Directive as it relates to medical staff and the New Deal remuneration terms for junior Medical Staff
- Substantial experience of working within a human resources environment
- Experience of working as part of a team
- Experience of managing workflow
- Experience and knowledge of relevant legislation with regards to NHS pre-employment checks
- Awareness of relevant Employment legislation including Maternity/Paternity leave and sickness absence
Desirable criteria
- Experience of reviewing and implementing procedures and processes
- Experience of rota development and review
Skills
Essential criteria
- Experience of using Allocate HealthRoster
- Experience of using the Electronic Staff Record (ESR) system
- High analytical skills
- Ability to plan and readjust work in response to changing and tight deadlines
- Excellent customer services skills
- Competence in the use of IT systems that must include Allocate/Health Roster, MS Word and MS Excel
Desirable criteria
- The ability to influence and negotiate to manage change effectively
- Understanding of Temporary Staffing including Direct engagement and IR35 regulations
Personal
Essential criteria
- Assertive and confident
- Self-motivated
- Working knowledge of Excel, Word and other office based software
- Ability to work flexibly to tight deadlines
- Can manage own time effectively
- Ability to develop and maintain good working relationships
- Attention to detail
Desirable criteria
- Logical and analytical attitude
- Methodical
other
Essential criteria
- Participate in the Medical Workforce team weekend on-call rota
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Debbi Briscoe
- Job title
- Medical Staffing Manager
- Email address
- [email protected]
- Telephone number
- 01926 495321
- Additional information
Tel: 01926 495321 ext 3154
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