Job Overview
The Medical Workforce Assistant - Guardian of Safe Working Hours role provides high‑quality administrative support within the Medical Workforce team, with a primary focus on the Guardians of Safe Working Hours function.
The role acts as the first point of contact for enquiries, manages key inboxes and systems, and ensures accurate reporting and record‑keeping.
Working closely with HR colleagues, the post holder supports a range of processes across the employee lifecycle, contributes to meetings and project work, and helps maintain compliance with employment standards, information governance, and safe working practices for our doctors.
We are looking for someone who is highly organised, accurate and confident managing a busy and varied workload. Strong communication and customer‑service skills are required to act as the first point of contact for enquiries, alongside the ability to prioritise, problem‑solve and work independently when needed. Competence with Microsoft Office and HR systems is important, as is a keen eye for detail when maintaining records, producing reports and supporting exception reporting processes.
Visa Sponsorship
This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the right to work in the UK for the full duration of the contract.
Detailed Job Description And Main Responsibilities
* Act as first point of contact for Guardian of Safe Working Hours enquiries and manage shared inboxes.
* Administer the Allocate Exception Reporting system and produce routine reports.
* Provide administrative support for Guardian of Safe Working Hours meetings.
* Maintain accurate records, documents and HR systems including ESR and Allocate.
* Carry out general administrative tasks such as data entry, filing and document preparation.
* Support managers with basic HR queries, escalating when needed.
Person Specification
Qualifications
* Good general education (5 GCSEs or equivalent at C or above) or equivalent experience.
Experience
* Experience of working as part of a team.
* Experience of working in an office environment / administrative role.
* Experience of working in a customer service environment.
Desirable Experience
* Experience of working within Human Resources.
* Experience of using the Electronic Staff Record (ESR) system.
* Experience of using Allocate system.
Skills & Knowledge
* Excellent organiser and planning skills.
* Excellent customer service, communication and interpersonal skills.
* Ability to manage conflicting priorities and work to tight deadlines and targets.
* Ability to manage a varied, unpredictable and demanding workload.
* Ability to work under own initiative.
* Ability to work to a high level of accuracy and attention to detail.
* Knowledge of records management, information governance and data protection.
* Experience of using Microsoft Office applications (i.e. Word, Excel, Outlook).
Desirable Skills & Knowledge
* Knowledge of NHS terminology / procedures.
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