Job overview
The Medical HR Administrator is responsible for providing general administration support to the Medical Workforce Team and the Guardian of Safe Working.
The post holder will be expected to work flexibly within the team liaising closely with all members of the Medical Workforce Team, Guardian of Safe Working, Medics and with key stakeholders outside of the Medical Workforce Team.
Main duties of the job
To set up and maintain Allocate records for all Resident Doctors and LED doctors on commencement with The Trust.
Act as a point of contact and liaise with host employers (such as GP practices and Psychiatry placements) to collate sickness information and record on Medics Health Roster.
Run sickness absence reports as required and initiate management action where necessary.
Assist with the general administration of the Consultant / SAS Job Planning system.
To arrange, attend and minute the Resident Doctor Forum quarterly (and any extraordinary meetings that may arise) including sending diary invitations and collating agenda items.
To deal with incoming telephone / MS Teams calls and e-mails via the Medical HR inbox, Answering Medical specific queries, taking clear messages when required and providing information and support as appropriate, referring to other team members where needed.
To assist as required with the Resident Doctors induction held on the 1st Wednesday of the month approximately 6 times per year (early start 7:30 am).
To provide non-complex advice on a range of processes for medical staff.
The work may at times be unsupervised. The postholder will maintain own diary and organise and prioritise own work and report data as required.
To provide cross-cover (appropriate to band) within the Medical HR team, ensuring a seamless and quality service is provided to our stakeholders.
Other associated duties as may be required.
Working for our organisation
We are an acute Trust, rated “Good” by the CQC, with a track record of high performance providing regional and super regional specialist services such as: Burns, Plastics & Reconstructive Surgery, Wessex Regional Genetics Laboratory, Wessex Rehabilitation, Spires Cleft Centre and the Duke of Cornwall Spinal Treatment Centre. We have about 470 beds and employ over 4000 staff.
Detailed job description and main responsibilities
Please see attached Job description and person specification for full details of roles and responsibilities.
Person specification
Education, Qualifications & Training
Essential criteria
1. GCSE’s in Maths and English grade 4 (C) or above
2. Excellent customer service skills; face to face, telephone and via email. With the ability to communicate in a calm, friendly, professional, and courteous manner
3. Experience of prioritising work and responding flexibly, particularly in respect of administration processes with unexpected/ unpredictable changes to work deadlines
Desirable criteria
4. Knowledge of Resident Doctors terms and Conditions
5. Understanding of NHS systems and process, specifically exception reporting
6. Knowledge of Exception reporting
These include but aren't limited to:-
7. Holiday starting at 27 days plus Bank Holidays rising to 29 days after 5 years and 33 days after 10 years for Agenda for Change staff
8. Holiday entitlement for Medical and Dental staff starts at 27 days for Junior/Senior Clinical Fellows, Specialty Doctors and rises to 32 days after 5 years. Consultant entitlement starts at 32 days and rises to 34 days after 7 years
9. An additional day's leave to celebrate your birthday (after 12 months & non contractual) pro rata
10. Access to a career average revalued earnings pension scheme
11. Life assurance if a member of the pension scheme
12. An extensive Health and Wellbeing offer to help you deal with life's challenges
13. Exclusive deals and discounts websites saving you money on everyday purchases, treats for the family, eating out and utility bills for home
14. Cycle to work scheme
15. Uniform provided (where required)
16. On site Day Nursery and Holiday Play scheme
17. On site health and fitness club
18. On site car parking (fee's and restrictions apply)
19. Opportunities to get on - take advantage of our ongoing learning opportunities and training, to help you achieve the job and career you want.
Please note - Due to recent changes in UK immigration and visa rules applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship (or will need sponsorship at the end of a current visa eg those with graduate visa's) should review the eligibility criteria on the gov.uk website before applying