Job overview
Working within the medical workforce team, this post will provide administrative support for junior doctor rotation and recruitment, on-boarding resident doctors at rotations throughout the year, admin support to manage the exception reporting process, and on-going maintenance of the trust schedule library.
In addition to supporting rotation this post will also provide administrative support to the wider medical workforce team, this include admin related to the medical intern programme, completing pre-employment checks with doctors, completing to who it may concern letters and various other admin tasks as directed by the medical workforce team leader.
This is a varied and interesting role which will give the successful candidate an opportunity to develop their knowledge of the medical workforce within the NHS. We are looking for an individual who can work independently and can organise their time to ensure deadlines are met. We are looking for someone who will challenge how we work to ensure we constantly strive to do the best job possible.
You will require excellent administrative and IT skills with experience of using multiple systems.
Main duties of the job
Main duties include the following (this list is not exhaustive and varies throughout the year):
1. Provide admin support to facilitate resident Dr rotations,
2. Undertake pre-employment checks with all new FY1/FY2 doctors (using the TRAC system),
3. Maintain and develop work schedule library and ensure all junior doctors have received their generic work schedule 8 weeks prior to rotation.
4. Input new rotas into E-Rota system to check for compliance with safe working rules and pay.
5. Process travel claims from lead employer doctors
6. Providing admin support to exception reporting process, including setting up new doctor’s accounts on E-rota, acknowledgement of new exception reports, liaison with rota coordinator and directorate contacts to verify reports and confirm outcomes (including notification of any TOIL or monies due to relevant payroll).
7. Be the first point of contact for all queries relating to the junior doctor contract, rotation and exception reporting
8. Arrange and provide admin support for the junior doctor forums including arranging and minuting the meeting,
9. Provide general admin support to medical workforce officers, including completing checks with new doctors
10. Completion of admin related to on-going medical intern program which includes issuing work schedules and providing admin support for training sessions and forums.
Working for our organisation
The Medical workforce function sits within the Workforce and Education Directorate. We work closely with colleagues across the wider HR team including payroll, general recruitment, medical bank, employee services and human resources.
Our offices are based at Preston Business Centre, we expect all the team to participate in the on-site office rota (9-5 pm). Outside of your allocated office day we do support agile working however you would be required to come into the office at least once a week and attend the office when required (particularly in the lead up to rotation and for team meetings). All new starters will be required to spend more time in the office for the first 2-3 months in the post to facilitate training.
Detailed job description and main responsibilities
Please refer to the attached Job description, Person specification for further details on the main duties of the job.
Person specification
Knowledge and Experience
Essential criteria
11. Substantial experience working in an administrative environment
12. Experience of working to tight targets/deadlines
13. Experience of arranging and taking minutes at meetings.
Desirable criteria
14. Experience of rota management and working knowledge of junior doctor 2016 contract/ JDC safe working rules
15. Worked within a medical Staffing environment within in the NHS
16. Experience of using NHS jobs and TRAC recruitment system
17. Experience of recruitment administration and completion of pre- employment checks
18. Experience of working with medical staff within the NHS
Qualifications and Education
Essential criteria
19. Good general education including maths and english