Go back South Warwickshire University NHS Foundation Trust.
Medical Staffing Service Advisor/Administrator
Closing date 16 June 2026.
Full training will be given. Previous admin experience, basic understanding of Microsoft, and good organisational skills and attention to detail are essential.
This is an exciting opportunity to join the SWFT Medical Workforce Team. The successful candidate will join our established team that provides 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 have duties such as: advertising jobs, managing recruitment, processing payroll changes, recording sickness absence, etc. Previous experience in a medical staffing department would be advantageous but not necessary; good organisational skills, the ability to multi‑task, attention to detail and a basic understanding of Microsoft and administrative duties are essential.
This is a fixed term post to cover maternity leave.
Main duties of the job
This is an exciting time to join our expanding Medical Staffing team at South Warwickshire NHS Foundation Trust. Appointees will provide HR and operational support to colleagues across the organisation, focusing on specialist skills and knowledge for Medical and Dental Staff.
Appointees will work alongside Medical Staffing Service leads who have responsibility for one of the areas of the Trust (Medical, Surgical, Family Health or Emergency Medicine), providing specialist knowledge and advice on all areas of medical staffing. They will have a good understanding of the Medical & Dental Terms & Conditions of service and be able to provide expert advice to colleagues.
The post holder will work collaboratively with the Service Lead & stakeholders in their division, providing proactive and innovative resourcing solutions and ensuring consistently good governance is maintained. They will help ensure medical rotas are managed effectively to minimise the use of temporary staffing and improve the experience of medical staff employed in the organisation.
Support will be provided to post holders wishing to pursue further educational opportunities, including, but not limited to, Mary Seacole and CIPD.
Job responsibilities
General Responsibilities:
* Support the Service Leads in the smooth running of operational activities within the Divisions.
* Ensure all rotas are effectively managed to minimise the use of locums.
* Work alongside Service Leads to provide a proactive approach to recruitment and medical workforce issues while maintaining good governance and effective departmental cover.
* Collaborate with the Associate Medical Director for Education and Clinical Tutor to ensure educational requirements/release times are met and trainees' requests are responded to promptly.
Specific Responsibilities:
* Support and advise on specific projects, particularly where related to the posts area of focus.
* Advise on all aspects of medical staffing, working with divisional colleagues to meet safe levels of medical cover in line with Trust requirements.
* Work with Medical Staffing Managers and Service Leads to create rotas compliant with Terms & Conditions of service and satisfying educational and operational needs.
* Flag concerns with medical cover proactively and resolve issues to minimise the requirement for locum cover.
* Use Health Roster for medical staffing activity, ensuring accurate and consistent records.
* Provide temporary staffing support to the divisions, encouraging internal bank over external providers.
* Ensure all medical locum bookings comply with approved framework guidelines and are cost efficient.
* Act as a point of contact for junior doctor queries regarding swaps, annual leave, study leave, etc.
* Work with the Postgraduate Medical Education Manager and GP Lead Employer for Deanery posts, rotations and educational requirements.
* Support Medical Education Managers and Service Leads on junior doctor issues, including risk assessments and return to work interviews.
* Monitor & record sickness absences for medical staff, highlighting to Service Leads where wellbeing meetings are needed.
* Provide advice on Terms and Conditions of Service for all grades of medical staff.
* Support recruitment of medical staff, ensuring timely and effective activity.
* Take responsibility for monthly consistency checks on ESR reports.
* Work with Trust Payroll to ensure efficient payroll service, dealing with queries and pay issues.
* Input payroll information into ESR and manage Inter‑Authority Transfer process with other Trusts.
* Support the Service Manager in inducting new doctors to the Trust.
* Support Medical Staffing Managers in ensuring the Trust complies with IR35 rules.
* Provide data for national returns relating to Medical Staffing.
* Have operational knowledge of Health Roster and assist in rolling out junior doctor rotas.
* Carry out any other commensurate duties associated with this role and/or as requested by Medical Staffing managers.
Person Specification
Qualifications
* NVQ level 3 or equivalent experience.
* CIPD Level III Qualified or working towards CIPD accreditation.
Experience
* Good knowledge of national terms and conditions of employment for Medical Staff in training and Trust Grade Medical Staff.
* In‑depth knowledge of Working Time Directive as it relates to medical staff and New Deal remuneration terms for junior Medical Staff.
* Substantial experience working within an HR environment.
* Experience managing workflow.
* Experience and knowledge of relevant legislation regarding NHS pre‑employment checks.
* Awareness of relevant Employment legislation including Maternity/Paternity leave and sickness absence.
* Experience of reviewing and implementing procedures and processes.
* Experience of rota development and review.
Skills
* Experience using Allocate HealthRoster.
* Experience using the Electronic Staff Record (ESR) system.
* High analytical skills.
* Ability to plan and readjust work in response to changing and tight deadlines.
* Competence in IT systems including Allocate/Health Roster, MS Word, MS Excel.
* Ability to influence and negotiate to manage change effectively.
* Understanding of Temporary Staffing, Direct engagement and IR35 regulations.
Personal Qualities
* Assertive and confident.
* Self‑motivated.
* Working knowledge of Excel, Word and office software.
* Ability to work flexibly to tight deadlines.Ability to manage own time effectively.
* Ability to develop and maintain good working relationships.
* Logical and analytical attitude.
* Methodical.
Other
* Participate in the Medical Workforce team weekend on‑call rota.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.
South Warwickshire University NHS Foundation Trust
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