Job overview
The Medical Staffing Team provides a comprehensive, proactive and efficient medical workforce service for the Trust, working with staff at all levels, we support on a range of workforce functions, such as recruitment of Medical and Dental staff, sourcing of locum bank and agency cover, planning and supporting with the Junior Doctor rotations and providing comprehensive administrative support, including the enacting of payroll changes, drafting and issuing contracts and work schedules and responding the general queries or urgent requests.
As a Medical Workforce Officer, you'll be working closely with colleagues and senior stakeholders across the trust to support in their medical workforce needs. You'll be advising staff at all levels on a range of issues and will be instrumental in supporting the trust in the delivery of an efficient and effective medical and dental workforce.
Main duties of the job
As a Medical Workforce Officer, you will be responsible for:
* Recruitment of Medical and Dental staff at all levels
* Sourcing bank and agency locums for vacant short term and long term rota gaps
* Providing the first line of support for general and urgent queries relating to the medical workforce
* Issuing contracts of employment and work schedules
* Checking rota compliance with the Junior Doctor contract, WTD and ETWR
* Processing new starter details on the payroll system (ESR)
* Processing pay enacting changes on the payroll system (ESR)
* Attending various meetings on behalf of the Medical Workforce Team
* Ensuring records are kept up to date and accurate
* Administering extra duty claims and timesheet processing
* Recording medical staff's annual leave on the trusts Health Roster system
* Administrative duties within your area of work
* Supporting in the roll out of various workforce systems
* Supporting colleagues in the team and other workloads within the team when required
Working for our organisation
Established in 2003 East Lancashire Hospitals NHS Trust is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen.
Our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 700,000 patients a year from the most serious emergencies to planned operations and procedures. We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements.
Medical Workforce is a great team to work in and with a number of exciting projects planned over the next 12 months, there has never been a better time to join us. Not only will you work in a friendly and supportive environment, you'll have a great opportunity to develop your knowledge and skills and grown within the NHS.
Detailed job description and main responsibilities
General Duties include:
1. Provide a first-line point of contact and advice on medical workforce queries
2. Deal with first line pay queries/enquiries from Doctors and sign post them if necessary
3. Provide recruitment and associated administration services for medical staff
4. Establish and maintain records, including the entry of data on to ESR (Electronic Staff Record) and the completing and maintaining of medical personal files.
5. Liaise with departments and locum agencies to identify and fill vacant shifts trust wide
6. Administer the monthly ETAD payroll system for medical staff.
7. Check that all extra duty and capacity payments for medics are in line with Trust agreed payments prior to submission to ELFS
8. Liaise with Lead Employers and administer the changeover of junior medical staff.
9. Providing an administration service to support regular processes such as Medical Appraisals and Consultant Job Planning using relevant platform.
10. Administer the monitoring of junior doctor hours for those doctors who are contracted under the 2002 and 2016 terms and conditions of service and ensure sufficient return rates are achieved (100% or more).
11. Provide assistance and support to various tasks as directed by the Assistant Medical Workforce Manager/s, Head of Medical Workforce.
12. Undertake any other duties and responsibilities as deemed necessary by the Head of Medical Workforce or Medical Workforce Manager/s.
Locums duties include:
1. To arrange for the appointment of locum doctors, internal bank staff and agency staff as per Trust policy and guidelines, ensuring that all checks are compliant
2. Liaise with departments and agencies to identify and fill vacant shifts with qualified doctors at reasonable costs ensuring compliance documentation is completed. Ensuring that prices are within the Monitor Agency Price Caps.
3. Obtain relevant over ride forms from the medical director as required.
4. Production of expenditure information on the use of both internal and external locum staff when requested
5. Verify and process the payment of extra duty/capacity list forms for Trust staff, checking and ensuring that correct amount of monies are paid and approved
6. Obtain sickness/leave information from departments for medical staff and record for payroll
7. Maintain trust bank system records of booking for any rota gaps
8. To liaise with Business Manager, Divisional Director and Rota Masters/Co-ordinators regarding any Locum requests as appropriate.
9. To liaise with internal/external Bank doctor and external agencies as and when required to appoint Locum Medical Staff
10. To record Locum booking information which includes shifts details, doctors pay rate, agency commission rate and appropriate budget code for the specialty
11. To check/record, seek authorisation for and process payment of timesheets for Agency doctors through relevant bank and agency systems.
12. To ensure correct pay rates and commission has been charged as per original Locum booking and the correct budget code has been used.
Recruitment duties include:
1. Work with departments to provide effective adverts, job descriptions and person specifications and advertise online through ESR/NHS Jobs/TRAC as appropriate
2. Arrange interviews for all levels of medical staff including coordinating shortlisting, organising panels/rooms and sending interview invites
3. Liaise with Royal Colleges and Executive Directors in arrangements for Consultants Advisory Appointments Committee interview panels, ensuring that all panels are undertaken within the guideline set down by the AAC regulations
4. Attend each AAC panel to give advice to the panel if required
5. Preparing interview packs, attending interviews and checking documentation/taking notes.
6. Be fully aware of the Right to Work rules and apply for Work Visa via the UKVI service where necessary.
7. Complete pre-employment checks (GMC, DBS, References, Occupational Health)
8. Issue appointment letters and contracts in a timely manner and input new starters on to ESR system
9. Support the changeover of doctors in training (ST, GPST, StR, FY1, FY2 and other grades):
* Liaise with Lead Employers and internal Postgraduate Department for information of placements to the Trust
* Contact doctors with induction information
* Attend changeover
* Onboarding of all locally employed doctors and dentists
* Support the department in identifying training vacancies and providing updated information to Medical Workforce Manager/s and Head of Medical Workforce
Systems duties include:
1. Be responsible for updating and maintaining the ESR system for staff information to meet payroll deadlines including:-
* Ensure all new staff are entered onto the system in a timely manner
* Update both personal and job-related information for all staff e.g. change of post, changes of banding, incremental credit, etc.
* Ensure staff are transferred between posts at the relevant time following standard and ad-hoc rotations.
* Ensure that all doctors who are due to leave are terminated from the system to avoid overpayments.
2. Oversee the maintenance of the ESR in use for General Medical Council registrations and Work Permit Holders.
3. Be responsible for the maintaining of the Medical Staff in Post list and passing to department as appropriate.
4. Provide information to the Medical Appraisal team to maintain correct GMC connections and appraisals.
5. Provide administration for regular and ad hoc procedures such as Consultant Job Planning and the Employer Based Awards annual scheme.
Junior Doctor Hours duties include:
1. Assist the Medical Workforce Manager/s in the monitoring procedures for junior doctor hours in line with Department of Health Guidance for those contracted under the 2002 and 2016 Terms and Conditions.
This includes: -
* Preparation of monitoring documentation for distribution in line with the monitoring timetable.
* Ensure that the documentation is distributed to all doctors either by mail or electronically.
* Ensure that monitoring information is returned from junior doctors by the deadline
* Identify breaches of EWTD in real time and escalate to Head of Medical Workforce
* Assistant Medical Workforce Manager/Clinical Director.
General administrative duties include:
1. Be a point of contact for issues relating to Medical Staff and provide advice on medical workforce queries while escalating complex queries/problems as appropriate.
2. To open and prioritise all incoming post and ensure deadlines are met.
3. To assist in the maintenance of the filing systems.
4. Represent the Trust at Medical Recruitment events such as Foundation Training Recruitment Days (annual), GP/ST/STR Recruitment events (annual), recruitment fairs in general (ad hoc).
5. Provide day to day administrative support to the Head of Medical Workforce and or Medical Workforce Manager/s.
6. Provide divisional information as requested by the Head of Medical Workforce and or Medical Workforce Manager/s on all aspects of Medical Workforce e.g. staff in post, appraisal dates, vacancies etc.
7. Assist the Head of Medical Workforce or Medical Workforce Manager/s as necessary in other aspects of the medical workforce function such as Resident Doctor Forum, E-Rostering and other initiatives.
8. To provide other administrative duties commensurate with the grade of the post.
There will be an element of weekend on-call working within the role which is done off-site (remote working), arrangements for weekend on-call working can be discussed in detail in the interview.
Person specification
Qualifications
Essential criteria
* Educated to diploma level or equivalent level of knowledge within this specialised area
Desirable criteria
* Completion of level 3 CIPD
Experience
Essential criteria
* Previous experience of working within a medical workforce department within the NHS
* Experience of medical rotas and EWTD and New Deal
* Experience of dealing with medical agencies and negotiating costs
Desirable criteria
* Experience of ESR, Trac and Allocate systems
* Experience of analysing and presenting data
Knowledge and Skills
Essential criteria
* Knowledge of UKVI regulations and applications for CoS
* Knowledge of NHS Pre-employment check standards and experience of the application checks
* Knowledge of medical workforce and junior doctors rotation
* Understanding the terms and conditions for medical staff
Desirable criteria
* Knowledge of Clinical Excellence Awards
Personal Attributes
Essential criteria
* Ability to prioritise workload whilst working within a demanding service
* Effective planning and organisational skills with the ability to prioritise own workload
* Proven ability to achieve targets and objectives against challenging deadlines
Other
Essential criteria
* Required to work flexibly
* Required to work across the trust sites (RBH and BGH) at times