Medical Workforce Administrator

Cambridgeshire and Peterborough NHS Foundation Trust

We are seeking a highly organised administrator to join our Medical Workforce Team. As the administrator in the team, you will play a vital role in supporting other members of the Medical Workforce Team in addition to the Medical Staff in the Trust.

The Medical Workforce Team offer a highly efficient and effective service for the Trust, handling queries from senior clinicians, medical staff, service teams and external organisations. The team are responsible for a wide variation of tasks, some of which include medical recruitment, booking and onboarding agency locum doctors, medical on-call rotas, managing absences, resident doctor rotations and ensuring all medical staff meet necessary compliance (i.e. Appraisal and Revalidation).

This is a hybrid working role but you are required to be on site as and when required.

Main duties of the job

1. Provide administrative assistance on an ad-hoc basis as and when required.
2. Prepare and update medical rotas and circulate these to all relevant staff.
3. Provide administrative assistance in ensuring all medical doctors are fit to practice and up to date with appraisals and revalidation.
4. Ensure agency locum staff are managed and requested, often at short notice. Develop and maintain a system for agency locums and bank staff.
5. Keep absence records up to date for all medical staff, including sickness, annual leave, study leave and special leave.
6. Assist with the recruitment and onboarding process for medics, including substantive staff, locum staff and junior doctors.
7. Take minutes in meetings involving senior clinicians and board members to create an official record of decisions, actions, and responsibilities during these meetings.
8. Maintain the filing system for personal records.
9. Participate in ad-hoc Medical Workforce projects.
10. Responsible for the induction of new colleagues into the department.
11. Provide HR administrative support for the implementation across the Trust of specified national and Trust initiatives and projects.
12. Respond to enquiries in person, by email and over the telephone.
13. Undertake other secretarial and clerical tasks as required (e.g. opening post).

About us

Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting and empowering them to lead a fulfilling life.

Our clinical teams deliver many NHS services, not only via inpatient and primary care settings, but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research and development.

To achieve our goal, we look to recruit high-calibre candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including people with long-term conditions and members of our ethnic minority and LGBTQ+ communities.

Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.

Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process.

For further information on CPFT, please visit our website at www.cpft.nhs.uk

Job responsibilities

Please refer to the attached job description and person specification for full details of responsibilities.

Communication

1. Liaise with internal/external customers, agencies and colleagues.
2. Information relayed can be sensitive and/or confidential.
3. Communication will be verbal or via email, fax, web or text.

Analytical and Judgemental Skills / Freedom to Act

1. Give basic advice/information as appropriate.
2. Work within established procedures and practices and use own initiative, seeking advice if necessary.
3. Where queries arise, consult the Recruitment Project Manager, Recruitment Specialist or Recruitment Administrator.

Planning and Organisational Skills

1. Prioritise workload according to demands of the department.
2. Take instruction on workload priority from Recruitment Project Manager & Recruitment Specialist.
3. Plan working day effectively to ensure Service Level Agreements (SLAs) are met.
4. Work flexibly as part of the team.

Physical Skills

1. Standard keyboard skills.

Responsibility for Patients / Clients

1. Contact with patients will be incidental in a clinical setting, but will be expected to encourage clinical and corporate teams to employ service users as part of Trust policy.

Policy and Service Responsibilities

1. Be encouraged to suggest and implement changes to the department to improve efficiencies and productivity.

Responsibility for Financial and Physical Resources

1. Personal duty of care for all equipment and resources used.
2. Maintenance of Medical Workforce and Medical Education related resources.

Responsibility for Staff

1. Participate in the induction and training of medical inductions. Support colleagues who join the team with their onboarding process.

Responsibility for Information

1. Responsible for the input of data onto the systems to maintain audit trail.
2. Ensure confidentiality of information at all times.

Physical, Mental & Emotional Effort

1. Work will include a mix of sitting, standing and walking.
2. Attention to detail will be required to maintain records accurately and to ensure that documents sent from the department have the correct information.
3. Rare exposure to emotional circumstances.

Person Specification

Education/Qualifications

• Five GCSEs Grade A*-C (or equivalent). Must include Maths & English.
• NVQ level 3 Business Administration or equivalent relevant qualification or equivalent relevant experience.
• CIPD qualification or working towards a CIPD qualification level 3.

Experience

• Significant experience of working in an office environment.
• Previous experience of working in a Medical Workforce / Human Resources Department.
• Previous experience of working within the NHS.

Skills, Ability and Knowledge

• Flexible attitude and the ability to forge new relationships with ease.
• Ability to keep up to date with Trust Policies and Procedures.
• Ability to communicate effectively in writing and face to face with a wide range of stakeholders.
• Knowledge and understanding of Microsoft apps including Word, Excel and Outlook.
• Knowledge of Trac and NHS Jobs.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Cambridgeshire and Peterborough NHS Foundation Trust

£24,071 to £25,674 a year pro rata.