Medical Staffing Assistant (Admin Support)

Job overview

A competent and highly motivated individual is required to provide a high quality, customer focussed service to corporate and divisional teams.

This role is crucial in maintaining and co-ordinating effective systems and processes within the Medical Staffing Department. This is essential for Trust compliance with contractual requirements and all legislative and NHS Employers mandated employment matters for medical staff.

Establishing and maintaining systems and processes is a key part of this role. This is to sustain the provision of comprehensive, efficient, and responsive advice and support service to all stakeholders. You will do this by following appropriate terms and conditions of service, as well as trust policies and procedures. Be responsive and sensitive to the service needs, and importantly, maintain departmental targets and Trust expectations in line with the Departmental & Trust KPIs.

Main duties of the job

This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures.

Possession of the requisite knowledge, strong attention to detail and accuracy is essential for this role. Additionally, excellent communication skills will assist the post holder in maintaining regular contact with junior and senior medical staff, medical staffing rota coordinators and divisional management teams.

Job responsibilities

Key Responsibilities

Assist the Medical Staffing team with administrative tasks, providing administrative support on a team-wide and systems-wide basis.

Provide day-to-day support to users of the systems, analysing, investigating, and resolving problems, errors, and malfunction. Using own judgement on when to escalate to the Assistant Medical Staffing Manager.

Provide system administration and support, ensuring accurate maintenance of data within Health roster, including:

o Addition of new starters, removal of leavers and maintenance of system settings in relation to staff movement

o Allocation of appropriate user access

o Resetting of user passwords

Support the Medical Staffing function in delivery of the Job Planning process for senior medical staff by:

o Supporting with the administration processes for job planning; including timely support for Divisional Management teams in the organisation of key job planning events

o Daily upkeep and Trust-wide support of the electronic job planning software

Undertake routine or ad hoc data validation as directed.

Preparation of other documents to a high and accurate standard, e.g. contracts, job descriptions, policies, procedures, presentations, letters, reports, minutes of meetings and other administrative work.

Keep appropriate statistical records/information as and when required for the Medical Director/Divisional team. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.

Support the Medical Recruitment/Junior Doctor team in relation to the recruitment and induction of junior medical staff as required.

Support the Medical Recruitment/Junior Doctor team in relation to the distribution and collection of monitoring returns.

Key Responsibilities

Assist the Medical Staffing team with administrative tasks, providing administrative support on a team-wide and systems-wide basis.

Provide day-to-day support to users of the systems, analysing, investigating, and resolving problems, errors, and malfunction. Using own judgement on when to escalate to the Assistant Medical Staffing Manager.

Provide system administration and support, ensuring accurate maintenance of data within Health roster, including:

o Addition of new starters, removal of leavers and maintenance of system settings in relation to staff movement

o Allocation of appropriate user access

o Resetting of user passwords

Support the Medical Staffing function in delivery of the Job Planning process for senior medical staff by:

o Supporting with the administration processes for job planning; including timely support for Divisional Management teams in the organisation of key job planning events

o Daily upkeep and Trust-wide support of the electronic job planning software

Undertake routine or ad hoc data validation as directed.

Preparation of other documents to a high and accurate standard, e.g. contracts, job descriptions, policies, procedures, presentations, letters, reports, minutes of meetings and other administrative work.

Keep appropriate statistical records/information as and when required for the Medical Director/Divisional team. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.

Support the Medical Recruitment/Junior Doctor team in relation to the recruitment and induction of junior medical staff as required.

Support the Medical Recruitment/Junior Doctor team in relation to the distribution and collection of monitoring returns.