Medical Workforce Officer

Job overview

Are you ready to jumpstart your career in HR and make a real impact in healthcare?

We’re seeking a highly organised and detail-oriented Medical Workforce Officer to join our team. This is a 12 month fixed term role, to cover maternity leave within the team.

In this role, you’ll manage a variety of responsibilities, from recruiting top candidates and preparing interview materials to handling payroll. You'll also need to be adaptable and thrive in a fast-paced environment where priorities can shift. While experience in Medical Workforce isn’t essential, a strong background in recruitment or generalist HR is a must.  We’re looking for someone who’s self-driven, adaptable, and able to manage both routine and unexpected tasks with professionalism and efficiency. Organisation and attention to detail are key, but most importantly, you should be passionate about supporting our team and helping us achieve our collective goals. If you're ready to take on a dynamic role in a supportive, growth-focused environment, this may be the role for you!

Main duties of the job

This role supports the Medical Workforce department in providing a comprehensive employee resourcing, advice, and administration service for all career and training grade doctors.

You will deliver a range of recruitment and HR services ensuring that recruitment processes are carried out in accordance with the Trust’s Recruitment and Selection Policy, and doctors are paid correctly in line with T&C’s.

You will provide advice and guidance to managers on the application of policies and procedures relating to career and training grade doctors including the recruitment process and terms and conditions of service.

Detailed job description and main responsibilities

Recruitment  Will involve working closely with the Medical Workforce Advisor to deliver the below, and will use the TRAC recruitment system.

• Manage the recruitment administration/pre-employment clearance process on a day-to-day basis for your specified areas for Trust doctors (inc international doctors) and Doctors in Training. •    Process all job advertisements ensuring that they are published on TRAC. This will include screening and amending poor adverts, checking and amending job descriptions/person specifications for inaccuracies. •    Ensure the shortlisting is completed and the interviews dates organised in a timely manner by managers. •    Ensure the processing of interview invitations and the prompt distribution of any associated documents. •    Issue offer letters to successful candidates, ensuring they are issued accurately and promptly. •    Request appropriate references for successful candidates and ensure that these are approved by the manager. •    Undertake full pre-employment screening for each applicant in accordance with the 6 NHS Check Standards e.g. DBS, Occupational Health, right to work. •    Identify and record any discrepancies on DBS checks received and ensure the Medical Workforce Manager is aware. Liaise with departmental managers to ensure a risk assessment is completed for these doctors where applicable. •    Resolve work permit/visa/Right to Work issues referring to the Medical Workforce Advisor if required.  •    Liaise with Medical Workforce Advisor to apply for work permits/visas/certificate of sponsorship as required using the SMS (Sponsor Management System).  •    Ensure successful candidates complete the relevant new starter paperwork in advance of starting in post. •    Produce and issue contracts of employment ensuring that these are returned promptly.  •    Request IATs and process onto ESR (Electronic Staff Record database). •    Input new starters onto ESR within Payroll deadlines. •    Provide advice and support applicants and managers with the use of any recruitment paperwork, forms or Trac website. •    Support the Medical Workforce Advisor with the production and distribution of Consultant interview paperwork where necessary.  •    Undertake pre-employment checks only for SAS doctors and Consultants (as required) using the Trac system.

Employee Changes •    Process all employee changes, personal or post related which affect pay (e.g. hours of work, address changes etc) on ESR within the required deadlines, liaising with Payroll as required. •    Produce and issue amendments to contracts of employment pertaining to any changes. •    Terminate leavers on ESR within Payroll deadlines.

DocBank •    Will be responsible for the recruitment of medical bank staff, including assessing CV’s and liaising with departments to gain approval, pre-employment checks and issuing of contracts. •    Manage the NHS recruitment process for approved bank staff, including adding to relevant booking systems, SAMT systems.

Honorary Contracts •    Process the production of honorary contract requests. Including completing pre-employment checks and issuing contracts.

Information and Data Quality •    Ensure recruitment information is accurately updated on the electronic staff records, Trac Recruitment system (including Trac Dashboard), recruitment tracker, and internal data collection systems. •    Undertake regular quality checks and auditing of data presented. •    Contribute to the production of monthly reports.

Other Duties •    Provide advice and information to all grades of doctors on terms and conditions such as maternity leave, annual leave and study leave entitlements, starting salaries, work permits/visas. •    Maintain and update the recruitment tracker/database, and produce information as requested on posts being processed. •    Administer the Allocate system in terms of issuing logins, removing leavers. •    Administer the SAMT (Statutory and Mandatory training) accounts and logins for new starters. •    Undertake association of Smartcards. •    Support the recruitment and on-boarding of IMG’s (International Medical Graduates) •    Complete requests for certificate of employments for medical staff and tenancy/mortgage reference checks. •    Ensure that all unsuccessful applications are duly processed and filed. •    Provide Medical Education with a list of medical new starters each month. •    To participate in the Trust induction of medical starters alongside the medical staffing team. •    Contribute to the monitoring of expiry dates of, and complete actions against monthly GMC/DBS/fixed term contract/maternity reports and updating/amending ESR as required. •    Manage and maintain the process of destroying vacancy files over 6 months old. •    Provide support and guidance to the Medical Workforce Advisor, and other HR staff on the principles of Medical Workforce. •    Attend and contribute to meetings/project work. •    Provide ad-hoc support to the Head of Medical Workforce. •    Have an understanding of New Junior doctor rota rules and compliance. •    To work with the wider HR teams and other colleagues to implement service developments and improvements so as to meet customer needs and the changing requirements of the Trust. •    Review and update Medical HR guidance/SOPs/documents/policies as directed by the Head of Medical Workforce or Medical Workforce Operations Manager. •    Keep up to date with the full range of Medical Workforce issues, attending meeting and training sessions as required.