Guardian of Safe Working Hours Co-ordinator

Job description

Job responsibilities

Purpose of the job

To provide a high quality, central administrative service for the Guardians of Safe Working Hours and the Medical Workforce Team.

To adopt the highest standards of customer care in provision of Medical Workforce services to the general public, staff and managers. To deal with escalated enquiries, dealing with or escalating to specialist teams as necessary.

To undertake a variety of administrative and support processes, accurately maintaining all associated systems and records.

To be responsible for delivering a highly effective administrative service by managing the Guardian of Safe Working Hours email inbox, identifying urgent safety issues and escalating accordingly to the Guardians of Safe Working.

To manage the Allocate systems exception reports, providing contractual advice where required to internal and external staff.

Ensure all new Doctors, both Trust and Deanery are entered onto the Allocate Exception Reporting system and are issued with passwords in a timely manner. Provide advice and training on the system when required.

Calculate pay rates following exception reporting for extra duties and fines and provide information to Payroll team for processing.

Analysing data and producing reports to be circulated to local meetings; JLNC, FMM, LNC and JDF.

To have working knowledge of Doctors and Consultants Terms and Conditions and local policies, being able to comment on the latter and make suggestions for improvements.

To be able to identify rota issues through Allocate and escalate to Medical Compliance Adviser accordingly for action.

Attend the FMM, LNC and JDF meetings providing analytical advice based on reports and answering ad hoc queries relating to Safe working, the Guardians roles within the Trust and the Allocate system.

Providing training and advice for doctors on how to submit an Exception Report and its purpose.

To provide training and advice to managers Trust wide regarding exception reporting.

To support the Guardians of Safe Working Hours run the Junior Doctor Forums.

To assist the Medical Recruitment and Medical Services team when required with inputting new starters into ESR, ensuring high quality and timely processing at all times, in line with department procedures and deadlines.

To assist the Medical Recruitment team when required with managing offer process for successful candidates, ensuring they receive the necessary paperwork and that pre-employment checks are completed as required, in accordance with Trust procedures, following up as required to ensure the recruitment process is carried out as expediently as possible and within the required timescales.

Liaise with the Union, BMA, regarding issues relating to Safe working and WTD rota rules once identified through Exception Reporting

To ensure all workers are employed in accordance with appropriate Trust policies, NHS Employment Check Standards, and current legislation.

To highlight any issues regarding individuals pre-employment checks and ensure they are appropriately managed.

To maintain up-to-date knowledge of employment legislation, Trust policies and strategic developments within the Trust and nationally.

To use several HR systems on a regular basis, including the Electronic Staff Record (ESR), TRAC recruitment system and NHS Jobs.

To make accurate and effective use of computerised office systems to create and revise documents, recording all customer interactions and producing routine reports.

To undertake a variety of administrative and support processes and project work, developing and maintaining written procedures and standards within the team.

To advise managers on operational issues and those relating to terms and conditions of employment, seeking guidance from senior colleagues as necessary.

To be a Registration Authority (RA) Agent for the Trust, supporting smartcard issue and management, including printing cards, PIN unlocking and certificate renewals.

Undertake Trust surveys and internal audits when required.

To undertake data input, photocopying, filing, and typing duties as directed.

To be responsible for maintaining accurate, timely and legible records and files.

To be responsible for the use of physical equipment and to report any defects in equipment as appropriate.

To identify and suggest improvements to new and existing HR Services policies, procedures, and systems. The support the implementation of any process changes.

To provide cross-cover across all areas of HR Operational Services as required (i.e. during periods of absence) and ensure up-to-date awareness of processes and procedures to maintain ability to cover those functions.

To provide ad-hoc support to HR related projects as required, including projects to increase and develop the use of ESR, and to improve current HR processes.

To deputise for the Medical Workforce Compliance Adviser; This includes the provision of effective advice on rotas and visas to internal and external stake holders. To be involved with Medical Workforce planning, arranging departmental meetings, and assisting with co-ordinating deanery doctor intakes. Need to have knowledge of 2016 doctors terms and conditions, immigration law and working time directive.

Person Specification

Qualification

Essential

• A-levels or equivalent qualification/experience

Desirable

• Evidence of continuing professional development

Experience

Essential

• Experience of HR and/or recruitment processes and procedures for at least 12 months
• Experience of dealing with large volumes of work with a degree of interruption
• Experience of working in a customer service environment

Desirable

• Experience of working in a Medical Workforce function
• Experience of using the Electronic Staff Record (ESR) system
• Experience of using the NHS Jobs/TRAC/Allocate systems

Skills & Knowledge

Essential

• Ability to manage conflicting priorities and work to tight deadlines and targets.
• Ability to manage a varied, unpredictable, and demanding workload.
• Ability to work to a high level of accuracy and attention to detail.
• Excellent customer service, communication, and interpersonal skills

Desirable

• Knowledge of NHS terminology / procedures
• Knowledge of NHS Employment Check Standards
• Understanding of UK immigration law and work permit regulations
• Knowledge of Guardian of Safe working role and how they support the trust

Special Requirements

Essential

• Ability to travel across Trust sites and to external events / meetings.
• Ability to concentrate for extended periods of time with VDU and desk-based work

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.

Employer details

Employer name

Frimley Health NHS Foundation Trust

Address

Greenwood Offices

Brooke Avenue

Ascot

SL5 7GB

Employer's website

https://www.fhft.nhs.uk/ (Opens in a new tab)