Job summary
This post is to support the Medical HR function to deliver an effective and responsive medical staffing service. The post holder will support with E-rostering, rota management and HR medical terms and conditions as well as additional admin tasks.
The successful candidate will be expected to gain a basic understanding of the day-to-day rostering of medical staff in order to answer daily staffing questions in the absence of the rota coordinator. Support with the maintenance of the E-roster system (Allocate) by inputting new starters, user maintenance and updating documents on the system and answer queries from system users.
Main duties of the job
The main responsibility of this role is to ensure that the eRoster is kept up to date with accurate information for the medical workforce including accurate input of:
- GMC information
- personal information
- employment history such as start dates
- annual leave entitlement
- Job plan information
About us
Liverpool Women's NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm new-borns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes us the specialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving its services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women's NHS Foundation Trust is a great place to work using the links below:
Video: https://vimeo.com/556197652
Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Job description
Job responsibilities
Responsibilities Include:
- To assist with the gathering of information required for the continued management of the e-rostering system
- To provide first line support and technical advice for service users
- Support the training of service users including new starters
- Set up user accounts and passwords
- Support Divisional Managers and Clinical Directors with E-Job Planning
- Input data accurately
- Run reports when required
- Escalate user problems to the external software provider and resolve by working in conjunction with the provider
- Liaise with the outsourced recruitment provider in relation to medical recruitment and contractual changes
- Organise advisory appointment committees (AAC) for medical appointments and assist with the interview process as required
- Maintain and update personal information for all medical staff
- Download and share rotational information with college tutors and rota leads within the required timescales
- Liaise with the post graduate medical educational team providing updates for all new starters including rotational doctors
- Ensure accurate pay information is sent to employing trust within the required timescales
- Assist with the induction of new medical staff including rotational doctors
- Provide guidance to medical staff with regards to annual leave, sick leave and pay and maternity leave in line with Trust policies.
- Raise paperwork for the payment of additional work undertaken by medical staff on a monthly basis to meet payroll deadlines.
- Undertake administrative duties as required, including but not limited to junior forums, medical workforce consistency committees and other such meetings
Job description
Job responsibilities
Responsibilities Include:
- To assist with the gathering of information required for the continued management of the e-rostering system
- To provide first line support and technical advice for service users
- Support the training of service users including new starters
- Set up user accounts and passwords
- Support Divisional Managers and Clinical Directors with E-Job Planning
- Input data accurately
- Run reports when required
- Escalate user problems to the external software provider and resolve by working in conjunction with the provider
- Liaise with the outsourced recruitment provider in relation to medical recruitment and contractual changes
- Organise advisory appointment committees (AAC) for medical appointments and assist with the interview process as required
- Maintain and update personal information for all medical staff
- Download and share rotational information with college tutors and rota leads within the required timescales
- Liaise with the post graduate medical educational team providing updates for all new starters including rotational doctors
- Ensure accurate pay information is sent to employing trust within the required timescales
- Assist with the induction of new medical staff including rotational doctors
- Provide guidance to medical staff with regards to annual leave, sick leave and pay and maternity leave in line with Trust policies.
- Raise paperwork for the payment of additional work undertaken by medical staff on a monthly basis to meet payroll deadlines.
- Undertake administrative duties as required, including but not limited to junior forums, medical workforce consistency committees and other such meetings
Person Specification
Qualifications/Training
Essential
- 5 GCSE's or equivalent NVQ 3 in customer care and business administration or equivalent experience in a clerical role
- Proven experience working in a clerical role.
Desirable
- Experience of medical staff / rostering
- Proven experience in a clerical role within the NHS
- Proven experience of staff management.
- ECDL
Knowledge and Skills
Essential
- Knowledge of administrative and management procedures and practices.
- Knowledge of MS Office, Excel and basic keyboard skills
- Excellent communication skills, both verbal and written
- Good communication and interpersonal skills at all levels
- Ability to work as part of a team
- Knowledge of specialist medical terminology
- An efficient and methodical approach
- Awareness of good rostering guidance and medical terms and conditions for both consultant and junior doctors
Desirable
- Experience of eRostering systems
- Understanding of Trust policies and NHS agenda.
- Knowledge of the Trust's rules regarding confidentiality.
- Experience of ESR
- Experience of TRAC
Personal Attributes
Essential
- Detail oriented
- Able to maintain a professional approach when working under pressure.
- Be able to maintain confidentiality
- Good time management skills
- Good organisational skills.
Desirable
- Ability to work flexibly
- Assertive
- Self-motivated and enthusiastic
Person Specification
Qualifications/Training
Essential
- 5 GCSE's or equivalent NVQ 3 in customer care and business administration or equivalent experience in a clerical role
- Proven experience working in a clerical role.
Desirable
- Experience of medical staff / rostering
- Proven experience in a clerical role within the NHS
- Proven experience of staff management.
- ECDL
Knowledge and Skills
Essential
- Knowledge of administrative and management procedures and practices.
- Knowledge of MS Office, Excel and basic keyboard skills
- Excellent communication skills, both verbal and written
- Good communication and interpersonal skills at all levels
- Ability to work as part of a team
- Knowledge of specialist medical terminology
- An efficient and methodical approach
- Awareness of good rostering guidance and medical terms and conditions for both consultant and junior doctors
Desirable
- Experience of eRostering systems
- Understanding of Trust policies and NHS agenda.
- Knowledge of the Trust's rules regarding confidentiality.
- Experience of ESR
- Experience of TRAC
Personal Attributes
Essential
- Detail oriented
- Able to maintain a professional approach when working under pressure.
- Be able to maintain confidentiality
- Good time management skills
- Good organisational skills.
Desirable
- Ability to work flexibly
- Assertive
- Self-motivated and enthusiastic
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
