Job summary
Medical Staffing Team Leader37.5 hoursBand 5Permanent
An exciting opportunity has arisen for a Medical Staffing Team Leader to join our Medical Staffing team here at Tameside Hospital. We are a friendly team that is an integral function within the People and OD Directorate. You will be managing our four Rota Coordinators and reporting to the Medical Staffing Manager.
This is a very busy role and would suit someone ideally with experience of working in a medical staffing environment but no NHS experience is needed.
To be successful, you will have a strong focus on customer service, excellent IT skills and the ability to prioritise a busy workload. You will also have the ability to build strong and effective relationships with all your key stakeholders.
The post holder will be part of the Medical Staffing weekend on-call which currently operating on a 1 in 6 weekend rota.
Main duties of the job
Under the direction of the Medical Staffing Manager, you will provide a professional administrative and advisory service to the Medical Staffing Department. The department is responsible for overseeing various aspects of Medical Workforce including locum booking, rota management, job planning, junior doctor rotations, appraisal, revalidation and exception reporting of rotas/DRS system management.
The role will have day to day supervisory and first line management responsibilities for the Medical Staffing team (comprising of four Medical Staffing Coordinators).
The role will oversee the locum booking process ensuring compliance with our internal procedures and the national price caps.
You will also be a key support to the Medical Staffing Manager for the recruitment and retention of Medical Staff across the Trust.
About us
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children.Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
- Safety
- Care
- Respect
- Communication
- Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+& Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
Job description
Job responsibilities
EMPLOYEE RESOURCING
-
To be responsible for identifying and planning timescales for the appointment of the medical workforce and to work proactively with Consultants and Directorates in taking these forward.
-
To work as part of the HR team in assisting in ensuring that all permanent and temporary medical workforce are recruited in a timely manner adhering at all times to any legislative requirements, ie current appropriate GMC registration, DBS Checks, immigration status, Occupational Health clearance, Right to Work etc
-
To be responsible for the recruitment of Honorary Doctors, ensuring that all the required pre-employment checks are undertaken, and offer letters and Honorary Contracts of employment are issued to new appointees
-
To be responsible for maintaining a database of all Junior Doctors rotating from other Trusts and the North West Deanery ensuring that these Doctors have satisfactorily completed all the necessary pre-employment checks
-
To sit and advise on junior doctor interview panels as required
-
To act as secretary on Appointments Committees for Consultants and Specialty Doctors appointments in line with Statutory requirements and to provide advice and assistance to the Appointments Committee
-
To be responsible for ensuring that all records for the medical workforce held on the Electronic Record System (ESR) are accurate and up to date
-
To present at the junior doctor induction session on the corporate induction, ensuring this is continually updated in line with feedback and to reflect current practice
-
To ensure that all Trust policies and procedures are adhered to at all times
-
To provide advice to the medical workforce and Managers on the appropriate terms and conditions of employment for the differing medical grades, including salary, annual leave, sick leave, maternity leave, etc and to have an understanding of the relevant employment legislation
-
To work closely with the Medical Staffing Manager in identifying and driving forward alternative solutions to the on-going medical vacancies in hard to recruit to areas.
SPECIALTY TRAINEES
-
To support the Medical Staffing Rota Coordinators to ensure that rotational doctors receive welcome letters, information and attend induction
-
To liaise with the Lead Employer for Specialty Trainees ensuring that posts are filled
-
To ensure that trainee gaps are covered by solutions that are effective from a clinical and financial perspective.
ROTA MANAGEMENT
-
To oversee the production of all operational medical rotas ensuring they are prepared in a timely manner (at least 3 month in advance) and have divisional approval
-
To work with the Rota Coordinators in order to review the processes regarding rota management in order to maximise productivity
-
To ensure that attendance of medical staff is accurately recorded via Allocate on a monthly basis
-
To oversee the processing of annual leave requests from junior doctors and provide reassurance that all requests are processed within agreed timescales and following process.
LOCUMS
-
To be responsible for the management of the Rota Coordinators in the booking and recording of locums to ensure that in the event that there are no locums available, that managers are alerted to this in a timely manner to allow them to implement alternative plans to maintain patient safety
-
To be responsible for reviewing and distributing guidance for on-call managers in relation to the booking of locums out of hours
-
To be responsible for monitoring and identifying trends and producing reports on locum usage.
e-JOB PLANNING
- To be the Project lead, lead coordinator and first point of contact for e-Job Planning across the Consultant and SAS workforce.
- To analyse and summarise all relevant information (eg progress) from the Allocate job planning system and prepare reports for the Associate Medical Director, and Directorate Managers.
- To coordinate regular job planning meetings with the Associate Medical Director and other key Stakeholders.
- To facilitate and support training sessions when new Doctors join the Trust, or as required.
- To assist the Medical Staffing Manager in the completion of quarterly and annual Job Planning reports.
INFORMATION/FINANCE MANAGEMENT
-
To be responsible for ensuring that the medical workforce lists and databases up to date and distributed accordingly
-
To be responsible for ensuring that accurate personnel records are held, both manual and computerised and archived correctly
-
To be responsible for working in partnership with the Directorates and liaising with Finance to ensure that recharges are made
-
To be responsible for raising requisitions for non stock items and confirming expenditure.
GENERAL
- To initiate action within Policy and guidelines seeking advice as necessary
- To support Medical Staffing Manager with Clinical Excellence Awards, job planning, appraisal, medical revalidation and new initiatives affecting the medical workforces as and when required
- To attend meetings as and when required by the Medical Staffing Manager, to take minutes and produce notes of meetings
- To improve general office management systems as necessary in order to provide a smooth running and efficient service
- Develop and maintain close working relationships with other Trust departments (such as Finance, Recruitment, Payroll and Occupational Health) to secure effective and consistent application of policies and procedures, and achieve effective resolution of problems
- To be responsible for ensuring the distribution of changes to the medical workforce to key departments and Divisions
- Take responsibility for own learning and development and keep up to date on all employment related issues and legislation
- Operate as an effective team member contributing and assisting other departments with duties commensurate to grade to maintain service provision where required
- To be responsible for preparing the agendas, taking and transcribing minutes at the Joint Local Negotiating Committee
- To support the Medical Staffing Manager with the review of policies and procedures relating to Medical Staffing (i.e. Locum Booking Procedure).
SECTION 2- KNOWLEDGE AND SKILLS
- Excellent communication skills, in order to convey information to staff, managers and members of public, some of which may be unwelcome (e.g. that the Trust does not wish to book a doctor)
- To be able to deal with a busy workload with various conflicting priorities. To be able to manage own workload to ensure that all aspects of the role are fulfilled efficiently and effectively.
- To understand and be able to advise managers on key policies relating to the Medical Workforce.
- Ability to type and excellent use of IT systems such as Sharepoint, Word, Excel and Outlook is essential. The ability to use internet sites such as NHS Jobs will be required, as well as the ability to use complex databases where necessary
SECTION 3- EFFORT AND ENVIRONMENT
- Daily concentration required to deal with enquires, to use electronic systems, to type and to input information.
- Work pattern is relatively predictable, however there are frequent interruptions managers and doctors attending the department. There are also frequent telephone calls, which cause the postholder to have to move from one task to another.
- Post requires sitting at desk using PC for long periods of time.
Job description
Job responsibilities
EMPLOYEE RESOURCING
-
To be responsible for identifying and planning timescales for the appointment of the medical workforce and to work proactively with Consultants and Directorates in taking these forward.
-
To work as part of the HR team in assisting in ensuring that all permanent and temporary medical workforce are recruited in a timely manner adhering at all times to any legislative requirements, ie current appropriate GMC registration, DBS Checks, immigration status, Occupational Health clearance, Right to Work etc
-
To be responsible for the recruitment of Honorary Doctors, ensuring that all the required pre-employment checks are undertaken, and offer letters and Honorary Contracts of employment are issued to new appointees
-
To be responsible for maintaining a database of all Junior Doctors rotating from other Trusts and the North West Deanery ensuring that these Doctors have satisfactorily completed all the necessary pre-employment checks
-
To sit and advise on junior doctor interview panels as required
-
To act as secretary on Appointments Committees for Consultants and Specialty Doctors appointments in line with Statutory requirements and to provide advice and assistance to the Appointments Committee
-
To be responsible for ensuring that all records for the medical workforce held on the Electronic Record System (ESR) are accurate and up to date
-
To present at the junior doctor induction session on the corporate induction, ensuring this is continually updated in line with feedback and to reflect current practice
-
To ensure that all Trust policies and procedures are adhered to at all times
-
To provide advice to the medical workforce and Managers on the appropriate terms and conditions of employment for the differing medical grades, including salary, annual leave, sick leave, maternity leave, etc and to have an understanding of the relevant employment legislation
-
To work closely with the Medical Staffing Manager in identifying and driving forward alternative solutions to the on-going medical vacancies in hard to recruit to areas.
SPECIALTY TRAINEES
-
To support the Medical Staffing Rota Coordinators to ensure that rotational doctors receive welcome letters, information and attend induction
-
To liaise with the Lead Employer for Specialty Trainees ensuring that posts are filled
-
To ensure that trainee gaps are covered by solutions that are effective from a clinical and financial perspective.
ROTA MANAGEMENT
-
To oversee the production of all operational medical rotas ensuring they are prepared in a timely manner (at least 3 month in advance) and have divisional approval
-
To work with the Rota Coordinators in order to review the processes regarding rota management in order to maximise productivity
-
To ensure that attendance of medical staff is accurately recorded via Allocate on a monthly basis
-
To oversee the processing of annual leave requests from junior doctors and provide reassurance that all requests are processed within agreed timescales and following process.
LOCUMS
-
To be responsible for the management of the Rota Coordinators in the booking and recording of locums to ensure that in the event that there are no locums available, that managers are alerted to this in a timely manner to allow them to implement alternative plans to maintain patient safety
-
To be responsible for reviewing and distributing guidance for on-call managers in relation to the booking of locums out of hours
-
To be responsible for monitoring and identifying trends and producing reports on locum usage.
e-JOB PLANNING
- To be the Project lead, lead coordinator and first point of contact for e-Job Planning across the Consultant and SAS workforce.
- To analyse and summarise all relevant information (eg progress) from the Allocate job planning system and prepare reports for the Associate Medical Director, and Directorate Managers.
- To coordinate regular job planning meetings with the Associate Medical Director and other key Stakeholders.
- To facilitate and support training sessions when new Doctors join the Trust, or as required.
- To assist the Medical Staffing Manager in the completion of quarterly and annual Job Planning reports.
INFORMATION/FINANCE MANAGEMENT
-
To be responsible for ensuring that the medical workforce lists and databases up to date and distributed accordingly
-
To be responsible for ensuring that accurate personnel records are held, both manual and computerised and archived correctly
-
To be responsible for working in partnership with the Directorates and liaising with Finance to ensure that recharges are made
-
To be responsible for raising requisitions for non stock items and confirming expenditure.
GENERAL
- To initiate action within Policy and guidelines seeking advice as necessary
- To support Medical Staffing Manager with Clinical Excellence Awards, job planning, appraisal, medical revalidation and new initiatives affecting the medical workforces as and when required
- To attend meetings as and when required by the Medical Staffing Manager, to take minutes and produce notes of meetings
- To improve general office management systems as necessary in order to provide a smooth running and efficient service
- Develop and maintain close working relationships with other Trust departments (such as Finance, Recruitment, Payroll and Occupational Health) to secure effective and consistent application of policies and procedures, and achieve effective resolution of problems
- To be responsible for ensuring the distribution of changes to the medical workforce to key departments and Divisions
- Take responsibility for own learning and development and keep up to date on all employment related issues and legislation
- Operate as an effective team member contributing and assisting other departments with duties commensurate to grade to maintain service provision where required
- To be responsible for preparing the agendas, taking and transcribing minutes at the Joint Local Negotiating Committee
- To support the Medical Staffing Manager with the review of policies and procedures relating to Medical Staffing (i.e. Locum Booking Procedure).
SECTION 2- KNOWLEDGE AND SKILLS
- Excellent communication skills, in order to convey information to staff, managers and members of public, some of which may be unwelcome (e.g. that the Trust does not wish to book a doctor)
- To be able to deal with a busy workload with various conflicting priorities. To be able to manage own workload to ensure that all aspects of the role are fulfilled efficiently and effectively.
- To understand and be able to advise managers on key policies relating to the Medical Workforce.
- Ability to type and excellent use of IT systems such as Sharepoint, Word, Excel and Outlook is essential. The ability to use internet sites such as NHS Jobs will be required, as well as the ability to use complex databases where necessary
SECTION 3- EFFORT AND ENVIRONMENT
- Daily concentration required to deal with enquires, to use electronic systems, to type and to input information.
- Work pattern is relatively predictable, however there are frequent interruptions managers and doctors attending the department. There are also frequent telephone calls, which cause the postholder to have to move from one task to another.
- Post requires sitting at desk using PC for long periods of time.
Person Specification
Education/Experiance/Skills
Essential
- Degree level qualification in a HR related subject or equivalent experience
- Experience of a range of HR procedures and practices
- Experience of using any eRostering System
- Excellent interpersonal skills with the ability to communicate effectively at all levels of the organisation and within a multi disciplinary environment
- A high level of tact and persuasive skills that will not antagonise
- Well organised, ability to prioritise workload and meet tight deadlines
- Ability to analyse difficult situations and provide solutions
- Excellent IT skills
Desirable
- Experience of working within a medical staffing function
- Employment legislation and implications for the medical workforce
- Knowledge of medical training structures, the role of the deanery and lead employers for junior doctors.
- Knowledge of EWTD and regulations for junior doctors
Person Specification
Education/Experiance/Skills
Essential
- Degree level qualification in a HR related subject or equivalent experience
- Experience of a range of HR procedures and practices
- Experience of using any eRostering System
- Excellent interpersonal skills with the ability to communicate effectively at all levels of the organisation and within a multi disciplinary environment
- A high level of tact and persuasive skills that will not antagonise
- Well organised, ability to prioritise workload and meet tight deadlines
- Ability to analyse difficult situations and provide solutions
- Excellent IT skills
Desirable
- Experience of working within a medical staffing function
- Employment legislation and implications for the medical workforce
- Knowledge of medical training structures, the role of the deanery and lead employers for junior doctors.
- Knowledge of EWTD and regulations for junior doctors
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
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).
