Job summary
We are seeking a highly organised administrator to join our Medical Workforce Team. As the administrator in the team, you will play a vital role in supporting other members of the Medical Workforce Team in addition to the Medical Staff in the Trust.
The Medical Workforce Team offer a highly effecient and effective service for the Trust, handling queries from senior clinicians, medical staff, service teams and external organisations. The team are responsible for a wide variation of tasks, some of which including medical recruitment, booking and onboarding agency locum doctors, medical on call rotas, managing absences, resident doctor rotations and ensuring all medical staff meet necessary compliance (i.e. Appraisal and Revalidation).
This is a hybrid working role but you are required to on site as and when required.
Main duties of the job
1. Provide administrative assistance on an ad-hoc basis as and when required.2. Prepare and update as and when required medical rotas and circulate these to all relevant staff.3. Provide administrative assistance in ensuring all medical doctors are fit to practice and up to date with appraisals and revalidation.4. Ensure agency locum staff are managed and requested, often at short notice. Develop and maintain a system for agency locums and bank staff.5. Responsible for keeping absence records up to date for all medical staff, this includes sickness, annual leave, study leave and special leave.6. Assist with the recruitment and onboarding process for medics, this could include substantive staff, locum staff and junior doctors.7. Responsible for the taking of minutes in meetings involving senior clinicians and board members. To create an official record of decisions, actions, and responsibilities during these meetings.8. Maintain the filing system for personal records9. To participate in ad-hoc Medical Workforce projects.10. Responsible for the induction of new colleagues into department11. To provide HR administrative support for the implementation across the Trust of specified national and Trust initiatives and projects.12. Respond to enquiries in person, by email and over the telephone.13. To undertake other secretarial and clerical tasks as required e.g. opening post
About us
Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting andempowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services, not only via inpatient and primary care settings, but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research and development.
To achieve our goal, we look to recruit high-calibre candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including people with long term conditions and members of our ethnic minority and LGBTQ+ communities.
Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.
Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process.
For further information on CPFT, please visit our website at www.cpft.nhs.uk
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
Communication1. Liaise with internal/external customers, agencies and colleagues2. Information relayed can be sensitive and/or confidential3. Communication will be verbal or via email, fax, web or text
Analytical and Judgemental Skills / Freedom to Act4. Give basic advice/information as appropriate5. Works within established procedures and practices and using own initiatives, seeking advice if necessary6. Where queries arise, consult the Recruitment Project Manager, Recruitment Specialist or Recruitment Administrator
Planning and Organisational Skills7. Prioritise workload according to demands of the department8. Take instruction on workload priority from Recruitment Project Manager & Recruitment Specialist9. Plan working day effectively to ensure Service Level Agreements (SLAs) are met10. Will need to work flexibly as part of the team
Physical Skills11. Standard keyboard skills
Responsibility for Patients / Clients12. Contact with patients will be incidental in a clinical setting, but will be expected to encourage clinical and corporate teams to employ service users as part of Trust policy
Policy and Service Responsibilities13. Will be encouraged to suggest and implement changes to the department to improve efficiencies and productivity
Responsibility for Financial and Physical Resources14. Personal duty of care for all equipment and resources used15. Maintenance of Medical Workforce and Medical Education related resources
Responsibility for Staff16. Participate in the induction and training of medical inductions. Support colleagues who join the team with their onboarding process.
Responsibility for Information17. Responsible for the input of data onto the systems to maintain audit trail18. Ensure confidentiality of information at all times
Physical, Mental & Emotional Effort19. Work will include a mix of sitting, standing and walking20. Attention to detail will be required in order to maintain records accurately and to ensure that documents sent from the department have the correct information21. Rare exposure to emotional circumstances
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
Communication1. Liaise with internal/external customers, agencies and colleagues2. Information relayed can be sensitive and/or confidential3. Communication will be verbal or via email, fax, web or text
Analytical and Judgemental Skills / Freedom to Act4. Give basic advice/information as appropriate5. Works within established procedures and practices and using own initiatives, seeking advice if necessary6. Where queries arise, consult the Recruitment Project Manager, Recruitment Specialist or Recruitment Administrator
Planning and Organisational Skills7. Prioritise workload according to demands of the department8. Take instruction on workload priority from Recruitment Project Manager & Recruitment Specialist9. Plan working day effectively to ensure Service Level Agreements (SLAs) are met10. Will need to work flexibly as part of the team
Physical Skills11. Standard keyboard skills
Responsibility for Patients / Clients12. Contact with patients will be incidental in a clinical setting, but will be expected to encourage clinical and corporate teams to employ service users as part of Trust policy
Policy and Service Responsibilities13. Will be encouraged to suggest and implement changes to the department to improve efficiencies and productivity
Responsibility for Financial and Physical Resources14. Personal duty of care for all equipment and resources used15. Maintenance of Medical Workforce and Medical Education related resources
Responsibility for Staff16. Participate in the induction and training of medical inductions. Support colleagues who join the team with their onboarding process.
Responsibility for Information17. Responsible for the input of data onto the systems to maintain audit trail18. Ensure confidentiality of information at all times
Physical, Mental & Emotional Effort19. Work will include a mix of sitting, standing and walking20. Attention to detail will be required in order to maintain records accurately and to ensure that documents sent from the department have the correct information21. Rare exposure to emotional circumstances
Person Specification
Education/Qualifications
Essential
- Five GCSES Grade A*-C (or equivalent). Must include Maths & English
- NVQ level 3 Business Administration or equivalent relevant qualification or equivalent relevant experience
Desirable
- CIPD qualification or working towards a CIPD qualification level 3
Experience
Essential
- Significant experience of working in an office environment.
Desirable
- Previous experience of working in a Medical Workforce / Human Resources Department
- Previous experience of working within the NHS
Skills, Ability and Knowledge
Essential
- Flexible attitude and the ability to forge new relationships with ease.
- Ability to keep up to date with Trust Policies and Procedures
- Ability to communicate effectively in writing and face to face with a wide range of stakeholders
- Knowledge and understanding of Microsoft apps including Word, Excel and Outlook
Desirable
- Knowledge of Trac and NHS Jobs.
Person Specification
Education/Qualifications
Essential
- Five GCSES Grade A*-C (or equivalent). Must include Maths & English
- NVQ level 3 Business Administration or equivalent relevant qualification or equivalent relevant experience
Desirable
- CIPD qualification or working towards a CIPD qualification level 3
Experience
Essential
- Significant experience of working in an office environment.
Desirable
- Previous experience of working in a Medical Workforce / Human Resources Department
- Previous experience of working within the NHS
Skills, Ability and Knowledge
Essential
- Flexible attitude and the ability to forge new relationships with ease.
- Ability to keep up to date with Trust Policies and Procedures
- Ability to communicate effectively in writing and face to face with a wide range of stakeholders
- Knowledge and understanding of Microsoft apps including Word, Excel and Outlook
Desirable
- Knowledge of Trac and NHS Jobs.
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).
