Job summary
An exciting opportunity has arisen for a Medical Staff Administrator at the University Hospitals Leicester.
The Musculoskeletal and Specialist Surgery (MSS) Clinical Management Group (CMG) is accountable for the delivery of services for the following specialities, Elective Orthopaedics, Trauma, Sports and Exercise Medicine, Ear Nose and Throat, Maxillofacial, Orthodontics and Restorative Dentistry, Ophthalmology, Breast Surgery and Plastic Surgery.
This represents exciting challenges and means that the post holder will need to have an excellent track record of service delivery in a diverse environment. You will need to be a hard-working and enthusiastic individual to join our friendly team based at The Leicester Royal Infirmary.
Main duties of the job
You will support the provision of high quality patient care by efficiently deploying post graduate medical staff into our specialties. This post involves working with locally employed and trainee post graduate doctors along with senior colleagues to administer rotas and provide a full support service to our medical staff.
You will be working in a busy, noisy environment with rapidly changing demands. You will need to manage your own priorities to meet the demands of the service. Excellent communication skills are required at all levels, as is the ability to maintain attention to detail whilst working under pressure
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:o We focus on what matters mosto We treat others how we would like to be treatedo We are passionate and creative in our worko We do what we say we are going to doo We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
Job description
Job responsibilities
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Work closely with the Clinical Director, Heads of Service and Training Programme Director (TPD) to improve working conditions for postgraduate doctors in the CMG. Identify problem areas and agree actions with the Head of Service / General Manager.
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Frequent use of complex electronic systems to plan, co-ordinate and deliver the CMG rotas to ensure safe and effective cover arrangements are in place at all times.
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Work with Locum Bookers to arrange locum cover for absence / vacancies within the agreed protocols for the Trust.
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Proactively monitor allocated doctors for each rotation and bring any vacancies to the attention of the General Manager / Head of Service at the earliest opportunity.
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Support interviews for locally employed doctors in line with Trust policy
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Provide administrative support for the Postgraduate Education and Training functions within the CMG.
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Work closely with Medical Staffing, to compile and adjust rota templates and regularly monitor in line with the Junior Doctors contract / service demands.
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Monitor, maintain and develop systems for accurate recording; of postgraduate doctors' annual leave, sick leave, study leave, ensuring appropriate authorisation is given and highlighting any potential / actual difficulties to the Heads of Service, General Managers and Clinical Director.
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Process claim / payroll forms, ensuring appropriate systems are in place to highlight unsupported claims in line with Trust policy.
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Present update of excessive absences / repeated patterns / concerns to General Managers / Heads of Service / Clinical Director quarterly or as requested.
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Arrange, co-ordinate and take minutes of monthly workforce meetings for all specialities
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Organise and support Admin Registrars regular postgraduate forums within the CMG.
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Monitor attendance registers for training days and bring significant absence to the attention of the Clinical Director.
-
Organise and collate 360 appraisals at the request of the Head of Service.
(please refer to the job description/person specification for full details on the role)
Job description
Job responsibilities
-
Work closely with the Clinical Director, Heads of Service and Training Programme Director (TPD) to improve working conditions for postgraduate doctors in the CMG. Identify problem areas and agree actions with the Head of Service / General Manager.
-
Frequent use of complex electronic systems to plan, co-ordinate and deliver the CMG rotas to ensure safe and effective cover arrangements are in place at all times.
-
Work with Locum Bookers to arrange locum cover for absence / vacancies within the agreed protocols for the Trust.
-
Proactively monitor allocated doctors for each rotation and bring any vacancies to the attention of the General Manager / Head of Service at the earliest opportunity.
-
Support interviews for locally employed doctors in line with Trust policy
-
Provide administrative support for the Postgraduate Education and Training functions within the CMG.
-
Work closely with Medical Staffing, to compile and adjust rota templates and regularly monitor in line with the Junior Doctors contract / service demands.
-
Monitor, maintain and develop systems for accurate recording; of postgraduate doctors' annual leave, sick leave, study leave, ensuring appropriate authorisation is given and highlighting any potential / actual difficulties to the Heads of Service, General Managers and Clinical Director.
-
Process claim / payroll forms, ensuring appropriate systems are in place to highlight unsupported claims in line with Trust policy.
-
Present update of excessive absences / repeated patterns / concerns to General Managers / Heads of Service / Clinical Director quarterly or as requested.
-
Arrange, co-ordinate and take minutes of monthly workforce meetings for all specialities
-
Organise and support Admin Registrars regular postgraduate forums within the CMG.
-
Monitor attendance registers for training days and bring significant absence to the attention of the Clinical Director.
-
Organise and collate 360 appraisals at the request of the Head of Service.
(please refer to the job description/person specification for full details on the role)
Person Specification
training & qualifications
Essential
- Good level of education to NVQ level 3, GSCE or equivalent knowledge and experience
- Working knowledge of office procedures with a minimum of 1 year in an administration role. Experience of working to tight deadlines.
Desirable
- Experience of providing effective customer service & delivery
- Experience of working in the NHS Experience of working with Medirota or equivalent electronic rostering system
Communication & relationships
Essential
- Ability and confidence to converse with senior members of the MSS management team Ability to interact and communicate effectively as part of a multi-disciplinary team. Empathy and understanding of other cultures and beliefs
Desirable
- Experience of working in a diverse, multicultural team
Skills
Essential
- Display logical reasoning skills and show ability to use problem solving techniques
- Fully computer literate Able to work autonomously in a busy, noisy environment
- Able to prioritise own workload effectively and be flexible to the needs of the service.
Desirable
- Experience of working in the NHS Experience of working with Medirota or equivalent electronic rostering system Knowledge of the Junior Doctor Contract
Equality diversity & inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs. All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Person Specification
training & qualifications
Essential
- Good level of education to NVQ level 3, GSCE or equivalent knowledge and experience
- Working knowledge of office procedures with a minimum of 1 year in an administration role. Experience of working to tight deadlines.
Desirable
- Experience of providing effective customer service & delivery
- Experience of working in the NHS Experience of working with Medirota or equivalent electronic rostering system
Communication & relationships
Essential
- Ability and confidence to converse with senior members of the MSS management team Ability to interact and communicate effectively as part of a multi-disciplinary team. Empathy and understanding of other cultures and beliefs
Desirable
- Experience of working in a diverse, multicultural team
Skills
Essential
- Display logical reasoning skills and show ability to use problem solving techniques
- Fully computer literate Able to work autonomously in a busy, noisy environment
- Able to prioritise own workload effectively and be flexible to the needs of the service.
Desirable
- Experience of working in the NHS Experience of working with Medirota or equivalent electronic rostering system Knowledge of the Junior Doctor Contract
Equality diversity & inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs. All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
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).
