Job summary
An exciting opportunity has arisen to join the University Hospitals of Leicester NHS Trust Emergency Department Medical Staffing team.
The successful candidate will work to provide administrative support to the Emergency Department to ensure that our junior and senior doctors are fully supported and provided with the best experience possible while ensuring the Department staffing is adequate. This includes recruitment, sickness management and rota management.
The successful candidate will be highly motivated, be able to demonstrate a pleasant and professional manner when dealing with doctors and staff alike, be highly organised, be quick to learn and able to work under pressure and independently with minimal supervision. A keen interest in technology is advantageous.
If you have an interest in providing excellent, high quality administration, you always want to go the extra mile and meet the requirements in the person specification, we'd love to hear from you.
Main duties of the job
The post is based at Leicester Royal Infirmary.
The Medical Staffing Leads are accountable to the Medical Staffing Operational Manager, to support the effective and efficient operational management of the Junior Doctors Administration Team, ensuring delivery of high quality patient care services and staff services within the resources available.
- To develop and co-ordinate the delivery of a highly organised and efficient Medical Staffing administrative and clerical service.
- In conjunction with the other Medical Staffing Lead to be responsible for the day to day operational management of the service.
- Support the Operational Manager in the delivery of a quality administrative support service for the Junior doctors ensuring compliance with local, regional and national targets, policies and initiatives. In particular to implement and ensure services are delivered in line with GMC policies and HR processes.
- Maintain and manage an accurate record of Medical Staffs annual leave/ special leave/study leave/sick leave, ensuring appropriate authorisation is given and highlighting any potential/actual difficulties.
We are one of the busiest Emergency Departments in the country. We have our very own Children's Emergency Department and receive excellent feedback from our doctors.
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
Main responsibilities include:
- To develop and co-ordinate the delivery of a highly organised and efficient Medical Staffing administrative and clerical service.
- In conjunction with the other Medical Staffing Lead to be responsible for the day to day operational management of the service.
- Support the Operational Manager in the delivery of a quality administrative support service for the Junior doctors ensuring compliance with local, regional and national targets, policies and initiatives. In particular to implement and ensure services are delivered in line with GMC policies and HR processes.
- In conjunction with the other Medical Staffing Lead, to supervise the Medical Staffing Administrator. Facilitate the continuous provision of high quality administrative support to the service users within the Clinical Management Groups and Divisions. Work with the Operational Manager in providing leadership, direction to the service, whilst developing effective working relationships, efficient practices and a motivated workforce.
- Maintain and manage an accurate record of Medical Staffs annual leave/ special leave/study leave/sick leave, ensuring appropriate authorisation is given and highlighting any potential/actual difficulties.
- To Maintain and manage sickness absence via the SMART On-line system for all medical staff and produce reports when requested. Record sickness when on call and highlight any issues to relevant supervising consultant. Predict vacancies and absences and co-ordinate resignations and maternity/paternity leave cover.
- Check all incoming claims and invoices for accuracy and monitor locum expenditure. Record and submit all invoices to payroll with correct budget code according to speciality.
- Make all necessary arrangements and co-ordinate the agenda for a bi-monthly Junior Doctors Forum/Work force Planning Meeting with a multi-disciplinary Team. Take minutes and distribute. Provide regular feedback on progress with identified issues.
- Lead on recruitment managing the rotation of juniors doctors into and out of the departments. Liaise with the Deanery and HR Services about vacancies and appointments ensuring safe and appropriate staffing numbers at all times.
- Manage the Consultants and Senior Trainees Annual Leave/Study and Professional Leave seeking appropriate approvals were necessary to ensure adequate cover for service delivery.
- Support the management of the Junior Doctors Local Induction every 4 month rotation. This includes ensuring the team have the venue and speakers arranged and have completed all the Induction packs.
See Supporting Documents for a more detailed job description and person specification.
Job description
Job responsibilities
Main responsibilities include:
- To develop and co-ordinate the delivery of a highly organised and efficient Medical Staffing administrative and clerical service.
- In conjunction with the other Medical Staffing Lead to be responsible for the day to day operational management of the service.
- Support the Operational Manager in the delivery of a quality administrative support service for the Junior doctors ensuring compliance with local, regional and national targets, policies and initiatives. In particular to implement and ensure services are delivered in line with GMC policies and HR processes.
- In conjunction with the other Medical Staffing Lead, to supervise the Medical Staffing Administrator. Facilitate the continuous provision of high quality administrative support to the service users within the Clinical Management Groups and Divisions. Work with the Operational Manager in providing leadership, direction to the service, whilst developing effective working relationships, efficient practices and a motivated workforce.
- Maintain and manage an accurate record of Medical Staffs annual leave/ special leave/study leave/sick leave, ensuring appropriate authorisation is given and highlighting any potential/actual difficulties.
- To Maintain and manage sickness absence via the SMART On-line system for all medical staff and produce reports when requested. Record sickness when on call and highlight any issues to relevant supervising consultant. Predict vacancies and absences and co-ordinate resignations and maternity/paternity leave cover.
- Check all incoming claims and invoices for accuracy and monitor locum expenditure. Record and submit all invoices to payroll with correct budget code according to speciality.
- Make all necessary arrangements and co-ordinate the agenda for a bi-monthly Junior Doctors Forum/Work force Planning Meeting with a multi-disciplinary Team. Take minutes and distribute. Provide regular feedback on progress with identified issues.
- Lead on recruitment managing the rotation of juniors doctors into and out of the departments. Liaise with the Deanery and HR Services about vacancies and appointments ensuring safe and appropriate staffing numbers at all times.
- Manage the Consultants and Senior Trainees Annual Leave/Study and Professional Leave seeking appropriate approvals were necessary to ensure adequate cover for service delivery.
- Support the management of the Junior Doctors Local Induction every 4 month rotation. This includes ensuring the team have the venue and speakers arranged and have completed all the Induction packs.
See Supporting Documents for a more detailed job description and person specification.
Person Specification
Training and Qualifications
Essential
- NVQ III or equivalent knowledge or experience
- Knowledge of Medical Staffing and rota management acquired through experience of working in this area
- GCSE Maths and English grade C or above or equivalent
Desirable
- NHS systems and procedures
- Excel, Power point
- Extensive knowledge of EM3
Experience
Essential
- Medical Education administration experience or equivalent
- Understanding of medical terminology
- Experience of working on complex rotas
Desirable
- At least one year working in a large complex organisation
- Line Management experience (minimum of 2 years)
Communication
Essential
- Knowledge of Medical Staffing and rota management acquired through experience of working in this area
- Able to develop strong relationships with medical teams which needs tact and diplomacy
- oAbility to motivate and enthuse others
- oPays attention to accuracy and attention to detail.
Analytical and Judgement skills
Essential
- Able to act on own initiative
- Data analysis skills for complex rotas and clinical information
- Able to work with spread sheets to produce reports
- Have the ability to exercise sound judgement in relation to problem solving and identifying situations requiring further advice
Planning and organisation skills
Essential
- Ability to work on own initiative and as part of a team, remaining calm under pressure
- Able to work unsupervised, on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
- Able to meet deadlines
Person Specification
Training and Qualifications
Essential
- NVQ III or equivalent knowledge or experience
- Knowledge of Medical Staffing and rota management acquired through experience of working in this area
- GCSE Maths and English grade C or above or equivalent
Desirable
- NHS systems and procedures
- Excel, Power point
- Extensive knowledge of EM3
Experience
Essential
- Medical Education administration experience or equivalent
- Understanding of medical terminology
- Experience of working on complex rotas
Desirable
- At least one year working in a large complex organisation
- Line Management experience (minimum of 2 years)
Communication
Essential
- Knowledge of Medical Staffing and rota management acquired through experience of working in this area
- Able to develop strong relationships with medical teams which needs tact and diplomacy
- oAbility to motivate and enthuse others
- oPays attention to accuracy and attention to detail.
Analytical and Judgement skills
Essential
- Able to act on own initiative
- Data analysis skills for complex rotas and clinical information
- Able to work with spread sheets to produce reports
- Have the ability to exercise sound judgement in relation to problem solving and identifying situations requiring further advice
Planning and organisation skills
Essential
- Ability to work on own initiative and as part of a team, remaining calm under pressure
- Able to work unsupervised, on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
- Able to meet deadlines
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).
