Job responsibilities
- Recruitment & Contracts
Provide a key initial contact point for general queries from both medical staff and managers on terms and conditions and other employment matters; to record and deal with such queries, referring as appropriate.
Co-ordinate and participate in the effective recruitment of medical staff for the doctors in training medical change-over, ensuring the relevant pre-employment checks have been completed and that medical staff are in post and able to work from their commencement date.
Produce accurate and timely documentation specific to the doctors in training change-over; this includes producing adverts, job descriptions, arranging interviews.
Responsible for the accurate and timely production of pre-employment documentation, including contracts of employment. To maintain the contract database of those issued and returned, undertaking the quality assurance process.
Co-ordinate the recruitment process for Consultant and career grade staff and conduct quality assurance checks to ensure all aspects of the statutory requirements are adhered to.
Responsible for the co-ordination and attendance of Consultant and career grade Advisory Appointment Committees and other interviews as required. To provide timely and accurate appointment documentation associated with this process and to conduct quality assurance checks to ensure all aspects of the statutory requirements are adhered to.
Manage the monthly update for medical recruitment, working with divisions to instigate overseas recruitment where required. Continuously work with the divisions to fill their vacancies in a timely manner.
Liaise with international permanent recruitment agencies as required to ensure timely communications and adherence to framework requirements and agreed KPIs.
Work with Divisional Teams to develop divisional medical workforce plans with reference to: future capacity planning, service developments, organisational change/development, skill mix, working arrangements and training requirements.
Work with the Divisions to develop recruitment strategies including: advising on best recruitment practices, alternative recruitment methods such as international recruitment, skill mixes and equality and diversity compliance.
Ensure the Medical Resourcing Team complete all pre-engagement checks in accordance with NHS Employers pre-employment check standards and ensure Medical Practise Information Transfer (MPIT) forms are issued and/or obtained for incumbent new medical staff to support the Trust Responsible Officer in discharging their duties under the GMC Responsible Officer Regulations.
Responsible for overseeing salary evaluations to ensure all medical staff commence employment on the correct salary scale with the correct threshold dates, including making salary recommendations.
2. Doctors in Training
Support Divisions to assess rota compliance for all doctors in training and non Consultant/Non Career Grade Trust doctors, including doctors working on a less than full time basis.
Support the induction programme for doctors in training rotations.
Ensure the timely issue of Work Schedules to all doctors in training and support Divisions in the timely issue of personalised rosters in line with best practice guidance
Responsible for ensuring all doctors in training receive their correct salary in accordance with their rotational work schedules, together with the application of pay protection arrangements as set out within the 2016 terms and conditions of service for NHS doctors and dentists in training (England) 2016.
Identify issues arising from the Terms and Conditions of Service Doctors and Dentists in Training 2016 exception reporting processes and ensure the review of work schedules as required.
3. Policies and Processes
Advise managers and staff on the removal expenses application process for Foundation, Specialty and GP doctors and ensure that applications are processed timely and in accordance with the appropriate policy.
Oversee the completion of monthly expiry reports for registration, immigration and fixed term contract reports for medical staff ensuring appropriate action is taken in accordance with agreed timescales.
Assist with the review and development of medical staff procedures and identify those areas which can be improved / rationalised.
Liaise as necessary with outside organisations in respect of professional registration issues, criminal records checks and right to work checks as required by the UKVI, GMC & GDC.
Act as a Level 1 user for UKVI Certificate of Sponsorship (CoS) applications. Ensuring that all CoS applications are submitted in line with UKVI requirements.
Ensure the Trusts website / intranet is kept up-to-date on all medical HR matters.
Responsible for the maintenance and updating of medical staff computerised and manual systems including: job planning, annual leave, UK Visa and Immigration Sponsorship Management System, ESR, Intrepid, NHS Jobs, Equiniti, vacancy spreadsheet, doctors in training changeover spreadsheet.
Act as the day to day contact for GMC/ESR Interface, Health Education West Midlands Intrepid System and the UK Visas and Immigration Department.
4. Employee Relations
Maintain / update personnel records and ESR.
Assist the HR team with the monitoring and analysis of sickness absence for medical staff and be responsible for initiating trigger reports to managers in accordance with the sickness absence policy. On receipt of DNA reports from the Occupational Health Department / Working Well Service responsible for following this up with managers.
Manage requests for overseas salary reviews and act as a conduit between the division and the candidate.
Provide up to date advice and guidance on issues including:
National terms and conditions of service
Immigration regulations
Employment legislation
Trust policies and procedures
Health and safety legislation
European Working Time Directive and national terms and conditions working hours limitations.
Contractual agreements
Pay queries
5. Reports & Projects
Input, maintain and manipulate data within the software packages used to create and monitor doctors in training rotas for the purpose of ensuring compliance with national guidance and terms and conditions of service.
Identifying and reporting vacancies in rotas, alerting Clinical Rota Masters and divisional managers in order to assist with timely recruitment.
Input, maintain and manipulate data within local databases used to monitor medical establishment and report on vacancy position on a regular and ad-hoc basis.
Undertake specific project work relating to current HR practice and protocols as directed.
Assist the Medical Resourcing HR Manager in leading on specific medical workforce projects e.g. international recruitment of medical staff, job planning, non-contract spend for medical staff agency bookings.
Attend regular divisional medical workforce meetings and as necessary provide relevant support by producing data, policies and papers.
Assist the Medical Resourcing HR Manager with Freedom of Information requests.
Provide regular reports to inform and support provision of the service and identify quality/ performance issues which can be improved.
Produce statistical and written performance reports from ESR and other software packages to inform medical HR activity.
Support the Medical Resourcing HR Manager with producing the monthly report for the Workforce Assurance Group.
Co-ordinate returns to external organisations ensuring that the information is accurate and comprehensive.
6. Management of the Medical Resourcing Team
Monitor sickness absence within the Team, resolving issues as and when they arise by undertaking appropriate absence review meetings in line with the sickness absence policy.
Ensure completion of mandatory training and annual appraisal for all members of the Medical Resourcing HR Team.
Ensure that new members of the team receive a comprehensive and welcoming induction programme.
Contribute to the development and improvement of the Medical Staffing systems and processes.
Design and deliver training sessions and written protocols to the Medical Resourcing Team and the wider Trust on Medical HR matters.
Train and supervise the Medical Resourcing Team when dealing with complex issues, taking the lead where necessary.
Assist the HR Officer in supervising and managing all aspects of the Medical Resourcing Team. This will involve day to day management, ensuring that the workload is allocated appropriately within the Team, and ensuring the department is adequately staffed during core hours (9am 5pm).
Ensure that team processes are being complied with by conducting regular ad-hoc audit checks.
