HR Medical Resourcing Administrator

Worcestershire Acute Hospitals NHS Trust

This job is now closed

Job summary

Are you a highly organised & detail oriented individual looking to take the next step in your recruitment career? Do you thrive in a fast paced environment where you can make a real impact? If so we want you to join our team as a Medical Resourcing Administrator, where your unique skills & talents will be valued. As a Medical Resourcing Administrator, you will play a vital role in supporting our recruitment processes for our Medical & Dental Staff. You'll have the opportunity to work closely with hiring managers, candidates, and other HR professionals, and you'll use your excellent communication and organizational skills to keep everything running smoothly.

What you'll bring -

Proven experience as a recruitment administrator or similar role, and a deep understanding of the recruitment process
Willingness to learn new tools and technologies
Excellent communication and interpersonal skills, and the ability to build strong relationships with candidates and hiring managers
Strong organizational and multitasking abilities, and a desire to work in a fast-paced, dynamic environment
Ability to maintain confidentiality and work under pressure, and a commitment to upholding ethical and legal standards

Why you'll love working with us -

Competitive salary
Opportunities for career advancement and professional development
Collaborative and inclusive work culture

Main duties of the job

The key purpose of the role is to provide a recruitment service for medical and dental staff at the Trust, together with providing an effective HR service to clinicians, managers and staff.

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

Best services for local people
Best experience of care and best outcomes for our patients
Best use of resources
Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

Date posted

22 May 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

C9365-24-0640

Job locations

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Job description

Job responsibilities

1. 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.

2. Co-ordinate and participate in the effective recruitment of medical staff including the doctor in training change-over programme, ensuring the relevant pre-employment checks have been completed and that medical staff are in post and able to work from their commencement date.

3. Produce accurate and timely documentation specific to the doctor in training change-over; this includes producing work schedules, contracts of employment, and producing adverts, job descriptions, and arranging interviews for any training vacancy recruitment.

4. Co-ordinate the attendance of career grade and Consultant Advisory Appointment Committees. 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.

5. Produce contractual and other employment or payroll documentation, including undertaking assessments of salary,

6. Input, maintain and manipulate data within the software packages used to create rotas, ensuring compliance with working hours limitations, ensuring compliance with national guidance and terms and conditions of service.

7. Advise managers and staff on the removal expenses application process for doctors and ensure that applications are processed timely and in accordance with the appropriate policy.

8. 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.

9. Maintain and update department and personnel records, including the Electronic Staff Record, participating in regular audits.

10. Assist with the review and development of medical staff procedures and identify those areas which can be improved / rationalised.

11. Undertake specific project work relating to current HR practice and protocols as directed.

12. Contribute to the development and improvement of the Medical Staffing systems and processes.

13. Provide cover and support to other colleagues as required.

14. Keep up to date with HR practices and employment law issues through all the appropriate resources, to enable effective delivery of the HR service to the Trust.

15. Be responsible for the safety of information used and sent internally and externally, this will include the safe storage and retrieval of archived material such as payroll and personal data and the management, safety and security of information systems developed in order to provide information and advice.

Job description

Job responsibilities

1. 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.

2. Co-ordinate and participate in the effective recruitment of medical staff including the doctor in training change-over programme, ensuring the relevant pre-employment checks have been completed and that medical staff are in post and able to work from their commencement date.

3. Produce accurate and timely documentation specific to the doctor in training change-over; this includes producing work schedules, contracts of employment, and producing adverts, job descriptions, and arranging interviews for any training vacancy recruitment.

4. Co-ordinate the attendance of career grade and Consultant Advisory Appointment Committees. 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.

5. Produce contractual and other employment or payroll documentation, including undertaking assessments of salary,

6. Input, maintain and manipulate data within the software packages used to create rotas, ensuring compliance with working hours limitations, ensuring compliance with national guidance and terms and conditions of service.

7. Advise managers and staff on the removal expenses application process for doctors and ensure that applications are processed timely and in accordance with the appropriate policy.

8. 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.

9. Maintain and update department and personnel records, including the Electronic Staff Record, participating in regular audits.

10. Assist with the review and development of medical staff procedures and identify those areas which can be improved / rationalised.

11. Undertake specific project work relating to current HR practice and protocols as directed.

12. Contribute to the development and improvement of the Medical Staffing systems and processes.

13. Provide cover and support to other colleagues as required.

14. Keep up to date with HR practices and employment law issues through all the appropriate resources, to enable effective delivery of the HR service to the Trust.

15. Be responsible for the safety of information used and sent internally and externally, this will include the safe storage and retrieval of archived material such as payroll and personal data and the management, safety and security of information systems developed in order to provide information and advice.

Person Specification

Experience

Essential

Recent experience of working in an administrative and clerical role
Recent experience of working in a busy office
Recent experience of using and maintaining databases / spreadsheets
Recent experience of recruitment and selection processes

Desirable

Experience of working in the NHS
Previous Medical Staffing experience, to include working knowledge of AAC processes
Foundation processes, New Deal / EWTD regulations and junior doctors rostering
Experience of Medical Staffing terms and conditions of service and NHS recruitment and retention practices
Previous experience of ESR (Electronic Staff Record)
Supervisory experience

Skills / Knowledge

Essential

Ability to communicate effectively both verbally and in writing to staff at all levels of the organisation
Proficient in the use of Microsoft Office packages Outlook, Excel and Word
Computer literate
Ability to manipulate and present data, particularly numerical data
Ability to analyse information and prepare reports
Good numeracy skills

Qualifications

Essential

Educated to GCSE standard (5 GCSEs or equivalent including Mathematics & English) (or equivalent) in English and Maths
Administrative processes

Desirable

ECDL or equivalent
Degree or equivalent level qualifications
Evidence of further study and personal development

Personal Qualities

Essential

Effective team member
Ability to manage high volume tasks on a regular basis which are at variable stages of completion
Ability to work on own initiative with competing deadlines and manage conflicting demands
Organised and methodical approach to work
Proven ability to produce accurate work and to meet deadlines
Willing to engage with and learn from peers, other professionals and colleagues in the desire to support the most appropriate interventions
Professional, calm and efficient manner
Excellent customer service skills
Attention to detail
Ability to work flexible hours depending on the needs of the service

Person Specification

Experience

Essential

Recent experience of working in an administrative and clerical role
Recent experience of working in a busy office
Recent experience of using and maintaining databases / spreadsheets
Recent experience of recruitment and selection processes

Desirable

Experience of working in the NHS
Previous Medical Staffing experience, to include working knowledge of AAC processes
Foundation processes, New Deal / EWTD regulations and junior doctors rostering
Experience of Medical Staffing terms and conditions of service and NHS recruitment and retention practices
Previous experience of ESR (Electronic Staff Record)
Supervisory experience

Skills / Knowledge

Essential

Ability to communicate effectively both verbally and in writing to staff at all levels of the organisation
Proficient in the use of Microsoft Office packages Outlook, Excel and Word
Computer literate
Ability to manipulate and present data, particularly numerical data
Ability to analyse information and prepare reports
Good numeracy skills

Qualifications

Essential

Educated to GCSE standard (5 GCSEs or equivalent including Mathematics & English) (or equivalent) in English and Maths
Administrative processes

Desirable

ECDL or equivalent
Degree or equivalent level qualifications
Evidence of further study and personal development

Personal Qualities

Essential

Effective team member
Ability to manage high volume tasks on a regular basis which are at variable stages of completion
Ability to work on own initiative with competing deadlines and manage conflicting demands
Organised and methodical approach to work
Proven ability to produce accurate work and to meet deadlines
Willing to engage with and learn from peers, other professionals and colleagues in the desire to support the most appropriate interventions
Professional, calm and efficient manner
Excellent customer service skills
Attention to detail
Ability to work flexible hours depending on the needs of the service