Medical Workforce Assistant (HR / Recruitment Assistant)

Job description

Job responsibilities

EMPLOYEE RESOURCING

To provide and effective recruitment service to the divisions for medical and dental posts. This includes, ensuring appropriate terms and conditions advice, retrieval of appropriate forms and employment checking for the relevant grades/posts.

1. Understanding and working within national guidelines, e.g UKBA processes, Immigration Act compliance, Visa rules, GMC requirements, NHS Employment standards, national medical and dental contracts etc.

2. Using the Trac recruitment system, facilitate the recruitment process for all junior doctors including; planning of interview dates, venues, liaison with the recruiting clinician/manage and attending interview panels when appropriate to support relating to good practice and terms and conditions.

3. To provide support to the Medical Workforce Advisor in relation to the recruitment of Consultants in a timely and efficient manner.4. Review employment status reports to ensure Medical Workforce Key Performance Indicators (KPIs) are adhered to on a monthly basis and action any shortfalls or escalating any concerns as appropriate.

5. To be responsible for the inputting into ESR of all medical and dental employee pay information for new starters, changes to pay details and additional non-pay medical and dental staff. Also to process termination details of medical staff leaving the organisation.

6. To be responsible for securing of pre-employment checks and processing applications for authorisation of Honorary Contracts. This includes liaison with the Medical Director for approval.

7. To provide HR advice on employee relations matters including policy advice, both Trust and Lead Employer policies.

8. To proactively respond to any queries from the Divisions regarding any medical and dental issues.

DOCTORS IN TRAINING

1. To be responsible for the preparation and distribution of rotational information, welcome letters and information packs to all Doctors in Training. This requires liaison with the Lead Employer teams and includes inputting into ESR and Trust system access requests..

2. To work in collaboration with the Medical Education Department to ensure doctors in training are invited to Trust Induction and are aware of Essential Training requirements.

3. Attend all medical Trust induction dates to obtain and verify ID and new starter information to enable access to Trust systems.

4. Support the Medical Workforce Advisor to ensure all non-attendance for Doctors in Training has been input into the Lead Employer ESR system via self-service to meet deadlines.

LOCUMS

1. To liaise with Directorates to assist with locum requirements to ensure the smooth operational running of services.2. To manage and maintain the TempRE locum booking system, adding and removing doctors to the internal locum bank, adding locum shifts and outsourcing to external agencies as appropriate.3. Manage incoming agency locum CVs, checking compliance and forwarding for Clinical approval as appropriate.

4. For security purposes, ensure any booked locums are entered onto the Trusts Electronic Visitors Information System (el-vis).

5. Provide Duty Managers with a weekend handover email relating to any locums booked.6. To be responsible for maintaining the locum database and the logging of all claims. In addition, using Integra to receipt agency invoices and processing internal locum claims in line with various Trust payroll deadlines, e.g, lead employer, university etc.

GENERAL

1. To ensure that administrative tasks and general office duties such as filing and photocopying are carried out in an efficient, timely and professional manner.

2. To maintain and improve general office management systems as necessary in order to provide an effective and efficient Medical Workforce service.

3. For the smooth operational running of the Medical Workforce Service, you will be expected to support with any administrative duties in relation to co-ordinating of; Consultant Interviews, Clinical Excellence Awards, job planning etc on an adhoc basis.

4. Uploading doctors in training information onto the exception reporting system and maintaining relevant access for them, the educational supervisors and the Guardian of safe working hours.

5. Provide job planning system access upon starting for Consultants and SAS doctors and send relevant welcome information to individuals and managers.

6. Take responsibility for own learning and development and keep up to date on all employment related issues and legislation.

7. Operate as an effective team member contributing and assisting other HR departments to maintain service provision where required

The purpose of this document is to act as a guide to the duties, which may be required. It is not an exhaustive list and other duties may be required in accordance with the grade of the post and the competence of the postholder. The job description may be subject to review and change following discussion with the postholder.PURPOSE OF JOB DESCRIPTION

This job description is provided as an outline of the key tasks and responsibilities and is not intended to be an exhaustive list. The job will change over time to reflect the changing needs of the Trust and its services, as well as the personal development needs of the post holder. A flexible approach to work and an ability to prioritise workload is required.

Person Specification

Qualifications

Essential

• Good standard of general education
• Minimum English GCSE or equivalent

Desirable

• Achieve or working towards a CIPD qualification

Knowledge

Essential

• An awareness of office systems and processes
• Working knowledge of Microsoft office and email systems

Desirable

• Knowledge of absence management including sickness and family friendly policies
• Knowledge of medical and dental employment terms & conditions and legislation.

Experience

Essential

• Experience of working in a busy office environment
• Experience of working in a customer focussed environment
• Experience of developing and maintaining databases
• High degree of accuracy and attention to detail

Desirable

• Previous NHS experience.
• Working knowledge of the Electronic Staff Record system (ESR)
• Experience working in a unionised environment.
• Experience of providing HR services.
• Experience of dealing with queries from staff at all levels

Further Training

Desirable

• ECDL qualification.
• Demonstrate through CPD, employment law updates and various other training courses an up to date knowledge of HR practices

Personal Attributes

Essential

• Effective interpersonal skills
• Effective communication skills, both verbal and written
• Self-motivated and well organised
• Ability to prioritise conflicting demands
• Commitment to partnership working
• Commitment to continuing personal/professional development
• Experience of managing a timetable/diary and proactively working to achieve deadlines

Desirable

• Ability to use initiative, work without supervision and problem solve

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.

Employer details

Employer name

The Christie NHS FT

Address

Operational HR - E00427

Wilmslow Road

Manchester

M20 4BX

Employer's website

https://www.christie.nhs.uk/ (Opens in a new tab)