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Admin Assistant-medical Workforce

4 months ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

Band 3

**Main area**
- Corporate - Medical HR

**Grade**
- Band 3

**Contract**
- Permanent

**Hours**
- 37.5 hours per week (Full Time 37.5 hours per week)

**Job ref**
- 164-5496642

**Site**
- City Campus

**Town**
- Nottingham

**Salary**
- £22,816 - £24,336 per annum

**Salary period**
- Yearly

**Closing**
- 17/08/2023 23:59

Job overview

We are excited to recruit for 1 full time administrators to work within the Medical Workforce team based at the City Campus of Nottingham University Hospitals NHS Trust.

You will be a conscientious and enthusiastic team player with good organisational skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure, and will present a professional and polite attitude at all times.

You need to be confident on the telephone, and have a professional approach to customer service. An eye for detail is essential along with a methodical approach to work.

Main duties of the job

Taking calls from absent doctors, liaising with rota co-ordinators and supervisors to ensure the area are aware of staffing levels within agreed timeframes. This can be complex and sensitive in nature at times.

Liaising with HR advisors/supervisors in relation to complex sickness/absence cases to ensure records are kept up to date and provide assurance that absence case management is active.

Conduct return to work interviews over the phone, ensuring that sickness/absence information disclosed is accurately recorded. These conversations require tact and empathy to conduct the conversation in an appropriate manner.

Completing full pre-employment checks, which will consist of liaising with new starters to ensure ID checks are completed in line with Trust policy, references are sought, professional registration is checked and to ensure training and right to work documentation is in place and up to date.

Administering the bank software to activate new starters, deactivate leavers and maintain all active records. Request and book shifts and process payment for shifts worked and liaising with the software provider to highlight any system issues.

Liaise with pay services regarding pay runs, pay queries, new starters and leavers.

Work as a team to ensure that processes are as effective as possible and assisting with implementing new processes to ensure that work flow can be maximised.

Working for our organisation

The Medical Workforce team is a friendly and supportive team which sits within the Human Resources Department. We provide a range of services focused on our doctors. You will be well supported to gain a wide variety of skills and experience.

Detailed job description and main responsibilities

In addition to the above summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert

Person specification

**Qualifications**:
Essential criteria
- NVQ 3/RSA 3 in Administration or Business Administration or equivalent work experience
- GCSE grade C or above in Maths and English or equivalent

Experience

Essential criteria
- Experience of a busy administrative role
- Experience of answering queries over the telephone
- Competent working knowledge of Microsoft Office, specifically excel
- Basic understanding of pre-employment checks

Desirable criteria
- Previous experience of working with medical staff

**Skills**:
Essential criteria
- Able to build working relationships and communicate effectively with a wide range of managers/clinicians/and staff at all levels
- Keyboard skills
- Ability to prioritise a busy workload, working quickly and accurately whilst dealing with a number of on-going issues at the same time
- Able to work on own initiative without continual supervision
- Able to problem solve routine queries and use initiative whilst dealing with constant interruptions
- _________________________________________

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career

**Salary**: The quoted salary will be on a pro rata basis for part time workers.

Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.

At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.

ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and rig