Medical Workforce Administrator

3 months ago

London, United Kingdom St George's University Hospitals NHS Foundation Trust Full time

We have an exciting opportunity for a highly motivated and organised individual to join our team in providing an efficient and professional customer-focused recruitment and administrative service to the trust. You will support the Medical HR Officers in coordinating the high volume of recruitment activities for medical staffing across the Trust.

This is a varied post in a busy environment, in which you will be required to use your own initiative and have a methodical approach to work to manage conflicting demands. You must also be able to communicate effectively with staff at all levels in the Trust.

Applicants must be IT literate, have strong administration skills and be able to prioritise a busy workload.

To provide an efficient and professional administrative service, ensuring that a high standard of customer service is delivered at all times.

To provide assistance and support to the work of the medical staffing team at all stages of the recruitment process as required.

St. George’s University Hospitals NHS Foundation Trust employs around 8,000 staff in a wide range of professions and support roles. The Medical Staffing team is responsible for all medical and dental posts in the Trust.
Main Duties & Responsibilities 1. Medical HR Assistant
- To act at all times as a team member to support the delivery of a high quality human resources service to the medical staff of the Trust.
- To collect, sort, open and date stamp all post and distribute as appropriate.
- To deliver the payroll pouch to the post room for the courier as and when required and maintain records of delivery and receipt.
- To deliver completed OH questionnaires to the occupational health department in a timely manner.
- To help maintain stationery levels, taking into account future recruitment and rotation requirements. Ensure the stationery cupboards are organised and tidy.
- To be responsible for the collection and supply of confidential waste bags.
- To photocopy/scan/file/archive as required, filling the printer and photocopier as appropriate. Ensuring that all files are maintained effectively and the filing cupboards are current and accessible.

- To undertake such duties as may be required from time to time as are consistent with the responsibilities of the grades and the needs of the service.

1. Administration Support to Medical HR Officer
- To provide comprehensive administrative support to the HR Officers as directed which will include sending offer letters, and joining packs, contract amendments, photocopying as directed, andassisting with the recruitment process by attending interviews to provide administrative support to the panel as and when required.
- Proactively anticipating and co-ordinating recruitment activities which include planning and scheduling interviews, organising rooms, confirming interview panels etc.
- Responsible for placing and monitoring job advertisements on NHS Jobs & TRAC and/or within a variety of media, through liaison with the Medical HR Officer.
- To ensure interview packs are made up and correct in line with the agreed time scales.
- Ensuring the shortlisting and interview process adheres to the Trust’s equal opportunities policy.
- Responsible for carrying out right to work checks to ensure genuine documents are provided by applicants using the passport scanner and manual checks as part of the pre-employment process to prevent illegal working.
- Assist the Medical Staffing Team with arrangements / attendance cover for the Medical Staff induction and evening clinics.
- To build and maintain links with the Trust’s Divisions, Occupational Health Department, Payroll Department and Education Centre, attending meetings when required to discuss ways of maintaining and improving the service adapting to change when required.
- To ensure all new starter records are input onto ESR in line with the monthly payroll deadline, in order for salaries to be paid correctly.
- To be responsible for ensuring all filing is up to date both for junior doctors and consultants, ensuring that all relevant documents are filed on personal files and can be easily retrieved. To ensure that all files are kept in strict alphabetical order, and files for doctors who have left the Trust are filed in the leavers section in the main filing room.
- To issue honorary contracts for all grades of medical staff and provide the administrative support for all Clinical Observerships, liaising with the clinical division areas, and the Education Centre when appropriate, after all appropriate checks have been carried out.
- Responsible for inputting basic details on ESR for all honorary medical staff and keeping an accurate record.
- Responsible for drafting confirmation of employment letters for all grades of medical staff as and when required, for signing by the Medical HR Officer.
- To cover for colleagues as needed and to perform any other duties appropriate to the grade.
- To assist the HR Officers in their administrative tasks as

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