Medical Staffing Administrator

5 months ago

Colchester, United Kingdom East Suffolk and North Essex NHS Foundation Trust Full time

The Medical Staffing Team are looking for an enthusiastic and confident individual to join the Medical Staffing Team supporting Doctors-in-Training starting at our Trust.

The Doctors-in-Training team provides a full and comprehensive service for doctors joining and rotating within our trust.

This role requires a high level of organisation, accuracy and the ability to proactively deal with multiple priorities in a proficient and professional manner.

This will also involve a wide range of administrative duties including setting up doctors on our on boarding systems, obtaining pre-employment checks and entering data onto the NHS Payroll system. You will use databases and systems to maintain accurate records

You will demonstrate substantial administrative experience and outstanding customer services skills.

Knowledge and experience of recruitment processes/procedures or a generalist HR background would be an advantage.

**Main Tasks**:

- To operate the TRAC recruitment system by successfully on boarding Doctors in Training while meeting KPI targets and Employment Check Standards
- Input new doctor information onto the Electronic Staff Record (ESR) system accurately
- To assist in providing Work Schedule information to doctors and Lead Employer
- Ensure all new doctors are set up on the Allocate system

One of the largest Trusts in East Anglia, East Suffolk and North Essex NHS Foundation Trust (ESNEFT) provide hospital and community health services to people living across a wide geographical area. We deliver care from two main hospitals in Colchester and Ipswich, six community hospitals and in patients’ own homes. You will be joining a team of almost 12,000 amazing colleagues providing care to approximately a million people.

Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (if applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services. We offer a range of flexible working opportunities.

Our philosophy is thatTime Mattersto everyone. Across the Trust, we concentrate on improving the things we do and removing those which do not work or cause time delays for our staff and patients.

To support our employees to achieve their career aspirations you may be eligible to obtain a qualification via an apprenticeship. All successful applicants will be required to undertake a skills review to facilitate this. For full details please see the attached Apprenticeship Handbook.

If you are passionate about patient care and want to develop your skills and knowledge then we are keen to hear from you.

**Main Tasks**:

- To operate the TRAC recruitment system by successfully on boarding Doctors in Training while meeting KPI targets and Employment Check Standards
- Input new doctor information onto the Electronic Staff Record (ESR) system accurately
- To assist in providing Work Schedule information to doctors and Lead Employer
- Ensure all new doctors are set up on the Allocate system

**Key Responsibilities**:
Communications
- To provide a professional, confidential and efficient service within the Medical Staffing Team.
- Be a first point of contact for the team, responding to queries within your knowledge and capability, and filtering others to the correct team member. Ensure that a timely response is given.
- To conduct ID checks of incoming doctors virtually through the TRAC recruitment system
- Liaise with other departments within the Trust to ensure the safe on boarding of new doctors
- To provide starting information to departments of new doctors joining the Trust
- To take incoming calls from doctors reporting absence, referring them to either the Staff Helpline or recording the absence on the Lead Employer’s ESR system.
- To respond to any e-tickets assigned to you, either with an answer or delegating the response to another colleague as appropriate.

Administration
- Setting up new doctors on the TRAC Recruitment System.
- Sending offer letters to incoming doctors and existing doctors who have new appointments
- To take up missing references from the information supplied by HEE
- Administering the employment check process, ensuring we have completed all pre-employment checks before starting with Trust. Regularly chasing all outstanding information.
- Carry out GMC checks for provisional and full GMC registration.
- Set up new employee files recording all starting information, documents and copies of Trac records
- Conduct ID checks obtaining the required documentation to prove their identity and right to work in the UK.
- Issue Work Schedules to individual doctors and the Lead Employer where required meeting contractual targets
- Responding to all incoming communications on Trac, ensuring that all queries are actioned.
- To add new doctors to the induction spreadsheets to ensure a timely and effective induction to the Trust.
- Sending

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