Medical Staffing Administrator

The Medical Staffing Administrator is a key role within the Care Group's Medical Staffing Team providing operational support on recruitment activities in the delivery of all medical staffing related activities across Neurosciences. The post holder will work closely with the Medical Staffing Manager and all Clinical Leads and Clinical Directors on Recruitment related activities (including observerships and honorary contracts) as well as the Central Recruitment team and Workforce in achieving key performance (KPIs) indicators in these areas.

The key responsibilities of this role will include supporting recruitment activities relating to Medical Staff in neurology and stroke, ensuring an effective and efficient process is followed to on-board them to the Trust. The post holder also plays a key role in developing and monitoring medical staff rotas, identifying gaps and sourcing appropriate cover for these.

RECRUITMENT

• To own the end to end recruitment process for all medical roles and "trouble shoot" recruitment delays to meet the operational priorities
• To work with the clinical teams/ Medical Staffing Manager and ensure all vacancies have been processed through the Trust's Vacancy authorisation process before advertising.
• To ensure all substantive vacancies are advertised at the earliest opportunity to minimise Bank and Agency spend.
• To work with the clinical teams and central recruitment team to set up interviews and support the offer making process.

. ROTA MANAGEMENT

• To work closing with the lead resident doctors to identify in advance gaps in rotas at all levels
• To organise appropriate cover for rota gaps using in-house cross cover or additional duty hours arrangements in the main before seeking approval to source alternate cover
• When necessary, to create bank shifts on Healthroster, and Patchwork and source cover – internally and externally, including checking CVs and liaising with the Clinical Leads to approve appropriate locums, following up to confirm booking as appropriate.

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

Trust Contract Recruitment (Permanent and Fixed Term)

• To own the end to end recruitment process for all medical roles and "trouble shoot" recruitment delays to meet the operational priorities
• To work with the Service Managers to ensure all vacancies have been processed through the Trust's Vacancy authorisation process before advertising.
• To ensure all substantive vacancies are advertised at the earliest opportunity to minimise Bank and Agency spend.
• To work with the clinical teams and central recruitment team to set up interviews and support the offer making process.
• To support recruiting managers with the HR admin processes liaising with candidates where required.
• To facilitate the earliest start date for new employees by liaising with Capita/ candidates to ensure any queries are resolved as soon as possible.
• Process and maintain the Trust's recruitment system for all episodes of recruitment. To coordinate the local on-boarding of new starters and the termination of leavers in line with payroll deadlines to minimise any under or overpayment
• To ensure all new recruits attend corporate induction.
• To coordination the local induction of all new staff ensuring they have the required IT system access and security access.
• Work with the Medical Education team and clinical teams to ensure all new starters have the right level of educational supervision and training packages in place.

Rota Management

• To work closely with the Lead Resident Doctors to identify in advance gaps in rotas at all levels across Neurosciences
• To organise appropriate cover for rota gaps using in-house cross cover or additional duty hours arrangements in the main before seeking approval to source alternate cover
• When necessary, to create bank shifts on Healthroster, and Patchwork and source cover – internally and externally, including checking CVs and liaising with the Clinical Leads to approve appropriate locums, following up to confirm booking as appropriate.
• To provide guidance and knowledge as required to the other members of the Medical Workforce Team to ensure consistency of advice and quality of response to our managers

Locums /Temporary Staffing

• To ensure locum/ temporary medical staff are requested within agreed guidelines.
• To liaise with the Trust's temporary staffing partners and support the clinical teams to screen CVs and confirm/ amend bookings as required.
• To ensure all new starters have a local induction which includes the correct allocation of IT system access and security access.
• In conjunction with the Medical Staffing Manager, to be responsible for inputting approved locum claims and claims for additional working hours on to the Bank Partners system in a timely manner.

Absence Systems Management

• To use and maintain the Healthroster database to ensure that all medical staff annual leave, sickness absence, study leave and Maternity/ Paternity leave is recorded.
• To monitor medical staff sickness, escalating any workforce issues as required and in line with Trust policy.
• To identify gaps and assist in the co-ordination of cover arrangements for the planned absence of medical staff, escalating as required.

Deanery joiners and rotations

• To manage the rotational training programme for allocated service areas including the processing of work schedules in line with set deadlines.
• To support the Trust's Junior Doctors Contract Manager in liaising with the Recruitment Team and HR Services to ensure Doctors in training are on boarded successfully
• Work with the Medical Education team and clinical teams to ensure all new starters to the Trust have the right level of educational supervision and training packages in place.
• Participate in the local level induction programme including dealing with queries from the new starters and any other challenges that may arise.
• Working with the Medical Staffing Managers to produce Less than Full Time schedules for part-time workers to the department.

Honorary and Observer Contracts

• To process all honorary and observer contract requests ensuring that appropriate supervisor has been identified if applicable.
• To ensure that all observers or staff with honorary contracts have ID badge and relevant ICT access as required.
• To ensure that all honorary and observer contracts are terminated when no longer needed.