Medical Staffing Assistant

2 months ago

Wakefield, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

Job summary

A competent and highly motivated individual is required to provide a high quality, customer focussed service to corporate and divisional teams.

The position is responsible for the day to day recruitment and retention of Medical and Dental Staff. The position requires an enthusiastic, diligent and process driven team player.

Possession of the requisite knowledge, strong attention to detail and accuracy is essential for this role. Additionally, excellent communication skills will assist the post holder in maintaining regular contact with junior and senior medical staff, medical staffing rota coordinators and divisional management teams.

Main duties of the job

Thepost-holder will be required to provide a comprehensive recruitment and HRadministrative service for medical staff within Mid Yorkshire Teaching NHS Trust inaccordance with Trust policies and procedures.

Thispost requires a self-motivated and professional individual with the confidenceand ability to work on their own initiative or as part of a team withinstandard operating procedures.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

To deliver a cost-effective and professional recruitment and pre-employment checking service for Medical Staff in line with Trust Policy, legislative, statutory and NHS Employers mandatory requirements.

To undertake a range of recruitment duties from the point of advertising a vacancy to the collation of pre-employment checks. This will include placing adverts on ESR/NHS jobs and in journals, using the functionality of NHS Jobs to co-ordinate short-listing and interview invitations, arranging interview panels, dealing with pre-employment checks in line with Trust procedures and NHS Employment Checks Standards.

To prepare contracts of employment for approval and signature.

To ensure post addressed to Medical Recruitment is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail.

Act as a focal point for medical recruitment enquiries. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with service users, external bodies/agencies and internal staff of all levels by a variety of means face to face/phone/e-mail/letter/faxes on a daily basis. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate to the Medical Staffing Officer. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints.

Assist the Medical Staffing team with administrative tasks, utilising IT systems or ensuring paper and electronic forms are completed and collated in a timely manner in line with service specific standard operating procedures.

To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators.

To arrange interview panels, schedules, venues (equipment and facilities) and resolve any procedural issues as required.

Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs.

Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures.

Undertake routine or ad hoc data validation as directed.

Preparation/circulation of documentation for interviews within prescribed timescales.

Preparation of other documents to a high and accurate standard, contracts, job descriptions, policies, procedures, presentations, letters, reports, minutes of meetings and other administrative work.

Preparation of orders and receiving of goods/services in order to maintain efficient running of the service.

Keep appropriate statistical records/information as and when required for the Medical Director/Divisional team. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.

To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures.

To participate in meetings and appropriate Committees; to provide administrative support by taking minutes, as and when required.

To be responsible for the confidential management of records and ensure that all correspondence is acknowledged and responded to within standard operating procedures.

The post holder will give relevant assistance and training as and when required to support all colleagues.

To carry out general administration duties and provide administrative assistance, as required.

To send and receive faxes in a safe haven environment as per Trust policy.

Person Specification

Qualifications

Essential

Sound educational background (4 GCSEs, grade C or above). Commitment to undertake training essential to the requirements of the job.

Desirable

IT qualifications ECDL. RSA Level 3 typing/word processing or equivalent qualification or experience.

Personal Attributes

Essential

Confident. Calm under pressure. Flexible approach to working arrangements. Strong attention to detail and accuracy. Self motivated. Professional appearance.

Other

Essential

Adaptable and flexible according to the demands of the service. Understanding of need to maintain confidentiality.

Experience

Essential

Experience and knowledge of multi-disciplinary team working. Administrative/clerical experience. Experience of good customer or patient care. Currently working with computer software programmes such as Microsoft Office, e-mail and internet (competent working knowledge of all Microsoft Office programmes). Experience of scheduling/co-ordination activities and/or resources.

Desirable

Previous NHS administrative role. Experience of working in Medical/NHS Recruitment. Experience with NHS/healthcare software systems (ESR & NHS Jobs). Experience of working with confidential material.

Knowledge and Awareness

Essential

Knowledge of good employment practice and the legislative framework surrounding recruitment. Understanding and knowledge Caldicott/Data Protection Act. Awareness of own limitations.

Desirable

Knowledge of Trust Policies.

Skills and Abilities

Essential

Demonstrate good verbal and written communication skills with team/clients/external agencies, using tact when required. Ability to deal with conflict. Good time management skills. Ability to engage and motivate others. High standard of accuracy. High level of initiative. Flexibility and able to adapt to change. Able to work as part of a team. Strong analytical skills. Ability to establish and maintain effective working relationships.

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