Medical Workforce Administrator

Job summary

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.

Main duties of the job

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.

About us

St. George's University Hospitals NHS Foundation Trust employs around 9,000 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.

Job description

Job responsibilities

Medical HR Assistant To act as the first point of contact for all medical recruitment enquiries from callers in person, by telephone and email ensuring that correct information is given or directing the individual to the appropriate member of staff. 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.

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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. 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 Trusts equal opportunities policy. Working under the direction of the HR Officer, record and track Disclosure and Baring Service (DBS) applications following offers of employment ensuring that all necessary supporting information has been provided by the new employee. To be responsible for completing the online e-DBS application on behalf of the new employees. Responsible for logging and completing the DBS spreadsheet to track applications in a timely manner and for destroying DBS forms after 6 months. To liaise with candidates regarding pre-employment checks: Occupational Health, DBS clearance, Work Permit applications and confirmation of registration with the General Medical/Dental Council as appropriate, ensuring that all medical staff are appointed in line with NHS Employers standards on safe recruitment for staff in the NHS. 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 Trusts 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 check travel expenses claims forms submitted by interview candidates, to ensure they are in line with the Trusts policy, for authorisation by the Medical HR Manager. 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 and when necessary Attend and participate in team meetings. To report any concerns or complaints to the Deputy Medical HR Manager in the absence of the HR Officers. Responsible for ensuring that all workspaces are maintained in a tidy and professional way and that the requirements of Information Governance, data protection and confidentiality are maintained at all times. Other Duties To have responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirement of the Health and Safety Regulations. To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments. To work in accordance with the Trusts policy to eliminate unlawful discrimination and promote good race relations and diversity in the workplace. To positively promote at all times equality of opportunity in service delivery and employment for patients and staff in accordance with the Trusts policies, to ensure that no person receives less favourable treatment than another on the grounds of sex, martial status, race, religion, creed, colour, nationality, ethnic or national origin, sexual orientation or disability. Promote a positive image of the Human Resources Directorate at all times. To work to the policies and procedures established within St Georges University Hospitals NHS Foundation Trust. Actively participate in the Trusts' Individual Performance Review/KSF outline process Person Specification

Qualifications

Essential

GCSE grade C and above or equivalent level education in Maths and English

Desirable

Certificate in Personnel Practice or equivalent

Knowledge and Experience

Essential

Experience of using Microsoft Office packages, Outlook, Word including Mail Merge Experience of working in an office environment Experience of working to strict deadlines and policies and procedures Minimum two years experience in an administrative role Experience of using databases, Excel, to input and extract information

Desirable

Experience of using on line recruitment Medical Staffing Experience Experience of working in the NHS Knowledge of the Trust's Recruitment and Selection Procedure (this is provided on joining) Knowledge of NHS terms and conditions of service Awareness of Data Protection legislation

Skills and Abilities

Essential

Effective organisational skills, includDemonstrable ability to prioritise conflicting demands, to be adaptable and flexible in approach to working high level of accuracy or attention to detail, ability to organise own workload and work to tight deadlines Ability to use initiative to solve day-to-day operational problems, referring to an HR Officer if necessary Good standard of written English Demonstrable ability to prioritise conflicting demands, to be adaptable and flexible in approach to work

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