We are seeking a highly organised administrator to join our Medical Workforce Team. As the administrator in the team, you will play a vital role in supporting other members of the Medical Workforce Team in addition to the Medical Staff in the Trust.
The Medical Workforce Team offer a highly efficient and effective service for the Trust, handling queries from senior clinicians, medical staff, service teams and external organisations. The team is responsible for a wide variation of tasks, some of which include medical recruitment, booking and onboarding agency locum doctors, medical on-call rotas, managing absences, resident doctor rotations and ensuring all medical staff meet necessary compliance (i.e. Appraisal and Revalidation).
This is a hybrid working role but you are required to be on-site as and when required.
Main duties of the job
1. Provide administrative assistance on an ad-hoc basis as and when required.
2. Prepare and update medical rotas and circulate these to all relevant staff.
3. Provide administrative assistance in ensuring all medical doctors are fit to practice and up to date with appraisals and revalidation.
4. Ensure agency locum staff are managed and requested, often at short notice. Develop and maintain a system for agency locums and bank staff.
5. Responsible for keeping absence records up to date for all medical staff, including sickness, annual leave, study leave and special leave.
6. Assist with the recruitment and onboarding process for medics, including substantive staff, locum staff and junior doctors.
7. Responsible for the taking of minutes in meetings involving senior clinicians and board members, creating an official record of decisions, actions, and responsibilities during these meetings.
8. Maintain the filing system for personal records.
9. Participate in ad-hoc Medical Workforce projects.
10. Responsible for the induction of new colleagues into the department.
11. Provide HR administrative support for the implementation across the Trust of specified national and Trust initiatives and projects.
12. Respond to enquiries in person, by email and over the telephone.
13. Undertake other secretarial and clerical tasks as required (e.g., opening post).
Working for our organisation
Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting and empowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services, not only via inpatient and primary care settings but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research and development.
To achieve our goal, we look to recruit high-calibre candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including people with long-term conditions and members of our ethnic minority and LGBTQ+ communities.
Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.
Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, your application form will be rejected from the process.
For further information on CPFT, please visit our website at www.cpft.nhs.uk.
Detailed job description and main responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
Communication
1. Liaise with internal/external customers, agencies, and colleagues.
2. Information relayed can be sensitive and/or confidential.
3. Communication will be verbal or via email, fax, web, or text.
Analytical and Judgemental Skills / Freedom to Act
1. Give basic advice/information as appropriate.
2. Work within established procedures and practices and use own initiatives, seeking advice if necessary.
3. Where queries arise, consult the Recruitment Project Manager, Recruitment Specialist or Recruitment Administrator.
Planning and Organisational Skills
1. Prioritise workload according to demands of the department.
2. Take instruction on workload priority from Recruitment Project Manager & Recruitment Specialist.
3. Plan working day effectively to ensure Service Level Agreements (SLAs) are met.
4. Work flexibly as part of the team.
Physical Skills
1. Standard keyboard skills.
Responsibility for Patients / Clients
1. Contact with patients will be incidental in a clinical setting, but will be expected to encourage clinical and corporate teams to employ service users as part of Trust policy.
Policy and Service Responsibilities
1. Will be encouraged to suggest and implement changes to the department to improve efficiencies and productivity.
Responsibility for Financial and Physical Resources
1. Personal duty of care for all equipment and resources used.
2. Maintenance of Medical Workforce and Medical Education related resources.
Responsibility for Staff
1. Participate in the induction and training of medical inductions. Support colleagues who join the team with their onboarding process.
Responsibility for Information
1. Responsible for the input of data onto the systems to maintain audit trail.
2. Ensure confidentiality of information at all times.
Physical, Mental & Emotional Effort
1. Work will include a mix of sitting, standing and walking.
2. Attention to detail will be required in order to maintain records accurately and ensure that documents sent from the department have the correct information.
3. Rare exposure to emotional circumstances.
Person specification
Education/Qualifications
* Five GCSEs Grade A*-C (or equivalent). Must include Maths & English.
* NVQ level 3 Business Administration or equivalent relevant qualification or equivalent relevant experience.
* CIPD qualification or working towards a CIPD qualification level 3.
Experience
* Significant experience of working in an office environment.
* Previous experience of working in a Medical Workforce / Human Resources Department.
* Previous experience of working within the NHS.
Skills, Ability and Knowledge
* Flexible attitude and the ability to forge new relationships with ease.
* Ability to keep up to date with Trust Policies and Procedures.
* Ability to communicate effectively in writing and face to face with a wide range of stakeholders.
* Knowledge and understanding of Microsoft apps including Word, Excel and Outlook.
* Knowledge of Trac and NHS Jobs.
Here at Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) we are dedicated to providing high-quality care with compassion. We deliver many of the NHS services that are provided outside of hospital and in the community such as physical, mental health and specialist services.
We are a health and social care organisation, offering a wide range of services, including:
* Integrated physical and mental health services for adults and older people;
* Specialist mental health and learning disability services;
* Children’s community services in Peterborough;
* Ground-breaking research.
We strongly encourage applications from all sections of the community, particularly from under-represented groups including disabled people and members of our ethnic minorities and LGBTQ+ communities. For further information about our positive equality, diversity, and Inclusion work, please visit https://www.cpft.nhs.uk/equalityanddiversity.
CPFT is looking to build upon its pool of temporary workers with Temporary Staffing Services (TSS). You will be asked at interview if you would be willing to register with TSS. This is an excellent opportunity for those looking to take on additional hours that are flexible around your personal circumstances.
Please be advised that in line with the WHO Health Workforce Support and Safeguards List, 2020 Cambridgeshire and Peterborough NHS Foundation Trust currently are unable to accept applications from overseas candidates whose country of residence is classed as a ‘Red List’ country.
Applicants who require entry into the UK will be required to provide a valid police certificate from the relevant authority from each country (except the UK) where the applicant has been present for 12 months or more, 10 years before the date of visa application, while aged 18 or over.
If you are successful at interview you will be subject to pre-employment checks, including a DBS (if appropriate), references and Occupational Health. To ensure a smooth process please bring all identity documents to your interview. A list of required identity documents will be attached to your interview invitation.
All communications will be sent to you via TRAC Systems. By applying for this post you are agreeing to CPFT transferring the information contained in this application to TRAC. If you are made an offer, information will also be transferred into the national NHS Electronic Staff Records system.
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