Job summary A competent and highly motivated individual is required to provide a high quality, customer focussed service to corporate and divisional teams. This role is crucial in maintaining and co-ordinating effective systems and processes within the Medical Staffing Department. This is essential for Trust compliance with contractual requirements and all legislative and NHS Employers mandated employment matters for medical staff. Establishing and maintaining systems and processes is a key part of this role. This is to sustain the provision of comprehensive, efficient, and responsive advice and support service to all stakeholders. You will do this by following appropriate terms and conditions of service, as well as trust policies and procedures. Be responsive and sensitive to the service needs, and importantly, maintain departmental targets and Trust expectations in line with the Departmental & Trust KPIs. Main duties of the job This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures. 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. About us We provide care and support to over a million people in Wakefield and Kirklees in their homes, community settings and across our three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield). Always striving for excellence, we are at the forefront of innovation and research, and we invest in teaching and the development of our workforce. We live by our values of caring, improving, being respectful and maintaining high standards. We listen and learn because we aim to make Mid Yorkshire the best place to work and receive care. We value diversity and welcome talent and enthusiasm irrespective of age, disability, neurodivergence, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances including providing unpaid carers support to someone with a health and care need. As ethnic minority groups, members of the LGBTQ community, and people with a disability/neurodivergence are currently under-represented across the organisation, we encourage applications from members of these groups. We have policies and procedures to ensure all applicants are treated fairly and consistently. We are proud of our staff networks - who offer valuable guidance and feedback from those with lived experience. We have a clear vision and you could be part of this If you share our values and you want to make a difference to the lives of our patients and their families and carers, we would love to hear from you. Date posted 28 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rata for part time working Contract Permanent Working pattern Part-time Reference number C9377-CORP0629a Job locations Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF1 4DG Job description Job responsibilities Key Responsibilities Assist the Medical Staffing team with administrative tasks, providing administrative support on a team-wide and systems-wide basis. Provide day-to-day support to users of the systems, analysing, investigating, and resolving problems, errors, and malfunction. Using own judgement on when to escalate to the Assistant Medical Staffing Manager. Provide system administration and support, ensuring accurate maintenance of data within Health roster, including: o Addition of new starters, removal of leavers and maintenance of system settings in relation to staff movement o Allocation of appropriate user access o Resetting of user passwords Support the Medical Staffing function in delivery of the Job Planning process for senior medical staff by: o Supporting with the administration processes for job planning; including timely support for Divisional Management teams in the organisation of key job planning events o Daily upkeep and Trust-wide support of the electronic job planning software Undertake routine or ad hoc data validation as directed. Preparation of other documents to a high and accurate standard, e.g. contracts, job descriptions, policies, procedures, presentations, letters, reports, minutes of meetings and other administrative work. 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. Support the Medical Recruitment/Junior Doctor team in relation to the recruitment and induction of junior medical staff as required. Support the Medical Recruitment/Junior Doctor team in relation to the distribution and collection of monitoring returns. Job description Job responsibilities Key Responsibilities Assist the Medical Staffing team with administrative tasks, providing administrative support on a team-wide and systems-wide basis. Provide day-to-day support to users of the systems, analysing, investigating, and resolving problems, errors, and malfunction. Using own judgement on when to escalate to the Assistant Medical Staffing Manager. Provide system administration and support, ensuring accurate maintenance of data within Health roster, including: o Addition of new starters, removal of leavers and maintenance of system settings in relation to staff movement o Allocation of appropriate user access o Resetting of user passwords Support the Medical Staffing function in delivery of the Job Planning process for senior medical staff by: o Supporting with the administration processes for job planning; including timely support for Divisional Management teams in the organisation of key job planning events o Daily upkeep and Trust-wide support of the electronic job planning software Undertake routine or ad hoc data validation as directed. Preparation of other documents to a high and accurate standard, e.g. contracts, job descriptions, policies, procedures, presentations, letters, reports, minutes of meetings and other administrative work. 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. Support the Medical Recruitment/Junior Doctor team in relation to the recruitment and induction of junior medical staff as required. Support the Medical Recruitment/Junior Doctor team in relation to the distribution and collection of monitoring returns. 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 e.g. 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. 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 e.g. 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name The Mid Yorkshire Teaching NHS Trust Address Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF1 4DG Employer's website https://www.midyorks.nhs.uk/ (Opens in a new tab)