Job summary This post is a Fixed Term/ Secondment until 02/06/2025. If you are a Hywel Dda University Health Board employee and are applying for this post as a secondment, agreement for the secondment is needed from your current manager prior to application. We are looking for a Medical Workforce Assistant to join our team to provide comprehensive administrative support. Based within the Medical Workforce Department, the Medical Workforce Assistant will deal with medical workforce queries, process correspondence and support the team with pre-employment checks for ad hoc locum doctors and clinical attachments. The role involves working in a busy office environment. The successful candidate will need to be organised and efficient as well as being able to work well under pressure. The ideal candidate will have excellent communication skills with proven recent administrative experience, including keyboard skill and experience of Microsoft Word, Excel and database systems. Candidates will also need to demonstrate a high degree of attention to detail and have the ability to prioritise their workload in order to meet tight timescales. Main duties of the job Support the Senior Medical Workforce Advisor in providing a professional and comprehensive service to medical and dental staff. Assist the Senior Medical Workforce Advisor with the end to end process for the junior doctor process for HEIW/ SLE allocated doctors and notifying managers of unfilled training posts. Update and maintain all employee records, both electronic and manual, and to ensure that they are stored appropriately. Advise staff and managers on terms and conditions of service, maintaining up-to-date knowledge of changes to relevant Employment Legislation and best practice standards. About us Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 12,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services to almost 400,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through: Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest. Five community hospitals: Amman Valley Hospital and Llandovery Hospital in Carmarthenshire, Tregaron Hospital in Ceredigion and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire. Two integrated care centres (Aberaeron and Cardigan, Ceredigion). Community facilities, including: 48 General Practices (GP surgeries), 49 Dental Practices, 98 Community Pharmacies (chemists), 44 General Ophthalmic Practices (including eye health and low vision services), 38 sites providing mental health and learning disability services, care within your own homes. Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales. Date posted 05 November 2024 Pay scheme Agenda for change Band Band 3 Salary £24,433 to £26,060 a year Per annum pro rata Contract Fixed term Duration 6 months Working pattern Part-time Reference number 100-AC230-1124 Job locations Prince Philip Hospital Bryngwyn Mawr Llanelli SA14 8QF Job description Job responsibilities You will be able to find a full job description and person specification attached within the supporting documents. The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers. The ability to communicate in Welsh is desirable for this post. Welsh and/or English speakers are equally welcome to apply. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us. Interviews will be held on 19/11/2024 Job description Job responsibilities You will be able to find a full job description and person specification attached within the supporting documents. The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers. The ability to communicate in Welsh is desirable for this post. Welsh and/or English speakers are equally welcome to apply. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us. Interviews will be held on 19/11/2024 Person Specification Qualifications & Knowledge Essential Good standard of general education Working knowledge of policies and procedures QCF Diploma (NVQ) level 3 or equivalent experience Desirable Willingness to undertake professional qualifications Basic knowledge of employment/ immigration legislation Experience Essential Previous experience of working in a busy office environment. Desirable Previous experience of working in the NHS. Skills and Attributes Essential IT literate - Good command of Microsoft applications Well developed interpersonal and communication skills. Ability to use own initiative. Methodical and organised. Able to remain calm under pressure. Able to demonstrate tact and diplomacy. Other Essential Ability to travel between sites in a timely manner Flexible approach to the needs of the service Desirable Welsh Speaker (Level 1) Person Specification Qualifications & Knowledge Essential Good standard of general education Working knowledge of policies and procedures QCF Diploma (NVQ) level 3 or equivalent experience Desirable Willingness to undertake professional qualifications Basic knowledge of employment/ immigration legislation Experience Essential Previous experience of working in a busy office environment. Desirable Previous experience of working in the NHS. Skills and Attributes Essential IT literate - Good command of Microsoft applications Well developed interpersonal and communication skills. Ability to use own initiative. Methodical and organised. Able to remain calm under pressure. Able to demonstrate tact and diplomacy. Other Essential Ability to travel between sites in a timely manner Flexible approach to the needs of the service Desirable Welsh Speaker (Level 1) Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. 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 Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. 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 Hywel Dda University Health Board Address Prince Philip Hospital Bryngwyn Mawr Llanelli SA14 8QF Employer's website https://hduhb.nhs.wales/ (Opens in a new tab)