Job Planning and Revalidation Administrator | Hampshire Hospitals NHS Foundation Trust in Lydney

Medical job plans form part of each doctor’s employment contract and are agreed annually setting out duties, responsibilities and objectives for the year ahead. The Trust uses L2P to record and store job plans for approximately 420 consultants and 144 SAS doctors. Medical Revalidation, introduced in December 2012, requires all doctors with a GMC Licence to Practise to demonstrate their ongoing Fitness to Practise every five years. HHFT supports doctors with a prescribed connection to the Trust through established Revalidation processes, also managed through L2P for around 840 doctors with numbers continuing to grow.

The CMO Service supports the Chief Medical Officer in her role as Responsible Officer for HHFT. The Medical Job Planning & Revalidation Administrator plays a key role in supporting this work by providing a detailed, customer-focused administrative service and technical support for Job Planning and Revalidation systems. As the Trust introduces e-rostering for consultants, the post will also support consultant onboarding and help ensure job planning is integrated with rostering platforms.

This is a busy role requiring effective prioritisation, initiative and adaptability. The post holder must quickly absorb and apply information, demonstrate strong attention to detail and analytical skills and work accurately and efficiently as agreed with the Head of CMO Service and the Revalidation Support Officer.

• Act as the system expert, super-user and main contact for all medical e-JobPlan users, currently L2P.
• Manage the day-to-day administration and support of the Trust’s e-JobPlan system, including user accounts, leavers, passwords, roles, Trust settings, departmental information, activity categories and system configuration.
• Publish new job plans and support Trust-level oversight of the job planning process.
• Deliver, advertise, monitor and record training for system users.
• Provide expertise on doctors’ safety rules, working hours, terms and conditions, and their impact on job plans.
• Produce regular reports for Trust, divisional, departmental and external stakeholders, including NHS England, NHS Improvement and Freedom of Information requests.
• Identify and escalate policy conflicts, complex issues or concerns to the Head of CMO Service and Deputy Chief Medical Officer.
• Resolve system issues, liaising with the software provider where needed.
• Support the Revalidation Support Officer with Revalidation and medical appraisal administration, including confidential L2P updates, prescribed connections, HR starter and leaver queries, patient feedback reports, multi-source feedback enquiries, audits, data cleansing, training materials and communications.

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.

The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.

We understand relocating can be a big step. Hampshire Hospitals may be able to provide accommodation options for successful candidates, depending on availability.

• Dealing with enquiries related to job planning, Revalidation and appraisal received by email, phone and in person.
• Create and maintain excellent working relationships with all team members and demonstrate a willingness to help in situations that might not be specifically covered in their job description but which are the responsibility of the CMO Service in general.
• Preparing standard correspondence relating to job planning, Revalidation and appraisal.
• Appropriately communicate potentially sensitive and personal information to a range of individuals and organisations.
• Suggest ideas for improvements.
• To act with tact and diplomacy at all times and be conscious of the sensitive and personal data with which they are routinely working.
• Provide administrative support to the organisation of meetings. This will include identifying dates and booking venues, formatting and circulating papers, preparing agendas, taking meeting notes and maintaining action trackers.
• Provide administrative support to the organisation of events and training courses. This will include identifying dates and booking venues, maintaining attendance lists, preparing and issuing attendance certificates, assisting with the preparation of presentations and training materials, ordering catering and setting up rooms.
• At times, demands may come from external bodies which are not planned and which will increase pressure on the team. The postholder will need the ability to be flexible and adaptable to prioritise appropriately and work to tight timescales alongside their day-to-day role.
• Maintaining paper and electronic filing systems efficiently and accurately.
• Work closely with internal departments and other employing organisations to ensure efficient and effective data transfer to support job planning, Revalidation and appraisal, ensuring data quality and protection guidelines are complied with.
• To provide support and training on use of the Trusts e-JobPlan system.
• Ensure that all e-JobPlan system training is appropriately advertised, monitored and recorded.
• To attend regional and national webinars as required to ensure developments within the job planning and revalidation are implemented at the Trust.
• To ensure compliance with mandatory training.
• Identify policy conflicts and/or complex issues or concerns and escalate to Head of CMO Service and Deputy Chief Medical Officer.
• Contribute as a key stakeholder to the review of the Medical and Dental Staff Job Planning Policy.