Medical Workforce Administrator (Temporary Staffing and Bank)

Blackpool Teaching Hospitals NHS Foundation Trust is situated on the west coast of Lancashire, with services covering the local authority areas of Blackpool, Fylde and Wyre. The Trust is part of the Lancashire and South Cumbria Integrated Care System (ICS) supporting a population of around 1.6 million people. We have three main hospitals providing acute services to around 330,000 local residents. The organisation also provides specialist tertiary care for cardiac and haematology services, delivers community health services to over 445,000 residents including those in North Lancashire and hosts the National Artificial Eye Service across England. Plus, we provide urgent and emergency care services to an estimated 18 million people who visit the seaside resort each year. We employ over 7000 people from 68 different countries. We welcome and encourage applications from anyone with protected characteristics, as well as supporting reservists and Veterans who are looking for a rewarding and challenging career within the NHS. Blackpool Teaching Hospitals encourages flexible working in all our roles to support staff in maintaining a healthy home-life balance. Working patterns such as part-time working, self-rostering, compressed hours, annualised hours, term time, reverse term time and flexitime working can be explored.

The Medical Workforce Administrator (Temporary Staffing and Bank) is responsible for the day-to-day administration for Medical and Dental Temporary staffing workforce.

• The post-holder will support the Medical Workforce Team Leader with the daily monitoring of inboxes, answering telephone calls and providing basic advice to doctors of all grades. There are also opportunities to be involved with ad-hoc projects from time to time.
• In addition, the post holder will be expected to cross cover the Medical Workforce Administrator (Appraisal & Revalidation) and Medical Workforce Administrator (GoSW and TCS) during any absence.

Main duties of the job:

• Cross-cover the other Medical Workforce Administrators during periods of leave, including sickness absence reporting, basic recruitment administration and job planning administration.
• Assist the Medical Workforce Assistant Operational Manager with the production of generic work schedules for all Resident Doctors in Training and Locally Employed Doctors, as required.
• Provide comprehensive administrative support for the wider Medical Workforce Team as required.
• Support and deputise for the Medical Workforce Team Leader as requested to take minutes for meetings.
• Take part in appropriate training and continuing professional development to meet CPD needs.
• Be responsible for maintaining doctors’ personnel files.
• Maintain good working knowledge of key Medical Workforce processes and the wider NHS environment to allow for cross-covering colleagues within the Medical Workforce Team.

Working for our organisation:

BTH is part of the Lancashire & South Cumbria NHS Collaborative, therefore all roles will be required to support system wide working across the Lancashire & South Cumbria regions.

Detailed job description and main responsibilities:

• Assist in the management and co-ordinating of a booking system for all Medical and Dental Bank and Agency Staff, including all associated administration of day-to-day operational activity.
• Receive and deal with incoming telephone enquiries promptly and courteously.
• Answering and responding to emails.
• Act as the first point of contact for Medical Bank enquiries.
• Assist in the register of new workers with Temporary staffing agreements.
• Liaise with Rota Coordinators, Directorate Managers and workers regarding any queries and booked hours appropriately.
• Create Healthroster/LOOP accounts for all Medical and Dental staff.
• To perform duties on Healthroster such as creating Doctors profiles, leave entitlements and personal patterns.
• To manage bank only doctor compliance (i.e. Mandatory training, GMC registration).
• Keep accurate HR records for bank worker agreements including personal files and database – deal with this in confidence.
• Provide data for weekly/monthly and ad hoc reports as required for the service and to high level management as required.
• Complete reporting locally and for NHS England; i.e. Annual Organisational Audit and monthly statistics as necessary.
• Assist with co-ordination of Recruitment activity both internally and externally.
• Create letters of employment for Medical and Dental staff as and when required.
• Assisting in the administration of the ESR system for Lead Employer Doctors.
• Organise own tasks/plan and prioritise workload, working autonomously but seek advice where necessary.
• Deputise for the Medical Workforce Team Leader when absent.
• Any other duties appropriate for the efficient running of the service adapting to changes as necessary.
• To maintain a good knowledge of all aspects of the work of the team, the wider NHS environment, liaising as required with colleagues within other Directorates, NHS Trusts and external organisations as necessary.
• Ongoing Data cleansing within Workforce Systems.
• Updating GMC records for the Doctors.

Person specification:

• Education and Qualification: Educated to GCSE/equivalent standard ‘C’ or above in Maths and English NVQ level 3 in Business Administration/Equivalent.
• Experience and Knowledge: Excellent IT Skills (fully conversant in all Microsoft applications), Experience of Minute Taking, Experience of working in a busy office environment, ECDL or equivalent RSA Level II or above, Experience of an education, training or healthcare environment.
• Skills and Ability: Excellent organisational skills, Ability to organise and prioritise own workload, Able to work effectively as part of a team, Ability to work to deadlines, Able to work under pressure, Able to deal with short notice change in priorities, Ability to produce/present work to a high standard, Able to use office phone system and access/navigate/update social media platform in use, Able to use other IT programs where required such as an Intranet calendar.
• Personal Attributes: Flexible approach to meet service needs, Considerate to colleagues and customers, Reliable, Honest, Conscientious, Friendly.

Any invitation to interview will be sent to the email account stated on your application form. If the role you have applied for requires a Disclosure and Barring Services (DBS) check we will administer this as part of your pre-employment checks. Please note, you will be required to repay the cost on appointment. This will be collected via a salary deduction. You can choose whether to pay this over 1-3 months from your salary or as a one-off payment on commencement in post. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £25.50, Standard DBS check £25.50 and Enhanced DBS check £53.50. You are encouraged where possible, to register for the DBS update service. This is an annual registration fee of £16. By registering for the update service you will not have the additional cost of repeated disclosures. Should you withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. By submitting an application for this vacancy you are confirming your agreement to the above in the event you are successfully appointed. The DBS Code of Practice can be accessed here. Please ensure that you read the Person Specification attached below as your application will be judged against this. Please note that every effort will be made to keep the vacancy live until published closing date, though there may be instances where such interest is generated, that for administrative reasons the post may close earlier. Please note that in line with national NHS guidelines this Trust operates a strict non-smoking policy. Members of staff are not permitted to smoke on Trust premises or grounds at any time nor take breaks during working hours for the purposes of smoking. The Trust does not offer interview expenses to shortlisted candidates unless indicated in the advert.