Should you have any queries for the resourcing team, they are available from 8am to 5pm, Monday to Friday. To get in touch please call 01922 656161.
Medical Revalidation and Job Planning Administrator
NHS AfC: Band 3
Main area Admin Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job ref 407-CORP-8274906
Site Walsall Manor Hospital Town Walsall Salary £25,760 - £27,476 per annum Salary period Yearly Closing 07/10/2026 23:59
Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.
This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.
We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.
As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.
Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.
Job overview
The post holder is expected to:
Provide administrative and system management support to the Medical Directorate and Medical Revalidation Team
The post-holder will need to have a good degree of interpersonal skills, literacy, numeracy, organisational ability and IT (Microsoft Office) skills and be able to demonstrate and articulate an understanding of the wider work-streams of quality and governance.
The post holder should have an understanding and overview of the work of the Medical Directorate, including managing all incoming mail, telephone calls, messages and co-ordinating meetings. This will enable the post holder to fully support the wider Medical Directorate team to prioritise and manage their own workload in an informed and effective manner.
Main duties of the job
Key Responsibilities
Provide effective administrative support for the Trust’s medical appraisal, revalidation and job planning programmes.
Maintain and update relevant databases, systems and records accurately, using appropriate Trust IT systems.
Communicate professionally with clinical and non-clinical colleagues by email and telephone, responding to queries, recording messages and escalating issues where required.
Issue correspondence, reminders and communications in line with Medical Appraisal and Revalidation policies and job planning requirements.
Prioritise workload effectively, responding appropriately to urgent or unexpected matters while maintaining a high-quality administrative service.
Prepare and collate information, reports and statistics and maintain databases as required.
Support the organisation and administration of job planning schedules, meetings and associated programmes of work.
Monitor progress and provide reports, escalating issues to the Medical Revalidation and Job Planning Manager where necessary.
Support appraisal and revalidation processes, including reminders, data entry and preparation of information.
Collate 360-degree and multisource feedback, including patient and colleague feedback, and accurately prepare feedback summaries.
Input and extract appraisal and revalidation data accurately and within required timescales.
Working for our organisation
As the only provider of NHS acute care in Walsall, we offer a unique opportunity to be part of a Trust making a genuine difference to local health outcomes. The Trust is a busy district general hospital offering compete range of acute services, alongside extensive community services.
A new Urgent Emergency Care Centre was opened in March 2023. The two-storey development has significantly improved emergency care facilities and capacity and has provided almost 5,000 square metres of additional clinical space.
Our strategy is aligned to delivering exceptional care together while supporting a workforce that reflects the communities we serve. We offer clear career development pathways, access to training and education, and opportunities to contribute to service innovation and improvement.
Detailed job description and main responsibilities
Key Responsibilities
Information and Systems Management:
Update and add evidence to relevant databases and systems
Have a working knowledge of appropriate Trust IT systems
Use of email in an effective and professional manner to communicate with other departments, clinical and non-clinical
Communication:
Communicate professionally and effectively with members of the multidisciplinary team answering queries and resolving issues within your remit and seeking advice and guidance as appropriate to resolve issues.
Maintain effective communication networks at all levels across the organisation
Receive and respond to incoming telephone calls and emails responding and managing in a timely manner or forwarding to your line manager as appropriate
Recording all messages and queries appropriately
To issue correspondence in accordance with the Medical Appraisal and Revalidation Policy including reminder letters
Issue correspondence and communication in relation to the job planning programme of work
Organisational:
Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent / important and unpredictable issues ensuring a high quality administrative service.
Support with preparing background information, collate information into reports, produce statistics and create and manage databases as required.
To support in the organisation and administration of the job planning schedule and programme of work.
Assist with the arrangement of meetings ensuring appropriate venues and resources are available. Rescheduling as appropriate to ensure maximum attendance and appropriate with attendees schedules of work
Escalate any problems/issues to the Medical Revalidation and Job Planning Manager to facilitate the smooth running of the job planning programme of work.
Provide reports as to the progress of the job planning programme of work
To support in the organisation and administration of the trust appraisal and revalidation process including reports, reminders and data entry in accordance with the trust policy
Administer the collation of 360 and multisource data for medical appraisee including patient and colleague feedback
To accurately type multi source feedback summaries on behalf of appraises and appraisers.
Input and extract appraisal and revalidation data in an accurate and timely manner in readiness for appraisal
Qualifications
- Educated to Diploma/NVQ level 3 or demonstrable equivalent experience
- Have GCSE English (Grade C or above) or equivalent
- Demonstrate a good understanding and importance of confidentiality and data protection
Experience
- Administration experience preferably in a healthcare setting
- Demonstrable experience of working in a secretarial/administrative role in a busy and variable office environment
- Experience of entering accurately information onto excel spreadsheets and maintaining accurate and consistent data sheets
- Experience of working with Word, Excel, Powerpoint
Skills and Knowledge
- Be flexible to combine working for members of the team effectively and to timescale
- Demonstrate good organisational skills, prioritising workload between the demands of each specialty
- Excellent knowledge or experience of Microsoft, in particular Word, Excel and/or Access applications, able to make changes to systems to ensure accurate collection of data
Other
- Maintain confidentiality
- Ability to work as part of a team
- Demonstrate reliable, flexible and self-motivated skill
Please note your application will be transferred from the NHS Jobs system to the internal Walsall Healthcare Trac System. All correspondence will be sent via Trac.
Sponsorship and Visas
We welcome applications from all candidates with the right to work in the UK, including those on Health and Care Visas, Graduate Visas, or other valid permissions. All candidates will be considered on equal terms.
This Trust currently recruits successfully from the domestic labour market and has a sufficient pool of suitably qualified candidates for Band 3 roles. Visa sponsorship is therefore not available for this role currently.Candidates who already hold the right to work in the UK, including those on an existing Health and Care Visa, Graduate Visa, or any other valid permission are welcome to apply and will be considered on equal terms. This position is reviewed regularly in line with Home Office guidance. Right to work will be verified at each stage of the recruitment and monitored throughout employment. All candidates who are offered a position will be required to provide evidence of their right to work in the UK as part of the pre-employment checks process. Where a candidates' right to work is derived from another person’s immigration permission, the Trust will discuss the implications of this with the candidate before a permanent post is confirmed, to ensure that both parties understand the terms on which employment can be sustained.
Recruitment and Selection Approach
In line with best practice and regulatory guidance, our selection process is fair, consistent and based on your ability to perform the role, contribute to the organisation and your potential for development.
What to expect:
- Application screening: Your application will be reviewed against the person specification
- Interview: Typically, a panel interview with competency-based and values-based questions
- Assessment: Role-dependent assessments may include practical tasks or presentations
- Timeline: We aim to complete the process within 47 days of the closing date. Recruitment Journey is attached to all live vacancies.
We are committed to making reasonable adjustments for disabled candidates at any stage. Please contact us to discuss your needs.
Application numbers
Please note this vacancy may close early due to high volume of applications
#J-18808-Ljbffr
