Senior Medical Staffing Officer

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Job overview

The Senior Medical Staffing Officers are accountable to the Medical Workforce Service Manager, ensuring delivery of high quality patient care via services and staff services within the resources available.

This will include ensuring effective co-ordination and monitoring of the rotas for trainees and Trust Grade Medical Staff from Foundation Year One to Consultant level where appropriate, and agreed performance objectives as well as working closely with the, Medical Staffing Operational Manager, Service Managers and Senior CMG Management team on business planning and the development and continuous improvement of patient care processes, and the corporate service delivery.

Main duties of the job

An opportunity has arisen to join a hugely enthusiastic team within the Specialist Medicine Junior Doctors Administration team at Leicester Royal Infirmary.

The individual will be required as part of a team to manage the on call and ward based rotas for medical staff within the CMG This includes the day to day roster administration as well as seeking locum doctors to fill rota gaps at varying notice whilst supporting the team leader and service manager. Duties will also include management of annual and study leave, general enquiries and day to day office administration duties.

The candidate will need to have excellent english language and interpersonal skills and able to problem solve in sometimes challenging circumstances. The nature of the role means that candidates should be flexible with their working patterns and enjoy working at a fast pace and under pressure.

Working for our organisation

Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).

We have four primary goals:

• high-quality care for all,
• being a great place to work,
• partnerships for impact, and
• research and education excellence

And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.

Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:

• we are compassionate,
• we are proud,
• we are inclusive, and
• we are one team

This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.

About the University Hospitals of Leicester NHS Trust: http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacanc...

Detailed job description and main responsibilities

• To develop and co-ordinate the delivery of a highly organised and efficient Medical Staffing administrative and clerical service.
• In conjunction with the other Senior Medical Staffing Officers & Team Leader / Mnagers, to be responsible for the day to day operational management of the service.
• Support the Management Team in the delivery of a quality administrative support service for the Junior doctors ensuring compliance with local, regional and national targets, policies and initiatives. In particular to implement and ensure services are delivered in line with GMC policies and HR processes.
• In conjunction with the other Senior Medical Staffing Officers, facilitate the continuous provision of high quality administrative support to the service users within the Clinical Management Groups and Divisions. Work with the Operational Manager in providing leadership, direction to the service, whilst developing effective working relationships, efficient practices and a motivated workforce.
• Maintain and manage an accurate record of Medical Staffs annual leave/ special leave/study leave/sick leave, ensuring appropriate authorisation is given and highlighting any potential/actual difficulties.
• To Maintain and manage sickness absence via the SMART On-line system for all medical staff and produce reports when requested. Record sickness when on call and highlight any issues to relevant supervising consultant. Predict vacancies and absences and co-ordinate resignations and maternity/paternity leave cover.
• Check all incoming claims and invoices / timesheets for accuracy and monitor locum expenditure. Record and submit all invoices to payroll with correct budget code according to speciality.
• Make all necessary arrangements and co-ordinate the agenda for a monthly 'Junior Doctors' Forum/Work force Planning Meeting with a multi-disciplinary Team. Take minutes and distribute. Provide regular feedback on progress with identified issues.
• Lead on managing the rotation of juniors doctors into and out of the departments. Liaise with the Deanery and HR Services about vacancies and appointments ensuring safe and appropriate staffing numbers at all times.
• Manage the Senior Trainees Annual Leave/Study and Professional Leave seeking appropriate approvals were necessary to ensure adequate cover for service delivery.
• Support the management of the Junior Doctors Local Induction every 4 month rotation. This includes ensuring the team have the venue and speakers arranged and have completed all the Induction packs.
• Ensure mandatory Training records, contact information are completed within UHL Policy frame work.

(Please refer to the job description/person specification for further details on the role)

Person specification

Essential

Essential criteria

• NHS Experience

desirable

Essential criteria

• Experience of working with medical workforce.
• Customer service experience

Essential

Essential criteria

• Ability to problem solve

Desirable

Essential criteria

• Able to comminitcate well

Additional Information

Please submit your application form without delay to avoid disappointment; we will close vacancies prior to the publishing closing date if we receive a sufficient number of completed application forms.

Please check the email account (including your junk mail) that you supplied as part of your application on a regular basis following the closing date and throughout the recruitment process, as this is how we will communicate with you.

UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.

Disclosure and Barring Service Check

Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.

The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.

The current price of a check is £38 for an enhanced and £18 for a standard check.

COVID 19 Risk Assessment

Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.

The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.

If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.

Covid Vaccination Status

Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.

University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Job Description (PDF, 456.4KB)
• Understanding your right to work in the UK (PDF, 1.1MB)
• Employee Benefits (PDF, 578.5KB)