Medical Staffing Assistant - Resident Doctors/ Rota'sinHatfieldinHatfieldPUBLISHED FRI 14 MAR 2025
In this role, you will be responsible for a range of tasks that directly impact the experience of our medical workforce. From handling onboarding processes for new resident doctors to managing rotas and liaising with other departments, your contributions will help us maintain a high standard of care. You’ll also assist in the timely processing of locum cover and essential payments, ensuring our dedicated staff members are supported every step of the way. If you're passionate about making a difference in the care sector and are seeking a fulfilling role where you can truly impact people's lives, we’d love to hear from you.
We are looking for a highly organised and proactive Medical Staffing Assistant to join our busy Medical Staffing Team. This role is for 37.5 hours per week, the post holder will provide effective and efficient administrative support to the medical staffing function and the wider medical workforce.
Hybrid working is available but there will be a requirement for the successful candidate will be expected to work from the office for a minimum of 3 days per week to support these critical functions within the department.
The key duties and responsibilities of the role include;
- Providing administrative support to the medical staffing function and the wider Medical Workforce ensuring accuracy and updates of files and databases.
- Taking a proactive role in sourcing locum cover and ensuring that service managers, clinical leads, directors, and other service users are kept up to date on staffing gaps.
- Supporting the onboarding process for Resident Doctors in training and notifying managers when posts remain unallocated.
- Assisting with the end-to-end onboarding process for Medical Bank Workers.
- Ensuring the prompt and accurate processing of payments for locums and internal staff working extra shifts.
- Providing administrative support to the Guardian of Safe Working in line with Resident Doctors' terms and conditions of service.
- Assisting with the design of rotas and reviewing designs put forward by medical staff, ensuring compliance with New Deal and EWT regulations.
About us
Resident Doctors and Rota Management
Work in partnership with the Medical Education Team to support Resident doctors-in training across the Trust.
Update and issue a welcome induction pack to all new Resident doctors-in-training and record on new starter spreadsheet.
Provide administrative support in collaboration with the Medical Education Team for Resident Doctors induction programme.
Ensure there is sufficient rota cover when an induction is taking place.
Ensure shadowing is offered to Resident Doctors who have not undertaken on calls for Psychiatry and only include them on the rota following their shadowing where possible.
Assist with drafting and distributing work schedules in adherence to the code of practice deadlines.
Ensure Resident doctors rotating have all necessary items including ID badges, IT log ins.
Ensure all pre-employment checks are received for new Resident Doctors rotating and liaise with the Medical Staffing team as required.
Keep allocation spreadsheet up to date and accurate.
Assist with collating all the necessary data to assist in the allocation of trainee placements.
Be aware of and adhere to the timeline for code of practice and rotation deadlines.
Support the onboarding process for Lead Employer - Resident Doctors in training as required and where posts are unallocated then notify managers of unfilled training posts in order that they can then make arrangements to recruit.
Attend meetings in relation to Resident doctors-in training including Junior Doctor Forum (JDF) when required.
Attend meetings as directed by the Head of Medical Staffing to support designated clinical services.
Process the Resident doctor rotas to cover all aspects of the services.
Distribute accurate set of rota guidelines at the start of each rotation period.
Process Resident doctor rotas including individual rota template for less than full time doctors.
Ensure adequate staffing level and booking locums when required, in line with Trust Policies and Procedures.
Liaise with other colleagues and stakeholders to ensure that rotas are completed proactively.
Regular and close liaison with the Medical Education Team to support Resident doctors-in-training.
Ensure rotas are produced in line with the timeline set out in the 2Resident Doctors contract Code of Practice and checking the designs put forward by medical staff, ensuring that there is compliance with New Deal and EWTD.
Escalate complex information regarding rotas, pay bands, Terms and Conditions and Legislation to and from Medical & Dental Staff and relevant meetings.
Assist in updating all clerical/administrative amendments to the rotas and update these on shared drive.
Circulate medical staff duty rota to trusts switchboard as per requirements of HPFT and for on call purposes.
Deal with rota enquiries and swaps from Resident Doctors and resolving problems using own initiative, where possible.
Act as the administrative support for Junior Medical Staff in all aspects of Resident Doctors rotas.
Escalate all areas of concern to the Medical Staffing Advisors.
Develop awareness and understanding of European Working Time Directive (EWTD) and new deal requirements.
Ensure rotas are circulated and all stakeholders are aware.
Support the implementation of rota using the electronic rostering system: Allocate.
Support the Adviser in the processing all relocation claims for the Resident doctors-in-training in line with the HEE policy.
Medical Locum Bank
Adopt a proactive approach in the organisation and sourcing of locum cover. Keeping the service managers, clinical leads and directors, other service up to date of gaps. If cover cannot be found, then the escalation process should be followed.
Book locums as required/directed and in line with Directorate requirements for training gaps.
Ensure completion of the administration involved in the provision of locum cover including booking accommodation, notifying switchboard or rota coordinators, ensuring that the procedures for appointing a temporary locum member of staff (NHS Locum) are followed.
Undertake the end-to-end process for onboarding of medical bank workers.
Maintain all employee records both electronic and manual and make sure that they are stored appropriately.
Process the recruitment of the doctors joining the Medical Locum Bank in line with NHS Employers guidelines and ensure that requests to join HPFT Medical Locum Bank are approved prior to any checks.
Check and process claim forms submitted from Bank Doctors.
Be aware of fidelity clause in line with the new Terms and Conditions which may impact on shifts to be undertaken.
To have an understanding of Medical Bank rates and what is included such as annual leave payments etc.
Develop and show clear understanding of governance around Medical Locum Bank Doctors and duty of Responsible officer for Trust.
Workforce Support and Compliance
Signpost all doctors, including junior staff to absence procedures in line with Trust policies for junior doctors, and encourage compliance.
Take initial calls when a resident doctor phones in sick to their on-call rota and take the actions required including escalating to Clinical Supervisor.
Liaise with line managers to ensure sick certificates are provided when required, in accordance with Trust policies for Resident Doctors.
Flag to Resident doctor that a return-to-work meeting is due after an episode of sickness absence and follow up in line with the Sickness Absence Policy between Resident Doctors and their Clinical Supervisors.
Signpost the Resident doctors, provide guidance, and seek advice from other Trust colleagues as needed.
Undertake any other administrative tasks or projects for the Medical HR Team, as appropriate.
Financial Management
Support with the processing of invoices for locum bank cover.
Support with collating weekly statistical information on locum usage, by division to the Finance Department and Workforce Information.
Check and confirm that information on invoices/ timesheets reflects the actual work undertaken via 24/7.
Support in the process of generating agency expenditure and budget reports as and when required.
Process locum claim forms in timely manner for substantive and fixed term Medics as directed.
Maintain the locum spreadsheet with up to date, accurate and timely information.
Ensure that all locums requested are appropriately authorised.
Ensure the prompt and accurate processing of payments to locums and internal members of staff when extra shifts are worked.
Personal Development
Take every reasonable opportunity to maintain and improve professional knowledge.
Prepare for and take an active part in the Personal Development Review process in accordance with organisational policy.
In partnership with the Medical Staffing Advisor, identify opportunities to develop own competence/own skills in order to achieve objectives.
To identify any areas for potential improvement and to suggest ways in which this can be achieved.
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