Medical Workforce Advisor

Job Type: Temporary

Sector: Healthcare 

Duration: Expected to last till end of December 2023 and maybe longer

Location: Chertsey  

Travel: Some cross site is required 

Remote Working: Hybrid approach Office/Home on rota to be discussed with the client 

Band: 5

Pay Rates: 

£15.00-£18.00 paye inclusive of holiday pay per hour depending on skill and experience

Depending on skill and experience

IR35: Inside

Working Days and Hours: Monday to Friday, 9am to 5pm, 37.5 hours 

Job Summary 

The Medical Workforce Advisor will deliver the day to day operational functions for Doctors in Training as well as assisting the Senior Medical Advisor and the Medical Workforce Team Leader with a variety of medical workforce related projects

The postholder is also responsible for ensuring Doctors in Training staffing meets required standards including the Code of Practice for Doctors in Training, NHS Resolution, NHS Employers guidance/standards.

Duties

• To be responsible for managing and administering the recruitment and onboarding process for Junior Doctors in Training from beginning to end in accordance with Trust procedures, best practice and employment legislation.
• To provide expert advice on Junior Doctor terms and conditions of service and best practice in managing junior medical staff, with guidance from the Senior Medical Workforce Advisor as required.
• Ensure that recruitment processes are efficient and effective and that all pre-employment checks are completed in accordance with NHS Employers Employment Checks standards and Trust Pre-Employment Checks Policy for doctors who join the Trust, and offer letters are issued on time.
• Assist Medical Education to manage income schedule, ensuring that the Trust is receiving the correct income from HEE for Junior Doctors in Training.
• Liaise with the HEE and the Foundation School on the appointment of Doctors in Training – FY1, FY2, CTs, STs, SpRs etc.
• Liaise with the various colleges and HEE for doctor rotations and general advice
• Participate in job fairs / open days with the Medical Education Department.
• Ensure rotas, work schedules, final offer letters and contracts are accurate including calculating salary and annual leave entitlements.
• Ensure that contracts are issued promptly and that workschedules are in line with the Code of Practice.
• Ensure accurate contractual and other starter documentation is issued before doctors join the Trust
• Ensure work permits and fixed term contracts are monitored
• Assist with arrangements for induction and pre-screening events and attend as required
• Ensure routine and ad hoc reports are provided when requested e.g. starters, leavers, recruitment status
• Ensure that employees receive contract variation/amendment letters following changes in their terms and conditions of employment and copies are kept on personal files.
• Maintain an effective working relationship with the Payroll department and deal with pay enquiries from Medical staff, ensuring any that occur are resolved immediately.
• To produce an accurate Medical Staffing list on a monthly basis
• Provide support to Trust staffing and workforce planning meetings. This may include following up actions agreed at the meetings, ensuring they have been completed.
• To produce employment references and confirmation of work letters as requested complying with information governance rules within the Trust
• To be fully conversant with the Trust’s DBS policy and ensure it is followed. This will involve liaising with service managers regarding risk assessments.
• To provide information to service managers and finance regarding the funding of the junior doctors posts.
• To produce spreadsheets for service managers regarding the internal rotations of the junior doctors. To produce a detailed spreadsheet for payroll instructing in the changes that need to be made.
• To advise junior doctors on their leave entitlements according to junior doctors terms & conditions. To calculate and produce maternity entitlement letters and inform payroll of the necessary changes. To calculate annual leave accrued throughout maternity leave.
• To attend LFGs and provide information regarding the vacancies in each specialty and the number of Exception Reports.
• To advise on LTFT guidelines to trainees and assist in ensuring the necessary paperwork is completed in time. To discuss approval with service managers and advise on funding.

Qualifications, Skills and Experience 

• Medical HR/Medical Recruitment knowledge gained through relevant training and experience to a Degree equivalent level.
• ECDL or equivalent proficiency in IT
• Previous experience in medical HR or recruitment or an equivalent role with understanding of the medical workforce function.
• Dealing with confidential issues
• Medical and Dental terms and conditions
• Junior Doctor 2016 contract terms and conditions.
• Code of Practice for doctors in training
• Understanding of UK medical training pathways
• Recruitment processes for junior doctors
• NHS Employers Employment Checks
• GMC registration process
• GMC revalidation and relicensing process
• Proficient in the use of DRS to design and check the compliance of junior doctors’ rotas. (essential).
• Knowledge of NHS Electronic Staff Record
• Understanding of the operational management of the NHS and the delivery of services
• Effective communicator able to work effectively with the range of internal and external stakeholders listed in the job description to ensure the role is performed effectively.
• Established IT skills – Word, Excel, Outlook
• Able to maintain a positive attitude in a challenging environment.