Administrative Support for Medical Staffing

• Provide comprehensive administrative support to the Medical Staffing Manager and wider Medicine Directorate, ensuring tasks, reports, presentations, and workforce information are completed accurately and within agreed deadlines.
• Support the Operational and Directorate Leadership Teams by providing timely workforce, rota, and staffing information, escalating issues where appropriate.
• Communicate sensitive or complex information relating to medical staffing, compliance, and workforce requirements in a professional and confidential manner.
• Process and maintain records of annual leave, study leave, special leave, and other absences for medical staff, ensuring timely communication to relevant departments and stakeholders.
• Process and administer expense claims for medical staff in accordance with Trust policies and procedures.
• Coordinate induction programmes for new medical staff, including trainees, locums, and agency doctors, ensuring all onboarding requirements such as IT access and mandatory documentation are completed.
• Maintain accurate records of mandatory training, appraisal compliance, and workforce development activity, providing reports and updates as required.
• Produce and present workforce, activity, and compliance reports for operational, governance, and divisional meetings.
• Develop, maintain, and monitor databases, spreadsheets, trackers, and electronic records to support workforce planning and service delivery.
• Support the maintenance and development of Directorate shared drives, intranet pages, and workforce information resources.
• Manage and prioritise workload independently, working within Trust policies and agreed objectives.

Rota Coordination

• Coordinate and maintain medical rotas and work schedules, ensuring all shifts are covered and staffing levels are maintained to support safe patient care.
• Identify, manage, and escalate rota gaps promptly, following agreed escalation processes and guidance.
• Arrange appropriate cover for rota shortfalls, working closely with medical staff, managers, bank services, and external agencies when required.
• Liaise with locum agencies and workforce providers to secure medical cover in a cost-effective and timely manner.
• Communicate rota changes effectively and negotiate amendments to working patterns with medical staff where necessary.
• Ensure rotas, work schedules, and staffing records are accurate, up to date, and distributed to relevant teams within agreed timescales.
• Act as the first point of contact for medical staff reporting sickness and other unplanned absences, ensuring all records are maintained in line with Trust policy.
• Monitor medical staffing levels and provide regular updates regarding staffing gaps, leave, sickness, and compliance requirements.
• Continuously review and improve rota management processes, administrative systems, and working practices to enhance efficiency and service delivery.
• Attend workforce, operational, and specialty meetings, contributing to discussions on staffing, service requirements, and service improvements.

General Administrative Duties

• Order and manage stationery, office supplies, and service resources, ensuring stock levels are maintained appropriately.
• Arrange meetings, interviews, induction sessions, and workforce-related events on behalf of the Medical Staffing Manager and Leadership Team.
• Manage diaries and coordinate meetings involving senior managers, medical staff, and external stakeholders.
• Prepare agendas, take accurate minutes, and monitor follow-up actions arising from meetings.
• Maintain accurate electronic and paper records in accordance with Trust policies, information governance standards, and data protection requirements.
• Provide support with general office administration, including document management, filing, photocopying, scanning, and correspondence.
• Support and supervise administrative colleagues where required, promoting effective team working and service delivery.
• Participate in mandatory training, continuing professional development, and appraisal processes to maintain and develop knowledge and skills relevant to the role.
• Contribute to continuous improvement initiatives that support the effective delivery of medical workforce and administrative services across the Directorate.