Medical Workforce Assistant (XN03)

JOB PURPOSE .The post holder will work within the Medical Deployment office which provides a core operational function, working closely with other departments such as Medical Resourcing, Payroll and Clinical Service Units (CSUs) to support Leeds Teaching Hospitals NHS Trust in the effective deployment of junior doctors and temporary medical staff. The post holder will participate in the maintenance and updating of the e-rostering and related bank/agency systems. JOB DIMENSIONS The post holder will work under direction of more senior staff within a Medical Deployment Office. The team deploy junior doctors on e-rostering system, manage rota gaps, record resignations, swaps, absence and sickness and book Internal Bank doctors and Agency doctors as requested by medical departments.
The post holder will work within a 7 day service and will be required to work flexibly to support a number of Medical Deployment Officers and their CSU areas. Work is planned, however, the post holder will prioritise workload dependent on urgency of cover required to fill gaps, regular timescales of work governed by medical staff rotations and schedules for medical bank /agency payroll. The post holder can act independently within guidelines and Standard Operating Procedures but can refer to their manager when necessary. During an evening/weekend shift the post holder may be required to make a decision regarding medical agency/bank cover and seek approval retrospectively.
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Understanding and experience of data input processes and office based administrative work. Understanding of Data Protection principles. Understanding of European Working Time Directive Understanding of NHS Occupational Groups/Professions THE LEEDS WAY VALUES Medical Workforce Manager (Junior Doctors) Assistant Medical Workforce Manager Medical Deployment Technical/Quality Lead Senior Medical Deployment Officer Medical Deployment Officer Medical Deployment Assistant/Business Admin Apprentice Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work.
Our five values are: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values Additionally the following are core values which relate specifically to this post: Respect the dignity and confidentiality of all people who come into contact with the service. Demonstrate a commitment to a team working orientation, both internally and externally. Have a commitment to a high standard of efficient working, ensuring a quality service is provided. Have a professional approach to work, colleagues and external contacts.
CORE BEHAVIOURS AND SKILLS Effective communication skills with all work colleagues and representatives of external organisations. Ability to clarify with Managers what their precise information requirements are and provide such data in a suitable format to the requester Logical and well organised method of working. Able to work effectively under pressure. Be aware of and achieve time deadlines.
Display attention to detail. 8. CORE KNOWLEDGE AND UNDERSTANDING Essential The individual should: Possess 5 GCSEs (A* to C grade) including Maths and English. Have previous data input and clerical experience Have the ability to work as a member of a team or independently as required.

• Have the capacity to prioritise their workload, work towards and meet challenging timescales as set by others and organise own workload. Be an effective communicator. Desirable: It would be preferred that the individual would: Knowledge of e-rostering or related bank/agency systems Have knowledge of ESR. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Using bank/agency systems co-ordinate bookings for internal and external medical locum and agency staff promptly and effectively, following standard operating procedures to obtain CV approvals and Executive break glass approval for agency rates.

Provide administrative support to the recruitment process for internal medical bank staff sending and receiving information to other functions e.g. CSUs, Medical Resourcing, Estates & Facilities and rehiring medical staff on ESR. Follow standard operating procedure for junior doctor sickness, advising CSU, completing Return to Work paperwork and updating e-rostering system appropriately. Add information (employee data/shifts) onto the e-rostering and related bank/agency systems accurately.
Responsible for maintaining and updating systems as appropriate and in a timely manner. Under direction from senior Deployment staff utilise systems to determine best course of action to resolve staffing problems (basic swaps, checking rule breaches, rest time against Junior Doctor Contract 2016 rules). Highlight irregularities or concerns to more senior Medical Deployment staff. Ensures data in e-rostering/bank systems reflect data within ESR and rectify or escalate queries with regards to anomalies; therefore the post holder will be required to know the workings of both systems.
Actions delegated tasks by more senior Medical Deployment staff following verbal or written instructions e.g. emails/handovers. Follows standard operating procedure for logging and issuing agency medical staff computer login packs/passwords/access to emeds system. Check the generic email inbox, categorising and prioritising emails appropriately.
Actioning emails as appropriate to level of query. Responsible for undertaking monthly validation checks of employee professional registration with the appropriate councils e.g. General Medical Council, General Dental Council, Disclosure & Barring Service to ensure that no junior or bank medical staff are working without the appropriate registration. Offer comments on changes to service developments/procedures that will impact e-rostering/bank/agency systems.
Assists rota co-ordinators or other operational staff with queries regarding the use of the e-rostering/bank systems. Responsible for checking agency timesheets to ensure agreed rates and working times are recorded accurately and any discrepancies are rejected or investigated. Follows standard operating procedure for adding approved junior doctor exception shifts to e-rostering system for payment. Provides and receives routine information in writing, electronically or verbally with medical staff, operational CSU staff and agency supplier.
Provides and receives routine information which requires tact or persuasive skills e.g. informs a doctor they are unable to swap their shift due to the rules of the Junior Doctor Contract 2016. Provides advice or demonstrates own activities and workplace routines to new or less experienced employees in own work area. The Medical Deployment office provides a 7 day/week service therefore the post holder will be required to assist in providing cross cover to ensure full service levels are maintained.
To perform any other duties of a similar nature in line with the grade of the job as may be required from time to time. Health and Safety/Risk Management All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system. Infection Control The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions.
Hand hygiene must be performed before and after contact with patients and their environment. Equality and Diversity The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. Patient and Public Involvement The Trust has a statutory duty to involve patients and public in evaluating and planning services.
All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. Training and Personal Development Continuous Professional Development The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. Respect for Patient Confidentiality The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.
COMMUNICATION & WORKING RELATIONSHIPS The post holder will be expected to establish and maintain professional relationships with internal and external contacts and will act as an ambassador of the Trust at all times. Patient contact is incidental. The post holder will be expected to develop close and effective working relationships and liaise on a regular basis with: Medical Resourcing, members of the wider Human Resources team, Workforce Systems, clinicians and operational managers, the Trusts agency supplier. The post holder will provide and receive sensitive information such as doctors pay and changes to working patterns which may be pay affecting.
The post holder will be required to work evenings and weekends on a rota basis. .