Junior Doctor administrator

We are actively promoting flexible working options, helping you to manage a work / life balance

Job overview

The post holder will be responsible for the day to day administration of junior doctors’ working within the Cardiology, Cardiac surgery, Vascular and Thoracic surgery clinical specialties.

This will include acting as a point of contact for all junior doctors ensuring that the service has adequate cover arrangements in place at all times.

The post holder will be a key member of the admin team; providing a lead role in the management of junior doctors. It is expected that the Junior Doctor Administrators post holder will work with the Consultants, registrars and resident doctors and operational managers to take a key role in improving working conditions for junior doctors in the Service

• Establish excellent communication systems with Junior Doctors and Consultant medical staff. Act as a key point of contact for other clinical and non-clinical staff in relation to Junior Doctor / resident issues and on call cover.
• Co-ordinate and administer all rotas to ensure that appropriate cover arrangements are in place at all times. Check that any leave booked does not interfere with on call commitments.
• Assist the Medical Team Administrator in maintaining an accurate record of junior doctors’ annual, special, study and sick leave, ensuring appropriate authorisation is given and highlighting any potential/actual difficulties.
• Forward all reports of sickness and absence to Clinical Supervisors and Medical Team Administrators for all medical staff as appropriate.
• Design and create on call rota that meets EWTD and service requirements within staffing constraints, ensuring base wards are covered adequately.
• Distribute on-call rotas to Multi-disciplinary team to ensure that arrangements and clinic reductions can be made to cover rota commitments.

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:

[...]/

• Support the Medical Team Administrator in the checking of all incoming claims and invoices for accuracy and monitor locum expenditure.
• Record and submit all invoices to payroll with correct budget code according to speciality.
• Create and maintain Consultant on call rota. Record and monitor annual leave, sickness and study leave for all consultants within the Directorate forwarding as appropriate to the operations team.
• Monitor compliance in liaison with Team Leader/Operational Manager with junior doctor working hours and ensure that all returns are made on time. Implement changes highlighted by monitoring exercises.
• Assist the Medical Team Administrator in the necessary arrangements and co-ordinate the agenda for a monthly ‘Junior Doctors’ Forum’. Take minutes and distribute. Provide regular feedback on progress with identified issues.

Person specification

Commitment to Trust Values and Behaviours

• Must be able to demonstrate behaviours consistent with the Trust’s Values and Behaviours

Training & Qualifications

• GCSE or equivalent A*- C grades Specifically in maths and English
• IT Skills

• CLAIT (or equivalent)

Experience

• Administration Customer service Telephones & Email experience
• Dealing with complaints

• Admin experience within the NHS or similar healthcare environment Rostering experience

Communication and relationship skills

• Effective communication skills Able to manage sensitive conversations Tact and diplomacy
• Must be a team player. Able to maintain confidentiality

• Previously worked in a hospital customer service focused role or similar

Analytical and Judgement skills

• Able to act on own initiative. Ability to assess information and take steps to address any shortfalls. Ability to work without close supervision.

Skills

• Microsoft Office IT skills

Equality, Diversity and Inclusion

• Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs. All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others

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.

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.