Medical Workforce Administrator - Health Medics - Band 3

We recognise that outstanding care can only be delivered through our people. We want to attract people who can help us deliver our vision. We want in return to help people achieve what they wish in their careers in the NHS at ULTH.

We are always keen to welcome highly skilled, committed and compassionate individuals to our hospitals – people who put patients at the heart of everything they do and are ready to help us achieve our vision.

Our values guide everything we do. They are:

• Patient-centred – Putting patients at the heart of everything we do, listening and responding to their needs and wishes.
• Safety – Following ULTH and professional guidelines. Speaking up to make sure patients and staff are safe from harm.
• Excellence – Striving to be the best that we can be. Innovating and learning from others.
• Compassion – Caring for patients and their loved ones in ways we would want for our friends and family.
• Respect – Behaving and using language that demonstrates respect and courtesy to others. Zero tolerance to bullying, inequality, prejudice and discrimination.

If you believe in them too, then you are ready to join the ULTH team.

We’ve taken great pride in building working environments where staff always feel valued, cared for and part of a team. Without doubt this is a challenging yet very rewarding job that is at the centre of health and care in Lincolnshire - making a positive difference to our patients.

We have an annual income of £710 million (22/23) and we employ nearly 8,600 people.

Our Board have recently agreed a new vision statement – “Outstanding Care Personally Delivered” – stating their ambition for our Trust to be among the best.

We also have a five year Integrated Improvement Plan setting out how we will achieve our strategic objectives, for patients, services, people and partners, the last recognising that our future success depends on our ability to ensure the Lincolnshire healthcare system is successful in achieving its ambition to help people live healthier lives and provide care closer to where people live.

Our latest CQC report increased our ratings for being effective and well-led from ‘Requires Improvement’ to ‘Good’. Our rating for caring remained as ‘Good’.

This is in recognition of the huge amount of work that our amazing staff have done to improve the quality of care for our patients in recent years.

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated.

• Flexible working: Depending on the needs of your role, we will consider requests for flexible and/or part-time working for whatever reason you should need it. We recognise flexible working will not look the same for everyone, because it depends on the nature of the role and the needs of the individual.

Types of flexibility could include:

• Part-time - less than 37.5 hours per week.
• Off-site/remote working - working from home or other sites for part or all the week.
• Compressed hours – usually full-time hours but over fewer days or shifts.
• Staggered hours – having different start and finish times.
• Set shift patterns – to allow for predictability
• NHS Pension: A generous and flexible pension scheme with contributions from us as your employer fully protected against inflation and guaranteed by the government
• Annual Leave: Starting at 27 days a year, rising to 33 days after 10 years plus eight bank holidays (for staff covered by Agenda for Change) For Medical Workforce positions (Consultant and Specialty Doctor), the full-time entitlement commences from 32 days per annum. For all other Medical Workforce positions, the full-time entitlement commences from 27 days per annum.
• Bank working: The chance to work extra hours at enhanced rates and we will pay you weekly too, ideal if your income needs a quick boost.

• Family & Childcare: Including on-site nurseries at Lincoln County Hospital and Pilgrim Hospital Boston, maternity, paternity, adoption & shared parental leave following a set period of employment.
• Health & Wellbeing: including counselling, mental health first aid, physiotherapy, eye tests.
• Learning & Development including Lincolnshire Talent Academy, leadership training, medical education, clinical education, Lincolnshire clinical research
• Financial support and benefits including Cycle2Work, car lease scheme, home electronics. Free on-site parking and free tea and coffee and the ability to save and borrow through your salary.
• Rewards & Recognition including staff awards, long service awards, retirement awards, examples of excellence and staff lottery.

Discover a range of rewarding health and social care careers in a county that’s friendly, fascinating, affordable and brimming with everything you need to live a happy life. Visit beinlincolnshire.com to find out more.

Job overview

THIS POST WILL COMMENCE FROM APRIL 2025

An exciting opportunity to come and join our Medical Workforce Team at ULHT to support our Allocate (HealthMedics) project. HealthMedics is an e-rostering and leave management solution that we use to ensure robust and safe rotas for our medics and patients.

This position is working within the Medical Workforce Team which will provide you with an exciting opportunity to demonstrate and develop your skills in project implementation and gain knowledge of the medical workforce.

The post holder will be required to produce information from our systems as required, to assist with system queries and training and to work closely with other teams across the Trust and ensure effective communication.

Previous NHS experience is not essential as training will be provided.

• To work as a key member of the Medical Workforce Team supporting the successful delivery of the HealthMedics roll out.
• To act as first point of contact for HealthMedics queries, sending out proforma’s and collating responses; escalating as appropriate to the Medical Workforce Officer.
• Provide advice and guidance on all aspects of HealthMedics and Activity Manager software, as well as having a general knowledge of other Medical Workforce queries.
• To maintain systems and databases as required and produce accurate and timely information as requested.
• Receive, triage and resolve HealthMedics support calls, differentiate between user error, configuration and application issues to determine levels of severity.
• Support the Medical Workforce Service Manager [HealthMedics] in the development and delivery of training programmes on the use of the system and reporting mechanisms.

Working for our organisation

Lincoln Hospital is a thriving university city and with the opening of the medical school, it provides all major specialties and a 24-hour major accident and emergency service

It provides all major specialties and a 24-hour major accident and emergency service.

Grantham and District Hospital serves the communities of Grantham and the local area. It provides ambulatory paediatric and accident and emergency services.

Lincolnshire Community Health Services NHS Trust (LCHS) and United Lincolnshire Hospitals NHS Trust (ULHT) have come together in a Group arrangement, with the goal of improving the care provided to patients across the county.

Both Trusts will retain their separate statutory names and legal obligations.

The Group will be known as Lincolnshire Community and Hospitals NHS Group (LCHG).

Detailed job description and main responsibilities

What should you do next?

Have a look at the job description and if you like what you see then apply today. Don’t miss this fantastic opportunity to work with a great team in a supportive environment within a great institution. Your NHS needs you!!!

Person specification

Qualifications

• • Level 2 or 3 standard of education (e.g. GCSE/A- Level/NVQ/BTEC) or equivalent experience demonstrating numeracy and literacy

• CIPD Level 3 (Foundation Certificate) or equivalent qualification
• Level 2 Certified English and Maths (GCSE/Functional Skills) as this is a requirement for many learning programmes/professional development pathways

Experience and previous Knowledge

• Previous administration experience
• Experience of organising meetings, preparing agendas, attendance at meetings, taking and transcribing formal minutes
• Experience of maintaining databases
• Experience of using electronic systems including improvement of systems
• Experience of communication with individuals at both junior and senior levels within an organisation
• Experience of producing information and sharing with individuals and groups of people
• Basic knowledge of Medical and Dental terms and conditions
• Experience of using information to make decisions and inform action to be taken
• Experience of making recommendations for improvements in relation to systems and administrative processes
• An understanding of how to handle, resolve and escalate enquiries and pass on information promptly
• Knowledge and understanding of working in a wider system of integrated care
• Experience of working independently and as part of a team

• Experience of working in a Medical Workforce environment
• Previous experience of using HealthRoster
• Experience of doctors working patterns and medical terms and conditions

Evidence of particular skills and aptitudes

• Proven and effective administrative skills.
• Good written and verbal communication skills
• Confident in using ICT systems relevant to role, including Management Information Systems and MS Office
• Able to work on own initiative without constant supervision
• Excellent interpersonal skills, able to communicate effectively and professionally and remain calm and polite under pressure
• Demonstrates attention to detail and works methodically, responding to changes to meet deadlines
• Able to help others acquire skills and experience
• Awareness and Knowledge of the dignity in care agenda
• Ability to evidence/demonstrate key values and behaviors in line with the Trust framework

• Advanced keyboard skills with a specific requirement for accuracy
• Ability to produce, analyse and interpret and manipulate data
• Ability to produce reports using different packages and software and present those reports to different audiences

Specific Requirements

• Willingness to work flexibly – some evening work may be required
• Committed to safeguarding and promoting the welfare of children, young people and vulnerable adults
• Contribute to a positive working environment ensuring commitment to equality and diversity
• The ability to travel between sites is required

We will continue to promote equality and challenge discrimination in all service provision, recognising and meeting the needs of the diverse communities we serve. We will strive to provide an environment in which people want to work and to be a model employer leading in good employment practice.

We are a People Promise exemplar site, for more information on the NHS People Promise - NHS England » Our NHS People Promise

As a responsible employer ULTH would encourage staff wishing to join the Trust to take up the COVID vaccination as this continues to remain the best line of defence against COVID19

Please note that we do not accept CVs.

Due to the high volume of applications we receive, ULTH reserves the right to close this advert prior to the closing date.

No DBS fees to pay: Successful candidates will have DBS applications applied for & paid by ULTH where applicable. There is no requirement to reimburse ULTH for this cost.

We welcome applications from the UK Armed Forces Community. On the application form please tick “Member of the Armed Forces Community” if the below applies to you.

You are:

• A Service Leaver
• A Veteran
• A Military Reserve
• A Cadet Force Adult Volunteer
• Partner/Spouse of those Serving NB: partners/spouses are only eligible whilst their partner is serving in the Armed Forces