Nottingham University Hospitals NHS Trust Hiring for Admin Assistant (Medical Workforce) at Nottingham Full Time

Mandatory Covid-19 Vaccines – All NHS workers who have social or direct face-to-face contact with patients and/or service users as part of their role will be required by law to be fully vaccinated (1st and 2nd dose) against Covid-19 by 1 April 2022, unless medically exempt. Please bear this in mind when making your application as where a role requires this, you will need to demonstrate that you meet this requirement during the recruitment process.

Job overview

We are looking for a new recruit to join our small and dynamic team. Are you a super organised, unflappable, customer focussed multi-tasker who is looking for a new challenge? If so this role might be for you.

Our team runs the NUH Medical Bank and the NUH junior doctor Sickness/Absence hotline alongside other administrative tasks. This role is office based with contact with doctors, our junior doctor co-ordinators and the wider Medical Workforce team.

You need to be confident on the phone, and have a professional approach to customer service. An eye for detail is essential along with a methodical approach to work.

Main duties of the job

Taking calls from absent doctors, liaising with rota co-ordinators and supervisors to ensure the area are aware of staffing levels within agreed timeframes. This can be complex and sensitive in nature at times.

Liaising with HR advisors/supervisors in relation to complex sickness/absence cases to ensure records are kept up to date and provide assurance that absence case management is active.

Conduct return to work interviews over the phone, ensuring that sickness/absence information disclosed is accurately recorded. These conversations require tact and empathy to conduct the conversation in an appropriate manner.

Completing full pre-employment checks, which will consist of liaising with new starters to ensure ID checks are completed in line with Trust policy, references are sought, professional registration is checked and to ensure training and right to work documentation is in place and up to date.

Administering the bank software to activate new starters, deactivate leavers and maintain all active records. Request and book shifts and process payment for shifts worked and liaising with the software provider to highlight any system issues.

Liaise with pay services regarding pay runs, pay queries, new starters and leavers.

Work as a team to ensure that processes are as effective as possible and assisting with implementing new processes to ensure that work flow can be maximised.

Working for our organisation

The Medical Workforce team is a friendly and supportive team which sits within the Human Resources Department. We provide a range of services focused on our doctors. You will be well supported to gain a wide variety of skills and experience.

Detailed job description and main responsibilities

In addition to the above summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert

Person specification

Qualifications

Essential criteria

NVQ 3/RSA 3 in Administration or Business Administration or equivalent work experience

GCSE grade C or above in Maths and English or equivalent

Experience

Essential criteria

Experience of a busy administrative role

Experience of answering queries over the telephone

Competent working knowledge of Microsoft Office, specifically excel

Basic understanding of pre-employment checks

Desirable criteria

Previous experience of working with medical staff

Skills

Essential criteria

Able to build working relationships and communicate effectively with a wide range of managers/clinicians/and staff at all levels

Keyboard skills

Ability to prioritise a busy workload, working quickly and accurately whilst dealing with a number of on-going issues at the same time

Able to work on own initiative without continual supervision

Able to problem solve routine queries and use initiative whilst dealing with constant interruptions

Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.

Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.

Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.

Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application

Salary: The quoted salary will be on a pro rata basis for part time workers.

Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.

At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.

Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements

ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.

Consent:
Transfer of information: If I have previous NHS service – I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.

Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£45 for enhanced and £28 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.