HR Medical Staffing Administrator

Louder Than Words; Plymouth; Hybrid; GBP 24,000 - 27,000; Part time

Job summary

A health and social care organization in Plymouth is seeking a Customer Focused Administrator for a part-time role. You will provide crucial administrative support within a busy medical HR department, ensuring effective roster management and serving as a point of contact for queries. Ideal candidates will possess strong organizational and communication skills, alongside a vocational level 3 qualification. The position offers flexible working options and a salary ranging from £24,937 to £26,598 per annum pro rata.

Benefits

Protected CPD time

Various development pathways

Leadership & mentoring programmes

Qualifications

• Substantial secretarial/administrative experience is essential.
• Proven track record in using technology to produce reports.
• Ability to prioritize workload and meet deadlines.

Responsibilities

• Coordinate responses to shared inbox queries.
• Assist with recruitment and induction of staff.
• Provide administrative support for the medical roster.

Skills

Organisational skills

Communication skills

IT skills

Education

Vocational Level 3 (NVQ3)

Good general education to GCSE

Tools

Microsoft Office Suite

Job description

Job Summary

30 hours per week

We are looking for a high quality, customer focused administrator to join our medical staffing department. Working within a fast paced medical HR department, you will have a keen eye for detail and the ability to juggle the demands of a busy workload. Working with all grades of doctors, you will be an excellent communicator and act as the first point of contact for all types of queries, where you will answer some and signpost others to the Medical HR Advisors. You will also be pivotal to the effective running of the medical roster.

This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.

Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.

All Livewell staff are expected to be able and willing to work across a 7-day service.

Main duties of the job

• Coordinate the shared inbox, answering queries as appropriate and signposting others
• Help to coordinate the effective running of the medical roster
• Assist with recruitment of doctors by preparing forms, packs and liaising with new starters for ID documents
• Assist with the induction of junior doctors and relevant tasks

About Us

Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.

As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.

We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.

Valuing our employees making an investment in their development a priority. We offer:

• Protected CPD time for registered staff
• Various development pathways and ongoing regular training packages for all staff
• Leadership & mentoring programmes
• Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training
• A Robust Preceptorship
• A bespoke induction programme
• Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.

Details

Date posted: 05 December 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,937 to £26,598 a year pa, pro rata

Contract: Permanent

Working pattern: Part-time, Job share, Flexible working

Reference number: B9832-2025-AC-1908

Job locations: 200 Mount Gould Road, Mount Gould, Plymouth, Devon, PL4 7PY

Job Responsibilities

Responsibility for administration: Be co-responsible for the day to day operational administration of the shared inbox, responding to emails as appropriate and within own scope of knowledge. Recognising when queries need to be forwarded to the HR Medical Staffing Advisors, Medical Education Coordinator and Medical Staffing Team Manager as appropriate. Ensure that there is a robust process for the management of the shared inbox. Assist with the day to day operational administration of the medical Eroster, forwarding queries to the Medical Staffing Advisor who will advise on issues relating to leave, on calls and day to day provision of staff. Be co responsible for the booking of study leave using the corporate card. Co-responsible for ensuring that sickness of the medical workforce is recorded appropriately and correct paperwork is sent to supervisors and returned in a timely manner. Also responsible for highlighting various sickness stages to HR Medical Staffing Advisors and Team Manager when appropriate. Under the guidance of the Medical Workforce Manager / Medical Staffing Manager, provide administrative support for the recruitment of the medical workforce. This includes, adding vacancies to NHS jobs, coordinating interview panels and once the introductory phase commences the coordination of IT forms. Ensure the timely production and coordination of joining instructions for locum staff in conjunction as advised by the Medical Workforce Manager. Under the guidance of the Medical Staffing Team Manager and the HR Advisor, provide administrative support to add doctors to the TempRE system (locum rostering). May be required to prepare papers and take minutes at various meetings, ensuring that actions are captured and followed up on. Be able to meet deadlines and carry out ad hoc administrative tasks identified by the Medical Staffing Team Manager.

Responsibility for people who use our services: Be the first point of contact via shared inbox and duty phone on a daily basis. Communication may be from Medical Staff, Service Users, other colleagues and other external agencies. You will have the ability to respond to queries within the scope of your own knowledge and recognise when queries need to be forwarded to other members of the team recognising the urgency of queries.

Responsibility for implementation of policy and/or service developments: Contribute to HR Medical Staffing Team Meetings, Huddles, Away Days and any other forum where the development of the team is to be discussed. To co-ordinate and check that there is an informative, descriptive, up to date intranet platform for medical staff. To liaise with the Team Manager and HR Medical Staffing Advisors for appropriate content to be uploaded to the various medical staffing pages.

Other Responsibilities: To ensure that there is an accurate database to record all IT equipment and IT logs relating to medical staff. To provide various ad hoc administrative tasks such as, filing, printing, typing and any other tasks (but within scope of role and knowledge) on request by the Medical Staffing Team Manager. To form a part of the cross cover arrangement for the department during periods of annual leave.

Person Specification

Knowledge & Experience

Essential

• Substantial secretarial/administrative experience
• Proven track record of use of technology to produce reports/database administration
• Knowledge of manipulating data to produce reports to the pre-set specifications required
• Demonstrable experience of using the internet to source information in a valid way

Desirable

• Demonstrable experience of training and education administration in a healthcare setting
• Previous experience of using Accent Leave Manager / Allocate Systems

Skills & Attributes

Essential

• Excellent organisational and prioritising skills
• Developed IT skills in Microsoft Office systems including Word, Excel, Powerpoint, Publisher and Access
• Ability to deal with a wide range of tasks and meet deadlines simultaneously
• Ability to prioritise own workload and elevate issues as necessary
• Excellent communication/interpersonal skills in order to build good working relationships with senior medical and non-clinical staff
• Ability to liaise with professionals from all disciplines and at all levels of the organisation
• Ability to maintain confidentiality at all times and to use discretion
• Ability to remain calm and focused under pressure

Qualifications

Essential

• Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge and experience
• Good general education to GCSE level or equivalent
• Intermediate word-processing, MS Office Word and Excel knowledge and experience

Desirable

• IT systems qualifications

Other Requirements

• Ability and willingness to travel by own means to various locations throughout the county
• Willingness to undertake training as necessary to the role

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name: Livewell Southwest

Address: 200 Mount Gould Road, Mount Gould, Plymouth, Devon, PL4 7PY

Employer's website: https://www.livewellsouthwest.co.uk/ (Opens in a new tab)