Medical Staffing Administrator

UHDB; East Midlands; On-site; GBP 28,000 - 31,000; Full time

Job summary

UHDB in Derby invites applications for a Medical Staffing Administrator on a 12-month fixed term contract within the Medicine Business Unit. Based at Royal Derby Hospital, you will manage rotas, staffing gaps, and attendance, ensuring smooth operation of medical staffing processes.

Candidates should have excellent IT, communication and organisational skills, and knowledge of NHS systems. This role is office-based, 37.5 hours, Monday to Friday.

Qualifications

• Good standard of English and Mathematics to O level/GCSE pass or equivalent.
• Evidence of good communication skills.
• Evidence of organisation skills.
• Experience of Medical staffing administration.
• Knowledge of NHS systems and processes.

Responsibilities

• Maintaining and updating medical rotas
• Escalating staffing concerns to the Medical Staffing Team Leader
• Maintaining oversight of gaps in medical cover and sourcing locum, bank or agency cover
• Administration of Annual leave, Study leave and Absence management in line with Trust policy
• Processing of additional payments for contracted, bank and agency staff
• Administration relating to recruitment and onboarding processes for new doctors joining the department
• Administrative support for resident doctors local induction
• Acting as the first point of contact for resident doctors regarding rota queries, leave and administrative processes
• Liaising with internal departments (HR, Payroll, Recruitment, Workforce, Clinical and operational management teams)
• Prioritise tasks and manage conflicting tasks effectively
• Use of Trust IT systems to include E-Rostering platforms, Microsoft office and other internal IT systems
• Maintaining effective communication within the Medical staffing team

Skills

Good communication skills

Organisational skills

Education

GCSE English & Maths

Tools

NHS systems

Job description

Main area Medicine Grade Band 4 Contract 12 months (fixed term / secondment) Hours Full time - 37.5 hours per week (This post is office based only - Monday to Friday) Job ref 320-MED-2048

Site Royal Derby Hospital Town Derby Salary £28,392 - £31,157 per annum Salary period Yearly Closing 12/10/2026 23:59 Interview date 23/10/2026

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

With over 14,000 members of staff you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services. The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds. All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

Armed Forces and Disability Confident guaranteed interview scheme

To further support the pledges in the Armed Forces Covenant and to make a positive contribution to support ex-armed forces personnel (veterans) make the transition to civilian life, the Trust has introduced a Guaranteed Interview Scheme for veterans who meets the essential criteria set out in the person specification, to help them overcome barriers to find civilian employment. The scheme will operate for all external recruitment.

The Trust is a Disability Confident Employer and committed to both employing and retaining people with disabilities. This commitment is to guarantee an interview for any candidate that has disclosed a disability under the Equality Act 2010 and who meets the essential criteria set out in the person specification. Reasonable adjustments under the Equality Act 2010 will be considered upon request.

if you are blind or visually impaired and require application material in an alternative format- such as Braille, large print, audio or accessible electronic formats oryou require support/adjustments with your application please contact the recruitment team on 01332 788466

The Trust is proud to be a signatory of the Care Leavers Covenant and is committed to supporting care-experienced people into employment.

Applicants who identify as a care leaver and who meet the essential criteria for the role, as detailed in the person specification, will be guaranteed an interview.

If you wish to be considered under this scheme, please indicate this within your application.

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for;

Job overview

An exciting opportunity has arisen for a Medical Staffing Administrator on a 12 month fixed term contract within the Medicine Business Unit.

We are looking for an enthusiastic and highly motivated individual to embrace and develop this fast paced and interesting role. You must be an effective communicator, possess excellent IT skills and have excellent attention to detail. The successful applicant will be able to manage rotas, problem solve and maintain efficient and effective processes within the Medical staffing team.

This role is office based at the Royal Derby Hospital site.

If you are considering applying for an internal secondment, please ensure you have discussed this with your line manager and obtained their support prior to submitting your application.

Main duties of the job

• Maintaining and updating medical rotas
• Escalating staffing concerns to the Medical Staffing Team Leader
• Maintaining oversight of gaps in medical cover and following processes to source locum, bank or agency cover as required
• Administration of Annual leave, Study leave and Absence management in line with Trust policy
• Processing of additional payments for contracted, bank and agency staff
• Administration relating to recruitment and onboarding processes for new doctors joining the department
• Administrative support for resident doctors local induction
• Acting as the first point of contact for resident doctors regarding rota queries, leave and administrative processes
• Liaising with internal departments (HR, Payroll, Recruitment, Workforce, Clinical and operational management teams)
• Prioritise tasks and manage conflicting tasks effectively
• Use of Trust IT systems to include E-Rostering platforms, Microsoft office and other internal IT systems
• Maintaining effective communication within the Medical staffing team

Closing date of applications: 12 October 2026

Interview date: 23 October 2026

Working for our organisation

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

• Development opportunities, both professional and leadership development
• On-going support from recruitment to when you join our team and beyond.
• Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts:

• We see on average 4810 OP appointments a day.
• We are the 4th busiest Trauma & Orthopaedic outpatients department in England – an average of 2077 per week.
• An average of 1115 patients are seen in A&Es across our network every day – 3rd largest in the country.
• Our hospitals admit an average of 195 emergency patients daily.
• Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
• We are one of only 7 Trusts nationally with more than 50 operating theatres.
• We carry out more than 140 elective procedures each working day.
• UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.

Detailed job description and main responsibilities

Please note this position is not eligible for sponsorship. Applicants must be able to demonstrate an existing and ongoing right to work in the UK for the duration of the contract without sponsorship from the Trust.

Important visa information: Due to UK Home Office immigration rule changes effective from 22 July 2025, applicants sponsored under Occupation Code 6131 (Nursing Auxiliaries and Assistants) may not be eligible to bring dependants under the Skilled Worker route if their Certificate of Sponsorship is issued on or after this date. Applicants are responsible for understanding how these rules apply to their individual circumstances. The Trust cannot provide immigration advice. Further information is available on the Skilled Worker visa: Your partner and children - GOV.UK

Your application (for shortlisting purposes) is assessed based on the Person Specification in the job advert (below).

Person specification

Education & Qualifications

• Good standard of English and Mathematics to O level/GCSE pass or equivalent

Skills & Abilities

• Evidence of good communication skills
• Evidence of organisation skills

Experience & Knowledge

• Demonstrable experience working in a senior administrative role
• Experience of managing annual leave/sickness and absence
• Experience of Medical staffing administration
• Knowledge of NHS systems and processes

Our Trust aims to provide the highest quality care to patients within Derbyshire and South East Staffordshire and we want the very best people to work with us.

Follow us on Twitter @UHDBTrust or find us on Facebook & LinkedIn - UHDBTrust

IMPORTANT INFORMATION

At UHDB , we offer different ways to work flexibly to each and every one of our colleagues, many of whom already work flexibly at all sites of the Trust.

For our roles we are open to discussing the possibility of part-time/ reduced hours/ compressed hours/ flexible start and finish times/ fixed/flexible shifts/annualised hours/ term time hours/ hybrid working – working partly in the trust/partly at home.

Why don’t you talk to us at interview about the flexibility you would like to explore and what it means to you, and we will discuss what’s possible for the job and team, and the opportunities we might be able to create together.

We can’t promise to give you exactly what you want, but we do promise to work with you to look at all the available options.

Most of our posts are subject to a DBS check, however having a criminal record will not necessarily bar you from obtaining a position. Please be aware that all new employees starting work with us will be charged for the cost of their DBS check, if it is required for their role.

All correspondence relating to your application will be sent to you via our trac.system account. Please ensure that you regularly check your emails; this includes junk/spam, as your security settings may not recognise the sender.

Anyone from outside of the UK (excluding from the Republic of Ireland) will need permission from UK Visas and Immigration (UKVI) to work in the UK and may also need entry clearance before travelling here.

UKVI is responsible for managing migration. To obtain a visa or entry clearance, you will need to meet certain requirements and demonstrate you have the right the work in the UK via:

• the points-based immigration system
• the EU settlement scheme
• eVisa

During the course of its employment activities, University Hospitals of Derby and Burton NHS Foundation Trust collects, stores and processes personal information about prospective, current and former staff.

Our Privacy Notice includes applicants, employees (and former employees), workers (including agency, casual, honorary and contracted staff), volunteers, trainees and those carrying out work experience – please refer to our Privacy Notice available on our Trust website: https://www.uhdb.nhs.uk/information-governance

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.