Medical Workforce Administrator

NHS; Prestwich; On-site; GBP 22,000 - 30,000; Full time

Job summary

A healthcare organization is looking for a Medical Workforce Administrator to provide administrative support within the Medical Workforce Team. The role involves managing rota queries, arranging locum cover, and ensuring compliance with various medical staffing processes. Ideal candidates will have strong administrative skills, relevant qualifications, and experience in a similar role.

Benefits

27 days annual leave plus bank holidays

Cycle to work scheme

Salary sacrifice car scheme

Blue Light Card Discounts

Qualifications

• Experience of working in an administrative or clerical role.
• Experience of dealing with high volumes of work and flexible deadlines.
• Familiarity with recruitment processes in a similar environment.

Responsibilities

• Act as the first point of contact for rota queries.
• Manage locum cover arrangements as needed.
• Draft on-call rota templates for medical staff.

Skills

Administrative skills

Communication

Attention to detail

Education

GCSE Maths and English or Equivalent

NVQ level 3 relevant to the role or equivalent

Typing qualification RSA 3 or equivalent

Tools

HR/Payroll IT system experience

Job description

We are looking to recruit a Medical Workforce administrator to work within our small and friendly Medical Workforce Team. The candidate will be expected to support the Medical Workforce Team in the provision of a range of support services, processes and procedures including the booking of temporary Medical Staff and Medical recruitment administration.

Please note - This role is not eligible for sponsorship unless you meet criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024.

Main duties of the job

In this role you will be expected to carry out various duties, some of which but not exclusive are listed below.

• To be the first point of contact regarding Trainee Doctor and Consultant rota queries for assigned areas.
• To action swap requests to rotas ensuring compliance with the Trainee Doctors Contract (2016) rules and Working Time Regulations
• To arrange locum cover for short term rota gaps with internal or external medical staff. Following Trust and NHS guidelines and compliance requirements. Placing bookings on the relevant Trust system i.e. NHSP Connect.
• To support the Medical Workforce with drafting on call rota templates.
• Be responsible for the absence inputting for medical staff on the appropriate recording mechanisms i.e. DRS Real Time, ESR, Healthroster etc. in a timely manner.
• To process requests for long term locum cover based on the service need, ensuring compliant candidates are forwarded for consideration, liaising with external agencies regarding rates of pay in line with Trust and NHS England/NHS Improvement guidelines and other queries relevant to the role.
• To support the Medical Workforce Advisor with tasks relating to trainee doctor rotations, including drafting Generic Work Schedules (GWS), setting up profiles for exception reporting, adding details to the relevant rostering software.

About us

Greater Manchester Mental Health (GMMH) Foundation Trust employs over seven thousand members of staff, who deliver services from more than 160 locations.

We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford, Traff ord and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.

Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.

Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.

Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.

Job responsibilities

This job description is an outline of the key tasks and responsibilities of the post and is not intended as an exhaustive list. The post may change over time to reflect the changing needs of the trust and its services as well as the changing needs of the post holder/department. The job description will be reviewed regularly and updated as appropriate following agreement between the postholder and Line Manager.

Please see attached job description and person specification

Band

Saturday (midnight to midnight) and any week day after 8pm and before 6am

All time on Sundays and Public Holidays (midnight to midnight)

Benefits

• 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
• Cycle to work scheme
• Salary sacrifice car scheme
• Blue Light Card Discounts

Person Specification

Education/Qualification

• GCSE Maths and English or Equivalent
• NVQ level 3 relevant to the role or with equivalent work experience/ Typing qualification RSA 3/equivalent/ ECDL
• Word-processing qualification e.g. RSA II, III or ECDL
• Certificate in Personnel Practice/CIPD level 3, working towards or willing to work towards

Experience

• Experience of working in an administrative/clerical role
• Experience of dealing with high volumes of work and working to set and flexible deadlines
• Experience of working in a similar post such as in a recruitment or ESR in another Trust or for another organisation.
• Experience of using ESR or any other HR/Payroll IT system.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.