Medical Workforce Administrators

Cardiff and Vale University Health Board; Preston; On-site; GBP 21,000 - 25,000; Full time

Job summary

Cardiff and Vale University Health Board is seeking a Medical Workforce Administrator to manage day-to-day admin for temporary staffing and bank workers. You will handle inboxes, calls, provide guidance to doctors, and support the team leader with scheduling and reporting, including cross-cover duties across related roles.

Role requires experience in busy offices, NHS environments, and strong IT skills. A proactive, autonomous worker with good communication will fit well in this busy service.

Qualifications

• GCSEs in Maths and English at grade C or above, plus vocational/IT qualifications.
• NVQ level 3 in Business Administration or equivalent.
• Experience in busy office environment and healthcare/education setting.

Responsibilities

• Assist with day-to-day administration for Medical and Dental Temporary Staffing and Bank.
• Support data entry, reporting, and HR records for bank workers.
• Coordinate recruitment activity and prepare employment letters.
• Maintain documents and minutes, take meetings notes as required.
• Liaise with rota coordinators and line managers to schedule/record hours.

Skills

Communication

Organisation

Workload prioritisation

Teamwork

Deadline adherence

Adaptability

Customer focus

Autonomy

Education

GCSE Maths & English (C or above)

NVQ Level 3 in Business Administration

ECDL

RSA Level II or above

Tools

Intranet/HR systems

Healthroster/LOOP access

Job description

The Medical Workforce Administrator (Temporary Staffing and Bank)is responsible forthe day-to-dayadministration for Medical and DentalTemporary staffing workforce. The post-holderwill support the Medical Workforce Team Leader with the daily monitoring of inboxes, answering telephone calls andprovidingbasic advice to doctors of all grades.There are also opportunities to be involved with ad-hoc projects from time to time. In addition, the post holder will beexpected to cross cover theMedical WorkforceAdministrator((Appraisal & Revalidation) andMedical WorkforceAdministrator(GoSWand TCS) during any absence., 1. Cross-cover the other Medical Workforce Administrators during periods of leave, including sickness absence reporting, basic recruitment administrationand job planning administration. 2. Assist the Medical Workforce Assistant Operational Manager with the production of generic work schedules for all Resident Doctors in Training and Locally Employed Doctors, asrequired. 3. Provide comprehensive administrative support for the wider Medical Workforce Team asrequired. 4. Support and deputise for the Medical Workforce Team Leader as requested to take minutes for meetings 5. Take part inappropriate trainingand continuing professional development to meet CPD needs. 6. Be responsible formaintainingdoctor's personnel files. 7. Maintain good working knowledge of key Medical Workforce processes and the wider NHS environment to allow for cross-covering colleagues within the Medical Workforce Team., 1. Assist in the management and co-ordinating of a booking system for all Medical and Dental Bank and Agency Staff, including all associated administration of day to day operational activity. 2. Receive and deal with incoming telephone enquiries promptly and courteously. Answering and responding to emails. 3. Act as the first point of contact point for Medical Bank enquiries 4. Assist in the register of new workers with Temporary staffing agreements. 5. Liaise with Rota Coordinators, Directorate Managers and workers regarding any queries and booked hours appropriately. 6. Create Healthroster/ LOOP accounts for all Medical and Dental staff 7. To perform duties on Healthroster such as creating Doctors profiles, leave entitlements and personal patterns. 8. To manage bank only doctor compliance (i.e Mandatory training, GMC registration) 9. Keep accurate HR records for bank worker agreements including personal files and database deal with this in confidence. 10. Provide data for weekly/monthly and ad hoc reports as required for the service and to high level management as required. Complete reporting locally and for NHS England; i.e. Annual Organisational Audit and monthly statistics as necessary. 11. Assist with co-ordination of Recruitment activity both internally and externally. 12. Create letters of employment for Medical and Dental staff as and when required 13. Assisting in the administration of the ESR system for Lead Employer Doctors 14. Organise own tasks/plan and prioritises workload, working autonomously but seek advice where necessary. 15. Deputise for theMedical Workforce Team Leader when absent 16. Any other duties appropriate for the efficient running of the service adapting to changes as necessary.To maintain a good knowledge of all aspects of the work of the team, the wider NHS environment, liaising as required with colleagues within other Directorates, NHS Trusts and external organisations as necessary 17. Ongoing Data cleansing within Workforce Systems 18. Updating GMC records for the Doctors

• Educated to GCSE / equivalent standard 'C' or above in Maths and English, NVQ level 3 in Business Administration/Equivalent, Experience of working in a busy office environment
• ECDL or equivalent
• RSA Level II or above
• Experience of an education, training or healthcare environment

Skills and Ability,

• Excellent communication skills - Oral & Written
• Excellent organisational skills
• Ability to organise and prioritise own workload
• Able to work effectively as part of a team
• Ability to work to deadlines
• Able to work under pressure
• Able to deal with short notice change in priorities
• Ability to produce/present work to a high standard
• Able to use office phone system and access/navigate/update social media platform in use
• Able to use other IT programs where required such as an Intranet calendar., Flexible approach to meet service needs
• Considerate to colleagues and customer
• Reliable , Honest, Conscientious, Friendly
• Positive & Customer focused
• Work with minimal supervision

• BTH is part of the Lancashire & South Cumbria NHS Collaborative, therefore all roles will be required to support system wide working across the Lancashire & South Cumbria regions.