Medical Workforce Officer

NHS; Nottingham; On-site; GBP 26,000 - 30,000; Full time

Job summary

Join a leading healthcare team as a Medical Workforce Officer, where you will manage doctor rotations, support medical staffing processes, and contribute to various workforce projects. This role requires strong organizational and interpersonal skills and a commitment to supporting our medical teams in ensuring compliance with staffing regulations.

Qualifications

• Experience in Medical Workforce or Medical Staffing/Recruitment is essential.
• Proficient in Microsoft Office applications.
• Ability to handle sensitive and confidential information.

Responsibilities

• Manage Resident Doctor rotations and on-call rotas.
• Coordinate the administration of medical staff rotas.
• Act as first point of contact for all doctors.

Skills

Interpersonal skills

Communication skills

Organizational skills

Confidential information handling

Microsoft Office

Education

Diploma/Level 4 NVQ/Foundation degree standard or equivalent

Tools

Database packages

Job description

Job summary

An exciting opportunity has arisen to join our developing team as we look to appoint a Medical Workforce Officer.

This post holder will be based in Medical Workforce (part of the People & Culture Team) and have an essential role in supporting the department in the day-to-day co-ordination of all Medical Workforce matters; ensuring timely, accurate and reliable support and advice is provided to our doctors and managers.

The role involves managing Resident Doctor rotations and our on-call rotas to ensure they are fully staffed and updated, working with colleagues to ensure that rotas are compliant with 2016 Resident Doctors Terms & Conditions of Service and wider working time legislation.

You will also work closely with the team on various Medical Workforce projects including the Trust's Resident Doctor Engagement Plan and digitalisation of our processes.

Experience of working within a Medical Workforce department or Medical Staffing/Recruitment department is essential, but we would consider application from candidates who have comparable experience.

Please note that the interview will be held at Duncan MacMillan House, Nottingham on 16th June 2025.

Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.

You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies

Main duties of the job

The post holder will be responsible for the provision of timely, efficient, and reliable data relating to Medical Workforce information in relation to doctors' rotation, vacancies, recruitment, on-call rotas, and locum cover. Using independent judgement, the post holder will be responsible for the day-to-day operational co-ordination of all rotas and rosters.

The post holder will be responsible for Resident Doctor rotations including rota design, exception reporting and work schedules. The post holder will work closely with Care Group Managers to ensure that the medical rotas are fit for purpose and staffed in the most cost-effective way.

The post holder will manage the on-boarding process of Resident Doctors including carrying out all pre-employment checks and will support induction processes.The post holder will also support the administration of Medical Staff Bank.

To co-ordinate and overseeing the smooth running of doctors' rota in line with 2016 Resident Doctors Terms and Conditions of Service and working time legislation including coordination of all leave arrangements and prospective cover for Consultants, SAS, and Resident Doctors.

The post holder will work closely to monitor shift patterns on a regular basis to ensure continued compliance with 2016 Resident Doctor Terms and Conditions of Service and working time legislation.

The post holder will also undertake reports and ad hoc projects as and when requested.

About us

#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.

We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.

The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.

The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment

Details Date posted

23 May 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year Per Annum (Pro rata for part time)

Contract

Fixed term

Duration

9 months

Working pattern

Full-time

Reference number

186-645-25-CS

Job locations

Duncan Macmillan House

Porchester Road

Nottingham

NG3 6AA

Job description Job responsibilities

• To be the first point of contact for all doctors.
• To manage administration of the Consultants, SAS Doctors and Resident Doctors rotas and associated out of hours monitoring processes.
• To identify where there will be shortages of cover for periods of on-call and contribute to finding cost effective solutions for the periods in liaison with Clinical Directors/ Clinical Leads and the Rota Manager.
• Ensure all relevant people are informed of any changes to medical rotas, e.g., Switchboard, Consultant Secretaries, Ward Clerks, Nursing Staff, Administration Staff with and relevant documents distributed in a timely and effective manner.
• Working with the Rota Manager, to maintain shift patterns in accordance with legislation and terms and conditions for medical staff, responding to new legislation and service developments when required.
• Working closely with Clinical Directors to ensure Medical Workforce on call cover is sustainable to provide a quality service for the directorate, contributing to plans when required.
• Monitor on a regular basis compliance with the 2016 Resident Doctor Terms and Conditions of service for all trainee Medical Staff in the Trust.
• Act as a key point of contact for Medical Staff to report sickness absence, annual leave, and other absences in line with organisational policy.

• As part of supporting our Resident Doctors the post holder will administer our monthly Resident Doctors Forum and Exception Reporting.

• To assist in maintaining up to date and accurate records for all Consultant, SAS, and Resident Doctors matters, including annual leave, professional/study leave, special leave, sickness absence and travel expenses.
• Accurately monitor and record sickness absence of Medical Staff, bringing to the attention of the Medical Workforce Specialists/ Rota Manager instances of repeated sickness absence.
• Ensure processes for checking and approving leave are in place, and that entitlements are managed in line with service expectations.
• Ensure adequate locum cover is arranged in a cost-effective way and in line with agreed rates of payment. Recognising that gaps may occur due to vacant posts, sickness etc. this will include liaison with temporary services and medical agencies as appropriate.
• To update and communicate Induction materials for Medical Staff, including locums, in different formats (induction booklets, email updates, 1-1 meetings).
• For Resident Doctors, act as a core part of the team to arrange and coordinate Induction (to include advising attendees of opportunities to undertake locum work in respect of on call cover).
• For all doctors who commence work in the organisation, arrange a local induction, appropriate computer training, and provide relevant information about their post to individuals and the relevant Directorate.
• Ensure during a normal working day that all Medical Workforce queries are dealt with promptly, facilitating communication by ensuring queries are raised with the appropriate team/team member for action.
• Ensure relevant Clinical Leads/Clinical Directors are informed of any medical staffing problems affecting the on- call rota and cover escalating issues to the Rota Manager.
• Ensure that all data is available and coordinated effectively to ensure monthly/locum timesheets can be processed for payment.
• Provide support to the Guardian of Safe Working/ Head of Medical Workforce with meeting reporting requirements in relation to vacancies, out of hours work and locum shift usage.
• To attend and present at appropriate meetings when required to update on matters relating to on call rotas and locum usage.
• Maintaining databases and systems in use by the Medical Workforce team (e.g., ESR, excel databases, Allocate E-Rota) in accordance with own role and the work of the team.
• Keep abreast of new Medical Workforce legislation terms and conditions and examples of good working practice.
• To assist with the day-to-day operational co-ordination of any other Medical Workforce issues within the service at the request of the Deputy Head of Medical Workforce/Rota Manager.

Please note that this post does not meet the pay level required for a Skilled worker visa.

Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa

Job description Job responsibilities

• To be the first point of contact for all doctors.
• To manage administration of the Consultants, SAS Doctors and Resident Doctors rotas and associated out of hours monitoring processes.
• To identify where there will be shortages of cover for periods of on-call and contribute to finding cost effective solutions for the periods in liaison with Clinical Directors/ Clinical Leads and the Rota Manager.
• Ensure all relevant people are informed of any changes to medical rotas, e.g., Switchboard, Consultant Secretaries, Ward Clerks, Nursing Staff, Administration Staff with and relevant documents distributed in a timely and effective manner.
• Working with the Rota Manager, to maintain shift patterns in accordance with legislation and terms and conditions for medical staff, responding to new legislation and service developments when required.
• Working closely with Clinical Directors to ensure Medical Workforce on call cover is sustainable to provide a quality service for the directorate, contributing to plans when required.
• Monitor on a regular basis compliance with the 2016 Resident Doctor Terms and Conditions of service for all trainee Medical Staff in the Trust.
• Act as a key point of contact for Medical Staff to report sickness absence, annual leave, and other absences in line with organisational policy.

• As part of supporting our Resident Doctors the post holder will administer our monthly Resident Doctors Forum and Exception Reporting.

• To assist in maintaining up to date and accurate records for all Consultant, SAS, and Resident Doctors matters, including annual leave, professional/study leave, special leave, sickness absence and travel expenses.
• Accurately monitor and record sickness absence of Medical Staff, bringing to the attention of the Medical Workforce Specialists/ Rota Manager instances of repeated sickness absence.
• Ensure processes for checking and approving leave are in place, and that entitlements are managed in line with service expectations.
• Ensure adequate locum cover is arranged in a cost-effective way and in line with agreed rates of payment. Recognising that gaps may occur due to vacant posts, sickness etc. this will include liaison with temporary services and medical agencies as appropriate.
• To update and communicate Induction materials for Medical Staff, including locums, in different formats (induction booklets, email updates, 1-1 meetings).
• For Resident Doctors, act as a core part of the team to arrange and coordinate Induction (to include advising attendees of opportunities to undertake locum work in respect of on call cover).
• For all doctors who commence work in the organisation, arrange a local induction, appropriate computer training, and provide relevant information about their post to individuals and the relevant Directorate.
• Ensure during a normal working day that all Medical Workforce queries are dealt with promptly, facilitating communication by ensuring queries are raised with the appropriate team/team member for action.
• Ensure relevant Clinical Leads/Clinical Directors are informed of any medical staffing problems affecting the on- call rota and cover escalating issues to the Rota Manager.
• Ensure that all data is available and coordinated effectively to ensure monthly/locum timesheets can be processed for payment.
• Provide support to the Guardian of Safe Working/ Head of Medical Workforce with meeting reporting requirements in relation to vacancies, out of hours work and locum shift usage.
• To attend and present at appropriate meetings when required to update on matters relating to on call rotas and locum usage.
• Maintaining databases and systems in use by the Medical Workforce team (e.g., ESR, excel databases, Allocate E-Rota) in accordance with own role and the work of the team.
• Keep abreast of new Medical Workforce legislation terms and conditions and examples of good working practice.
• To assist with the day-to-day operational co-ordination of any other Medical Workforce issues within the service at the request of the Deputy Head of Medical Workforce/Rota Manager.

Please note that this post does not meet the pay level required for a Skilled worker visa.

Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa

Person Specification Qualifications Essential

• Diploma/Level 4 NVQ/Foundation degree standard or equivalent

Skills Essential

• Extensive experience of Microsoft Office (Word, Excel, Outlook) and other database packages.
• Excellent interpersonal and communication skills (written/verbal) with the ability to engage effectively at all levels of the organisation.
• Ability to handle sensitive and confidential information relating to the employment of Medical Staff

Experience Essential

• Recent Medical Workforce/ Medical Recruitment experience
• Previous administration, customer service and organisational experience.
• Experience of rota management and Resident Doctor rotation management in the NHS
• Experience of interpreting 2016 Resident Doctor Terms and Conditions of Service

Desirable

• Experience of electronic rota/roster management system

Person Specification Qualifications Essential

• Diploma/Level 4 NVQ/Foundation degree standard or equivalent

Skills Essential

• Extensive experience of Microsoft Office (Word, Excel, Outlook) and other database packages.
• Excellent interpersonal and communication skills (written/verbal) with the ability to engage effectively at all levels of the organisation.
• Ability to handle sensitive and confidential information relating to the employment of Medical Staff

Experience Essential

• Recent Medical Workforce/ Medical Recruitment experience
• Previous administration, customer service and organisational experience.
• Experience of rota management and Resident Doctor rotation management in the NHS
• Experience of interpreting 2016 Resident Doctor Terms and Conditions of Service

Desirable

• Experience of electronic rota/roster management 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.

Employer details Employer name

Nottinghamshire Healthcare NHS Foundation Trust

Address

Duncan Macmillan House

Porchester Road

Nottingham

NG3 6AA

Employer's website

https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)

Employer details Employer name

Nottinghamshire Healthcare NHS Foundation Trust

Address

Duncan Macmillan House

Porchester Road

Nottingham

NG3 6AA

Employer's website

https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)