Medical HR Advisor / Band 5

Job Summary:

The post holder will be responsible for developing and maintaining a systematic approach to the management of junior doctor rotations, Consultant & junior doctor recruitment and overall management of medical staff. The successful candidate will support the provision of a comprehensive Medical HR service and be the first point of contact in advising managers, employees and candidates on all aspects of Medical HR processes. As a Medical HR Advisor, you will also provide a comprehensive and professional medical recruitment service as part of the Medical HR service consistent with NHS standards, employment law, good practice, with good customer care at its core. To champion good practice in all aspects of the Medical HR service, you will ensure that decisions are made on the basis of best advice, and strive to continually improve current practice and to raise the profile of the service within the Trust.

The role is intended to provide development across two areas of the Operational HR function: Medical and Ask HR.

Location: Kingston & Teddington & 2 days WFH

Job Type: Temporary

Duration of booking: Expected to last 6 months with possible extension

Proposed start date: ASAP

Pay Rates: Up to £20 per hour Umbrella or £18 per hour PAYE inclusive of holiday pay

Hours / Working Days: 37.5 hours per week / Monday to Friday, 9am – 5pm

Sector: Healthcare

Based: Office / Hospital

General Responsibilities

• To ensure the Medical HR team provide a comprehensive high quality, customer-focused service to all Divisions within the Trust.
• To be responsible for ensuring verifying, entering, maintaining and accessing accurately and timely information on the Trust’s HR/Payroll System (ESR), ensuring it complies with Trust Policies, Medical & Dental Terms & Conditions of Service, Local agreements and Legal Regulations, and maintaining high standards and quality of information.
• Compliance reports e.g. GMC, Work Permit and relevant workforce reports are actioned in a timely manner in line with the Trust’s KPIs
• Successful management of the monthly junior doctors’ rotations administration. In addition, responsibility for arranging and minuting bi-monthly Junior Doctor’s Forum- following up subsequent actions/ escalating as necessary.
• To advise on all aspects of the Medical & Dental Terms and Conditions of Service for all grades of doctors.
• Provide expert advice to staff on all types of leave e.g. maternity, paternity leave in line with the Medical and Dental Terms and Conditions and Trust policies ensuring that the administration is done accurately and in a timely manner.
• Assist with managing requests from trainees wishing to train flexibly/less than full-time, obtaining the relevant approvals from NHS England, Trust managers and Finance as appropriate, calculating pay for standard and out of hours work as per the proposed rota.
• To assist with validating rotational information via the NHS England portal i.e. identify all new starters, transferees and leavers and ensuring all relevant systems are maintained and are up to date and accurate at all times. Liaise with NHS England regarding any inaccuracies or anomalies, ensure these are resolved and communicated to all concerned.
• Deputise for Senior Medical HR Advisor during working pattern review meetings as required. Utilise the information made available from the exception reporting system and the Guardian of Safe Working Hours to aide in reviews.
• Ensure the team adhere to the ESR Standard Operating Procedures and that all payroll/ESR inputting is done accurately and timely by the payroll deadlines each month.
• Assist with inputting rotas on e-Rota and analyse these for the purpose of salary assessments, compiling work schedules and issuing contracts of employment.
• The post holder will supervise, train and develop the Medical HR Administrator(s) on a day-to-day basis to develop individual skills and support with continuous development.
• You will ensure, in conjunction with the senior advisor/manager that adequate cover is provided during periods of leave and absence within the team.
• Assess eligibility and process all relocation expenses request and claims in line with the relevant Trust and NHS England policies.
• Assist with streamlining processes and developing standard operating procedures to ensure consistent practice and avoid duplication.
• To oversee and supervise the issuing and renewal of Honorary contracts ensuring that all required pre-employment checks and processes have taken place, including a mechanism for monitoring those contracts that have been issued or near to expiry.

Recruitment

• Ensure hiring managers are kept fully informed of recruitment progress and provide expert advice on complex recruitment issues.
• Liaise with Senior Medical HR Advisor, Medical HR Manager and business leads to notify where resourcing delays represent a business risk and to develop appropriate plans and strategies to remove obstacles, increase efficiency and mitigate risk.
• Using specialist knowledge most specifically relating to Medical Terms and Conditions to advise hiring managers regarding offers of employment, helping them to interpret regulations advising regarding all options to make the most attractive offers to prospective appointees.
• Ensure candidates are fully informed of salary and terms at the time of their offer of employment and that contracts are delivered and agreed ahead of their appointment.
• Completing salary assessments, compiling work schedules and issuing contracts of employment for all medical staff recruited into the Trust.
• Ensure all payroll documentation e.g. joining forms, change and leavers forms are coded and submitted for entry onto ESR in an accurate and timely manner.
• Monitor and manage recruitment activity daily to ensure that the service is delivered in line with key performance targets.
• To organise recruitment campaigns from start to finish for all grades of medical staff within the allocated Service Lines ensuring that recruiting managers and candidates are kept fully informed throughout the process. Also ensuring the recruitment processes for consultants (Advisory Appointing Committee – AAC) are conducted in accordance with the NHS Appointment of Consultant regulations, Royal College protocols and Trust Policy. Support in the setting up of AACs, ensuring that all associated paperwork is processed in a timely manner, and subsequent offers are processed in line with the Trust’s KPIs.
• Ensure that all new starters to the Trust are compliant in terms of pre-employment clearances in accordance with the NHS Employment Check Standards and Trust policies and that these are accurately recorded on ESR.
• Actively promote equality and diversity within the Medical Workforce.