JOB DESCRIPTION. Medical Workforce Administration Assistant. Fairview 1, Mater Hospital. Medical Workforce Coordinator

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1 JOB DESCRIPTION POST: LOCATION: Medical Workforce Administration Assistant Fairview 1, Mater Hospital. BAND: 4 HOURS: REPORTS TO: RESPONSIBLE TO: 37.5 hours per week Medical Workforce Coordinator Administration Service Manager JOB SUMMARY/MAIN PURPOSE: To support the Associate Medical Director in providing a full range of transactional Medical Administration services within Mental Health & Learning Disability Services on a daily basis in an efficient and consistent manner. Medical Administration Service Support Main Duties/Responsibilities Service Delivery To liaise with HR and other internal and external stakeholders for the recruitment, appointment and day-to-day management of all medical staff. To co-ordinate the management of consultant contract documentation. To develop and maintain robust monitoring arrangements for the allocation of programmed activities within the Service Group and provide detailed analysis of work schedules. To coordinate junior doctors monitoring process across the Service Group ensuring all junior doctors participate in a twice-yearly monitoring cycle. To support Service Group staff in organising and recording attendance at postgraduate and undergraduate training.

2 To process medical staff sickness absences to Human Resources and Salaries departments. To assist, as appropriate, the Associate Medical Director in handling concerns raised about medical staff, providing confidential administrative support. To produce reports on a regular basis to support the performance monitoring system associated with medical staff. To provide routine advise and guidance to Medical staff. Resolve queries and seeks advice when necessary. Provide administrative support including arranging meetings as required. Orders stationery/stock control. Quality, Development and Innovation To implement robust systems for education governance as required by the GMC and other external bodies as required, and liaising as required with the office of the Medical Director. To develop the appraisal process within the service group ensuring minimum datasets are available and revalidation requirements are met. To develop a new robust system for monitoring medical staffs leave. Collaborative Working Develop effective working relationships with external agencies such as DHSSPSNI, QUB, NIMDTA, PMETB and Beeches Management Centre. Work closely with the office of the Medical Director and Medical HR in all areas pertaining to medical staffing. Communication and Information Management Manage data collection and reporting processes. Data entry onto systems. Responsible for collection and collation of data as part of the Junior doctors monitoring process. The maintenance of both electronic and paper based filing systems in line with Medical Administration procedures and provide information when required. To develop on behalf of Associate Medical Director and Co- Directors/Director appropriate reports within and without the Service Group to include reports for the internal performance monitoring and reports for consultant facilitation and appeals process. General Responsibilities Employees of the Trust are required to promote and support the mission and vision of the service for which they are responsible and:

3 At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner. Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them. Comply with the Trust s Smoke Free Policy. Carry out their duties and responsibilities in compliance with the Health and Safety Policies and Statutory Regulations. Adhere to Equality and Good Relations duties throughout the course of their employment. Ensure the ongoing confidence of the public in-service provision. Maintain high standards of personal accountability. Comply with the HPSS Code of Conduct. Records Management Used as part of their business within the Belfast Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including s. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004 and Data Protection Act Employees are required to be conversant with the Belfast Health and Social Care Trust policy and procedure on records management and to seek advice if in doubt. Environmental Cleaning Strategy The Trusts Environmental Cleaning Strategy recognizes the key principle that Cleanliness matters is everyone s responsibility, not just the cleaners Whilst there are staff employed who are responsible for cleaning services, all Trust staff have a responsibility to ensure a clean, comfortable, safe environment for patients, clients, residents, visitors, staff and members of the general public. Infection Prevention and Control The Belfast Trust is committed to reducing Healthcare associated infections (HCAIs) and all staff have a part to play in making this happen. Staff must comply with all policies in relation to Infection Prevention and Control and with ongoing reduction strategies. Standard Infection Prevention and Control Precautions must be used at all times to ensure the safety of patients and staff. This includes:- Cleaning hands either with soap and water or a hand sanitiser at the appropriate times (WHO 5 moments );

4 Using the correct 7 step hand hygiene technique; Being bare below the elbows when in a clinical environment; Following Trust policies and the Regional Infection Control Manual (found on intranet); Wearing the correct Personal Protective Equipment (PPE); Ensuring correct handling and disposal of waste (including sharps) and laundry; Ensuring all medical devices (equipment) are decontaminated appropriately ie cleaned, disinfected and/or sterilised; Ensuring compliance with High Impact Interventions. Clause: This job description is not meant to be definitive and may be amended to meet the changing needs of the Belfast Health and Social Care Trust. June 2014

5 PERSONNEL SPECIFICATION POST: Medical Workforce Administration Assistant BAND: 4 RESPONSIBLE TO: Administration Service Manager REPORTS TO: Medical Workforce Coordinator ESSSENTIAL CRITERIA: 1. 4 GCSE s Grade C or above, to include English Language or equivalent qualifications and 2 year's administrative/secretarial experience OR NVQ Level 2 in Administration and 2 year's administrative/secretarial experience OR Three year s administrative/secretarial experience. OR A degree or professional qualification. 2. RSA/OCR Stage II word processing/typewriting or equivalent OR 1 years paid word processing/typing experience and can demonstrate a capable level of ability (as part of the selection process short listed applicants may be asked to undertake an ability test to assess the above criteria 3. Excellent written and verbal communication skills including the ability to converse with clients in stressful situations. 4. Ability to develop good working relationships with staff at all grades and professionals both inside and outside the organisation. 5. The ability to work on own initiative and be flexible in approach to work. 6. Have a working knowledge of all Microsoft Office Products, i.e. Word, Excel, Access, PowerPoint, Outlook and Front Page. NOTE: Where educational/professional qualifications form part of the criteria you will be required, if shortlisted for interview, to produce original certificates, and one photocopy of same, issued by the appropriate authority. Only those certificates relevant to the shortlisting criteria should be produced. If educational certificates are not available an original letter and photocopy of same detailing examination results from your school or college will be accepted as an alternative.

6 If successful you will be required to produce documentary evidence that you are legally entitled to live and work in the United Kingdom. This documentation can be a P45, payslip, National Insurance Card or a birth certificate confirming birth in the United Kingdom or the Republic of Ireland. Failure to produce evidence will result in a non appointment. June 2014