Job summary
- Main area
- Frailty and Community Care of the Elderly (COTE)
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (weekday mornings, five days a week)
- Job ref
- 040-AC118-0325-A
- Employer
- Aneurin Bevan University Health Board
- Employer type
- NHS
- Site
- Llanarth House
- Town
- Newbridge
- Salary
- £26,928 - £29,551 per annum pro rata
- Salary period
- Yearly
- Closing
- 15/05/2025 23:59
Employer heading
Medical Staffing Co-ordinator
Band 4
We encourage applications from all with protected characteristics and from those in the Armed Forces Community. Applicants are invited to apply in Welsh, any application submitted through the medium of Welsh will not be treated less favourably than applications made in English.
Please let us know if you have any particular requirements to enable you to participate in the application and selection process. We will be pleased to discuss any reasonable adjustments needed. Please either contact the recruiting manager named in the job advert or alternatively contact the Aneurin Bevan University Health Board recruitment team on 01497 745805 option 3.
If you are successful at interview for this post, you will receive your conditional offer of appointment and information pack via email.
We reserve the right to close this vacancy at any time. Therefore, we encourage early applications to ensure consideration for this post. If you are short listed for this post, you will be contacted via your email account you used to apply for this post, therefore please check your account regularly.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Aneurin Bevan University Health Board support flexible working.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.
Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process.
Job overview
- Acts as a first point of contact for the medical staff aligned to the Frailty and Community Care of the Elderly (COTE) teams, providing information, advice and support as required.
- Works closely with the lead clinicians within the team in co-ordination of the on-call rotas for both Directorates
- Provides a fully comprehensive administrative support to all rotas ensuring that any changes or updates are communicated through the appropriate channels and in a timely manner.
- Responsible for co-ordinating cover for short-notice absences, rota gaps or vacant sessions under the guidance of the Directorate management team.
Main duties of the job
- Provides ongoing administrative support to the on-call rotas for the Frailty and Community COTE medical teams and the Clinical Directors as and when required
- Ensures continued service provision using a forward-thinking approach to identifying and escalating any upcoming gaps in the rotas
- Identifies, organises and facilitates medical staffing cover at short notice in response to service needs
- Receives all forms of communication, ensuring they are dealt with appropriately and in a timely manner.
Working for our organisation
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued with opportunities to start, grow and build your career. The Health Board provides integrated acute, primary and community care services for a population of 650,000 and employs over 16,000 staff.
The Health Board offers a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Detailed job description and main responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac
- To work independently and manage own workload, referring to manager when necessary
- Prioritises cost efficient cover arrangements for any gaps or vacancies that need to be covered, considering bank or in-house cover as a first option
- Responsible for liaising and negotiating directly with external medical staffing agencies by telephone or email where in-house cover cannot be sourced
- Responsible for ensuring that any staffing changes or swaps are updated on Sharepoint and communicated to the relevant teams
- Responsible for the timely inputting of locum sessions on to the Patchwork system and for ensuring timely sign-off by the Directorate team
- Maintains good housekeeping on Patchwork ensuring that any unfilled or cancelled shifts are removed as appropriate
- Arranges ID badges and IT access for locum staff in readiness for start dates as and when required
- Responsible for ensuring that any sickness absence and annual/study leave is properly recorded on ESR
- Monitors annual leave requests for each team to ensure adequate cover is in place, escalating where this is not the case
- Ensures the timely completion of return to work interviews for doctors returning from sickness absence
- Communicates business sensitive information diplomatically and professionally
- Maintains the filing structure for the Directorate on Sharepoint for easy identification and retrieval of documentation
- Liaises with the Payroll and Medical Recruitment teams with any queries raised by the medical teams
- Orders and receipts goods on Oracle as and when required
- Develops policies and procedures for own area.
Should you wish to discuss the role or arrange an informal visit, please contact Karen Preece via email on [email protected] or telephone 01495 241289.
Person specification
Qualifications
Essential criteria
- NVQ Level 4 or able to demonstrate an equivalent level of knowledge and experience
- Excellent IT skills (Microsoft Office packages)
Desirable criteria
- Proficient in the use of IT systems relevant to the role (Patchwork, ESR, Trac, Healthroster)
Experience
Essential criteria
- Excellent interpersonal and communication skills
- Excellent customer service skills and previous experience of working to tight deadlines
Desirable criteria
- Previous experience of working within a medical staffing environment within the NHS
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Mrs Karen Preece
- Job title
- Directorate Manager
- Email address
- [email protected]
- Telephone number
- 01495 241289
- Additional information
Should you wish to discuss the role or arrange an informal visit, please contact Karen Preece via email on [email protected] or telephone 01495 241289.
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