Job vacancy: Medical Appraisal Co-ordinator, The Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust, Oswestry

Job summary

Main area: Management Services
Grade: NHS AfC: Band 5
Contract: 12 months (Fixed term contract for 12 months)
Hours: Part time - 30 hours per week
Job ref: 224-PA20250602798

Employer: The Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust
Employer type: NHS
Site: The Robert Jones and Agnes Hunt Orthopaedic Hospital NHSFT
Town: Oswestry
Salary: £31,049 - £37,796 pa pro rata
Salary period: Yearly
Closing: 06/10/2025 23:59

Medical Appraisal Co-ordinator

NHS AfC: Band 5

Here at The Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust, we are very proud of our reputation for providing outstanding care to our patients.

In the National Staff Survey, 74% of our staff would recommend the Trust as a place to work and 92% would recommend the hospital to a friend or relative for treatment.

Our continued success is accomplished through the skills and expertise of our staff, which is underpinned by our values: Friendly, Caring, Excellence, Professional and Respect.

Detailed job description and main responsibilities

Responsible for organising, accurately recording, monitoring and scheduling all medical revalidation and appraisal activities. This includes the collation and scrutiny of revalidation information for submission to the Lead for Medical Appraisals and RO, prior to each doctor's revalidation

Managing the compliance database for the reporting of appraisals for locally employed doctors.

To be a single point of contact for medical staff on the content of their appraisal portfolios in accordance with national and Trust guidance. Providing advice on medical appraisal and revalidation, and respond to any queries, which may be complex, seeking advice from the Lead for Medical Appraisals and RO where appropriate.

Gather and deliver all relevant supporting documentation (governance and training reports, 360 surveys and appraisal history) to the RO in a timely manner to enable revalidation recommendations to the GMC in order for the Trust’s doctors to maintain their license to practice.

Responsible for ensuring the RO and Trust’s Appraisal Lead are made aware of any actual or potential issues that would adversely affect the appraisal and revalidation process of any doctor.

Manage the roll out of the Trust’s new appraisal system (Premier IT) ensuring the Trust’s doctors have access to and the necessary support to confidently complete their appraisals on the system.

Provide support to newly appointed medical staff about how to use the Premier IT system to ensure their experience of revalidation is as smooth as possible.

Observe and maintain strict confidentiality, in terms of the management and maintenance of information and the performance or otherwise of individual medics.

Responsible for the operational management of the Trust’s appraisal system and related compliance databases; contributing to the achievement of Trust targets around the workforce agenda as it relates to medical appraisal.

As the main point of contact for the system provider the post holder needs to have developed an excellent working knowledge of the system to instil confidence for all stakeholders within the Trust.

Develop and maintain relationships with each doctor to ensure through encouragement and influence that they comply with the appraisal and evidentiary revalidation submission process.

Accurately maintain staff lists and databases to ensure all relevant Trust doctors complete their annual appraisal.

Support the RO in the collection of statistical data for medical appraisal and revalidation in quarterly & year end reports and submission to NHS England via the Annual organisational Audit.

Provide a professional, confidential and efficient service within the Revalidation Support Team providing technical and administrative support allowing the team to function, including but not limited to attending meetings as required and taking minutes/notes.

Responsible for the management of any delayed or missed appraisals in line with the Trust’s appraisal process.

Monitor upcoming revalidations ensuring doctors receive notification of actions required in a timely manner. Providing regular status reports to RO (CMO) and the Trust’s appraisal lead. Checking to ensure that the information held within the Trust’s performance monitoring system is accurately reported.

To maintain the record system which ensures that those doctors whose RO sits outside the Trust are meeting the Trust’s standards for recording their appraisal revalidation evidence. Advising the Trust’s RO of any perceived anomalies.

Main point of contact for CFEP, the Trusts 360 survey provider. The post holder will be responsible for ensuring Trust doctors complete a 360 survey, every 5 years in preparation for revalidation.

Update the Trust’s doctors ESR records when appraisals are completed, allowing for data inclusion into the IPR report. Responsible for the provision of compliance reports, as requested, to the RO, Managing Directors and HRBPs

Responsible for the generation of year end Appraiser feedback reports

Manage the Medical Appraisal Email In-box.

Support the continuous review and identify opportunities to improve and streamline the appraisal and revalidation process.

On behalf of the RO complete the transfer of information requests (MPIT) for departing doctors.

Maintain the Trusts appraiser’s spreadsheet and coordinate quarterly appraiser meetings.

Using Trac and People/HR/training Team put rigorously maintain robust processes to be aware of new starters, including long term locums, so training and appraisal process can be delivered on commencement with the Trust. Ensure that historical information (appraisals and 360 surveys) are securely recorded in readiness for revalidations and appraisals. A similar process also needs to be put in place for those doctors transferring from a training to non-training contracts.

Prepare submissions of the AOA (Annual Organisational Audit). Ensuring that when such enquiries are made the Trust can respond in an accurate and timely manner.

Develop and prepare ad hoc reports as requested by Medical Appraisal Lead, RO and Board.

Attend all mandatory training sessions and other training as appropriate.

Represent the Trust at NHSE&I networks and develop relationships with peers in other local Trusts.

Person specification

Qualifications

Essential criteria

Educated to Degree level in relevant subject

Expeience

Essential criteria

Experience of influencing and negotiating with others at a more senior level.
Experience of implementing a new information system as a key user (or able to demonstrate ability to and confidence to do so).
Experience in the assimilation and interpretation of complex data
Knowledge and experience of appraisal systems or medical appraisal process
Experience in planning, organising and facilitating meetings and workshops
Project management experience, able to demonstrate time management, tracking, monitoring and outcome

Desirable criteria

Experience working within the NHS

Knowledge

Essential criteria

Able to use Excel, Word and Microsoft outlook
Able to organise meetings, issue agendas and paperwork
Detailed knowledge of appraisal process and GMC revalidation process, to the point of knowing what constitutes valid, robust and sufficient evidence.
Familiar with other NHS systems and databases used to provide data for the appraisal & revalidation process such as Trac and ESR.
Able to identify when problems are likely to arise within either the appraisal and revalidation processes, escalating accordingly and suggesting feasible system solutions.

Skills

Essential criteria

Able to maintain robust relationships throughout the medical hierarchy, to a point where post holder comfortably advises, suggest, coaches, or guides on the appropriateness, robustness or otherwise of the evidence being presented – challenging sensitively yet robustly.
Requires sound interpersonal skills to communicate tactfully, logically, clearly and with empathy, to the point that even a professional of many years standing will be able understand fine points of distinction involved in distinguishing and on occasion debating the appropriateness of evidence classification.
Able to work on own initiative and without direct supervision, managing own time and prioritise own work
Maintenance of Excel Spreadsheets and non-Microsoft, specific databases (where accuracy and attention to detail are essential)
Able to follow a report format and populate with information from several separate sources.
Ability to work with unpredictable interruptions
Able to effectively communicate with senior management and consultants, no matter whether face to face, by telephone, MS teams, by email or in writing.
Accurate note taking and minute writing skills
Problem solving skills
Flexibility and willingness to work and meet deadlines and objectives
Ability to adapt to new systems and or ways of working
Demonstrable skill in remaining calm and composed when challenging an individual’s misconceptions about the appropriateness, importance or validity of evidence.

Important

Your application form must include a complete record of your employment history. Please explain any gaps in your employment/education history and reasons for these gaps. The Trust maintains the right to withdraw an employment offer or terminate employment if it is later found that an application for employment contained false, mis-leading or inaccurate information. For the avoidance of doubt this would include omissions of previous periods of employment or reasons given for gaps in employment.

Please be aware that we reserve the right to close this job advert early where sufficient applications have been received.

For Information

The Robert Jones and Agnes Hunt Orthopaedic Hospital NHSFT embraces diversity, equality and inclusion and our aim is to be diverse in age, gender identity, race, sexual orientation, physical or mental ability and ethnicity.

We are committed to ensuring disabled workers aren’t disadvantaged when applying for and doing their jobs and offer an interview to all applicants with a disability who meet the minimum criteria for the advertised post. Reasonable adjustments under the Equality Act 2010 will be considered upon request.

Midlands and Lancashire Commissioning Support Unit (MLCSU) process recruitment on behalf of Robert Jones Agnes Hunt. Further information on how your personal data is managed can be found on the supporting Privacy Notice.

Your application will be made in Trac, the MLCSU's preferred third party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs and also available in your candidate account.

If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

In submitting an application form to Trac, you are giving your consent for parts of your application data to be transferred to the NHS Electronic Staff Record (ESR) and other secure, internal NHS Workforce systems. This is to support and manage your recruitment and employment within your employing organisation. You also authorise the RJAH Hospital NHS Foundation Trust to confirm any previous NHS service details via the Electronic Staff Record IAT process should you be appointed to the post.