JOB DESCRIPTION. Base is Worthing, travel to other Trust sites as required

Transcription

1 JOB DESCRIPTION JOB TITLE: RESPONSIBLE TO: RESPONSIBLE FOR: Medical HR Officer Medical HR Manager n/a SALARY: Pay band 4 LOCATION: Base is Worthing, travel to other Trust sites as required HOURS OF WORK: 37.5 CONTRACT: Agenda for Change DISCLOSURE REQUIRED: No JOB PURPOSE: To provide information on a range of specialist Medical HR issues, ensuring Trust policies and standards and Medical and Dental Terms and Conditions are adhered to To support the implementation of all NHS initiatives relating to the working lives and employment arrangements for Medical staff within the Trust, under the guidance of the Medical HR Manager Responsible for the management of recruitment for Junior Medical staff (divisions to be confirmed) DIMENSIONS: KEY RELATIONSHIPS: To provide an effective and proactive operational Medical HR service within the Trust, taking responsibility for delivering objectives within the Medical HR and specific areas of work within the designated Specialties/Divisions, working closely with all Clinical staff, Eecutive team members and Senior Management within the Divisions Chiefs of Service, Divisional Directors of Operations, Clinical Directors, all grades of Doctors, Care Group Managers, Workforce Managers, HR Advisors, Temporary Staffing team, College Tutors, Postgraduate Centres, Royal Colleges, General Medical Council, London and HEKSS Deaneries, UK Border Agency Page 1 of 19

2 Main Duties: 1. Ensuring the Trust and relevant directors have up to date information regarding medical staff recruitment, vacancies and rotations, be aware of key medical workforce issues and the impact on the organisation, appraising the Medical HR manager as appropriate 2. Support the Medical HR Managers as required to provide an efficient and effective basis for the provision of a Medical HR Service 3. Provide specialist advice on salary and funding in relation to Medical and Dental staff 4. Responsible for issue of offer letters, contracts of employment and accurate data entry onto the HR/payroll system (ESR) 5. To provide specialist information on a range of operational Medical HR issues, ensuring Trust policies, values and behaviours and Medical and Dental Terms and Conditions are adhered to, including safer recruitment 6. Support the implementation of new initiatives via NHS Employers relating to the working lives and employment arrangements for junior Medical and Dental staff within the Trust 7. Responsible for the start to finish process of recruitment for junior Medical and Dental staff in specified specialties, supporting the recruitment panels in attendance at interviews advising on employment legislation and keeping an accurate record of the content of the proceedings 8. Support the EWTD officer on junior doctors hours, monitoring and re banding processes as required 9. Responsible for maintaining and updating the monthly junior medical staff list for the Trust staffnet 10. Responsible for liaising accordingly regarding less than full time trainees, maternity leave and long term absences with the Postgraduate Medical centre and the relevant Deaneries 11. Provide specialist advice on Medical HR issues as required in conjunction with Workforce Managers 12. To work with the Postgraduate Medical Education team in relation to rotations and recruitment of the Junior Medical staff in relation to the establishments 13. Absence/sickness management and monitoring of junior doctors within the specific specialties, providing information and support to divisions and at appropriate meetings 14. Attend and participate at meetings e.g. specialty and divisional, trainee in difficulty, local faculty groups, local academic boards, Medical HR networking meetings Recruitment 1. To keep up to date with changes in employment legislation, and ensure that best practice and safer recruitment is shared and implemented within the team 2. Ensure recruitment tracking databases are updated weekly and accurate Page 2 of 19

3 3. To work closely with the London and HEKSS Local Education Board to ensure junior doctor recruitment and retention issues are dealt with in a timely and effective way 4. Responsible for the preparation of the planned recruitment of junior Medical and Dental staff to the agreed timescales liaising with managers, clinical directors and consultants 5. Responsible for the preparation of advertisements, job descriptions, person specifications in consultation with the relevant managers, clinical directors and consultants for junior medical staff recruitment, attending interviews in an advisory capacity and the taking of accurate notes 6. Responsible for the pre-employment checks of junior medical staff, following best practice and safer recruitment, liaising appropriately with Occupational Health, Home Office, Royal Colleges and Deaneries 7. Liaise with PGME in respect of the junior medical staff induction programmes, ensuring all new doctors receive appropriate induction and statutory and mandatory training 8. Ensure that information provided to new medical and dental staff on appointment is updated on a regular basis internally and eternally 9. Responsible for medical staff personal files are kept up-to-date and documents placed on the shared drive 10. Attendance as required on interview panels at other Trusts or deaneries 11. Provide specialist advice and management in relation to the recruitment of fleible trainees, Medical Training Initiatives and overseas doctors 12. Calculation of previous service for incremental and salary purposes under the guidance of Medical HR Manager General 1. Support specific Medical HR projects as identified and contribute to the NHS modernisation agenda through involvement in the development and implementation of key local and national objectives 2. Travel to St Richard s site for attendance at meetings/interviews or as required by the service needs, to ensure that the profile of the Medical HR function is maintained at both sites 3. To attend internal and eternal meetings as required including London and regional Medical HR and Deanery meetings as required, including attendance at Foundation fairs and appropriate training courses 4. To attend Medical HR team/hr briefings and meetings 5. Support the implementation of Appraisal and Revalidation, promoting the Trusts vision, behaviour and values 6. Share learning and good practice with colleagues to ensure consistency of good practice 7. Promote equality of opportunity and diversity in all aspects of work Page 3 of 19

4 8. Any other duties as required to reflect the changing requirements within Medical HR Corporate 1. Effective working relationships with colleagues and active participation and contribution to local networks 2. Effective teamwork and participation within the Directorate. 3. The ability to work as part of the professional Medical HR team to deliver the corporate objectives 4. The ability to work through others to achieve the HR objectives of the Trust 5. To work in partnership with the wider HR management team in order to deliver strategic and corporate objectives to develop effective and credible working relationships across the Trust that positively influences patient and staff eperiences 6. To promote ecellent leadership skills and behaviours that enable clinicians and managers to manage effectively and promote good staff engagement and satisfaction at all levels Main duties by factor: 1. Communications and Relationship skills - (Factor 1) The post holder will be required to communicate with a range of internal and eternal parties to share factual information both in written and verbal forms. The post holder will need to use persuasive skills and communicate information where there may be barriers to understanding in order to influence decision making within recruitment processes to ensure they are compliant with NHS guidance and Trust policy. The post holder will be required to provide training and coaching to team members in the application of recruitment systems and processes. The post holder will need to build strong working relationships with managers/clinicians at the Trust and work collaboratively, in particular with the Learning and Development Admin team, the Temporary Staffing Team, the Strategic HR Team, the recruitment Team and the Outsourced Payroll Provider. 2. Analytical and Judgemental skills - (Factor 3) The post holder will be required to use their knowledge and previous eperience to make judgements to formulate solutions where barriers to implementing usual processes arise, systems break down, errors occur or new situations arise. The post holder will need to access and interpret information from a number of different sources to present options for resolution to issues raised by Divisions or to present options for consideration within their line management structure. 3. Planning and Organisational skills - (Factor 4) The post holder will be required to plan and organise their own work activities. Page 4 of 19

5 The post holder will be required to plan, and monitor the allocation of work within the team and reallocate work or make adjustments to working practices in response to changes in capacity, increased activity or other eternal factors. The post holder will be responsible for supporting their Manager to monitor performance against identified performance indicators and identify remedial action where required. 4. Patient/Client Care - (Factor 6) The post holder will have no responsibility for delivering patient/client care. Contact with patients/clients will be incidental only. 5. Policy and Service Development Implementation - (Factor 7) The post holder will be required to implement and adhere to policies relating to the employment of staff within the organisation. The post holder will be required to participate in the development of policies relating to the recruitment and terms and conditions and for ensuring that changes in this regard are implemented. 6. Financial and Physical Development (inc. equipment, stock etc) - (Factor 8) The post holder will have no budgetary responsibility 7. Human Resources (inc. developing and delivering training) - (Factor 9) The post holder will be responsible for providing training and coaching to team members in the use of systems and processes. The post holder may be required to provide informal training/coaching to managers/clinicians at the Trust in connection with systems and processes. 8. Information Resources - (Factor 10) The post holder will be required to use the Staff/Payroll database (ESR) and operate the Trust s electronic recruitment system (TRAC) and will be required to use MS Word and Ecel on a daily basis. The post holder will be responsible for entering data on the Trust databases, producing standard reports from the databases, producing contractual paperwork for new employees. The post holder will be responsible for ensuring the safe storage of personal data (electronic and paper copies) relating to employees and unsuccessful candidates in accordance with Trust policy and national/legal requirements. 9. Research and Development - (Factor 11) The post holder will have no responsibility for research and development activity GENERIC DUTIES FOR ALL STAFF Trust s Vision and Values All staff are epected to support the Trust s vision of We Care. We Care about: Page 5 of 19

6 Our patients - treating everyone with kindness and respect Quality - giving our patients the best possible care Safety making our patients as safe as we possibly can The Future building a sustainable organisation which thrives within a strong local health economy Serving local people giving West Susse residents a comprehensive local service which they can rely on Improvement always seeking to make our services better Being stronger together working across the Trust and with others to support patients at every stage of their care Staff are epected to demonstrate appropriate behaviours and attitudes that contribute to an organisational culture where patients are at the heart of everything we do. This means being: Kind Friendly Respectful Professional Compassionate A Team Diversity and Rights Promote people s equality, diversity and rights, and treat others with dignity and respect. Confidentiality Ensure confidentiality at all times. Employees of the Trust must not without prior permission disclose any information regarding patients or staff obtained during the course of employment, ecept to authorised bodies or individuals acting in an official capacity. Failure to adhere to this instruction will be regarded as serious misconduct and may lead to disciplinary action. The Data Protection Act may render an individual liable for prosecution in the event of unauthorised disclosure of information. Trust Policies and Procedures including Control of Infection To be familiar with and to comply with the Trust's policies and procedures, which are available via line managers in each department and on the Trust intranet. Failure to adhere to this instruction will be regarded as serious misconduct and may lead to disciplinary action. Be aware of and adhere to the Trust s infection control policy. Infection control is everyone's business and it is important that all members of clinical and non-clinical staff observe good infection control practice at all times. Failure to adhere to this instruction will be regarded as serious misconduct and may lead to disciplinary action. Page 6 of 19

7 Safeguarding Children Employees of the Trust have a responsibility at all times to ensure the wellbeing and safety of children under the care of the organisation and to comply with the Trust s policies and procedures in this. Risk Management and Health and Safety Be aware of the Trust s risk management strategy and policies. Support the departmental manager in promoting a risk management culture within your working environment, ensuring participation and involvement when requested. Identify potential risks that may impact on the Trusts ability to achieve its objectives, and report concerns to the line manager. Health and Safety is the responsibility of all staff and the post holder is required to take due care at work, report any accidents or untoward occurrences and comply with the Trust Health & Safety Policy in order that it can fulfil its Health and Safety responsibilities. The Trust operates a Smoke Free Policy, and smoking is forbidden throughout the Trust s premises. Training and Development Attend mandatory training updates as required. Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales. Take responsibility for identifying what learning you need to do your job better and jointly plan with your line manager what training you require. Participate in the Trust s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service. Patient and Public Involvement The Trust has a statutory duty to ensure that patients, clients and members of the public are consulted and involved in decisions about local health service developments. You should be mindful of this and do what you can, as appropriate to your role and level of responsibility, to meet this duty. Data quality Ensure that accurate data is entered into all data collection systems, manual or electronic. Report non-compliance with the Data Quality Policy, erroneous production of data and any factors affecting the production of valid data to the Data Quality Manager. Page 7 of 19

8 Research Governance The Trust manages all research in accordance with the requirements of the Research Governance Framework. As an employee you must comply with all reporting requirements, systems and duties of action put in place by the Trust to deliver Research Governance. Major Incident In the event of a major incident or civil unrest all Trust employees will be epected to report for duty on notification. All Trust staff are also epected to play an active part in training and preparation for a major incident or civil unrest. Modernisation and Change To be aware of internal and eternal targets to achieve in respect of service delivery and improving and progressing patient care, and contribute and work to achieve them. Sustainability The post holder will be required to embrace the concepts of sustainability within the workplace and will carry out all duties in a way that ensures a high regard for energy efficiency, carbon reduction, waste management and the most appropriate use of materials and other resources. The post holder will also be required to give due consideration to the use of sustainable travel to the post holder's base and travel between the Hospital sites, where applicable. This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to fleibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover. Page 8 of 19

9 Job Title: Medical HR Officer PERSON SPECIFICATION Requirements Qualifications (Factor 2) (Use categories e.g. Nursing, Scientific, Technical as/where appropriate) Level Required Essential Educated to NVQ 3 or equivalent level CPP (CIPD Level 3) or equivalent by eperience Desirable How assessed Application/Interview/Evidence of certificates Registration (where applicable) Associate member of CIPD Evidence of membership Knowledge Training & Eperience (Factor 2) Non-clinical (e.g. Scientific, Technical, Administrative, Managerial use one or more categories as/where appropriate) Previous eperience in an NHS HR or recruitment environment Knowledge and understanding of the NHS and initiatives Knowledge of recruitment legislation Eperience of working in a Medical HR environment Knowledge on NHS terms and conditions for Medical staff Application/Interview Knowledge of equality and diversity legislation and its impact on recruitment activity Eperience of advising on terms and conditions Eperience of providing an effective front line customer service Eperience of using initiative to problem solve Page 9 of 19

10 Requirements Communication and Relationship Skills (Factor 1) Required to communicate, establish and maintain relationships. Motivate, negotiate, persuade, make presentations, train others, empathise, communicate unpleasant news sensitively and provide counselling and reassurance. Barriers and difficulties in eercising these skills. Level Required Essential Ecellent customer service skills Ability to communicate information where barriers to understanding may eist Ability to influence and motivate others Good team worker and ability to build effective working relationships and establish credibility with colleagues at all levels within the organisation and outside agencies Desirable How assessed Application/Interview Ability to communicate difficult, comple and sensitive information Ability to communicate verbally and in writing, in a clear, concise and effective way, including interviewing and accurate note taking Highly developed persuasive, negotiating and influencing skills Political astuteness Page 10 of 19

11 Requirements Level Required Essential Desirable How assessed Analytical and Judgmental (Factor 3) Analytical skills to diagnose a problem or illness and understand comple situations or information; Judgmental skills to formulate solutions and recommend/decide on the best course of action/treatment. Ability to identify issues in a timely manner Innovative and creative approach Confident and proactive taking own initiative Application/Interview Demonstrate proactive approach to identifying areas for review and making recommendations for improvements Planning and Organisational (Factor 4) The skills required for planning or organising clinical or non-clinical services, departments, rotas, meetings, conferences and for strategic planning. The level of compleity and degree of uncertainty involved in these activities. Ability to plan, prioritise, implement and meet targets in a comple and pressured environment, whilst producing accurate work Ability to plan, organise and participate in meetings/interviews Ability to manage own workload Application/Interview Proven eperience of successfully managing high volumes of work activity within challenging timescales Page 11 of 19

12 Requirements Level Required Essential Desirable How assessed Physical Skills (Factor 5) Hand-eye co-ordination, sensory skills (sight, hearing, touch, taste, smell), deterity, manipulation, requirements for speed and accuracy, keyboard and driving skills. Ability to produce contractual employment documentation with concise accuracy Keyboard skills Ability to travel between all Trust sites Application & Interview Patient/client care (Factor 6) Involvement in provision of care or treatment to patients/clients, including the degree to which the responsibility is shared with others. Responsibility to maintain records of care/treatment/ advice/tests. N/A Policy and Service Development (Factor 7) Making recommendations to decision makers. Whether the relevant policies or services relate to a function, department, division, directorate, the Trust or the wider Health economy. The degree to which the responsibility is shared with others. Ability to identify and communicate ideas for continuous improvement with team members Application/Interview Page 12 of 19

13 Requirements Level Required Essential Desirable How assessed Financial and Physical Development (Factor 8) Financial resources (including cash, vouchers, cheques, debits and credits, invoice payment, budgets, revenues, income generation); and physical assets (including clinical, office and other equipment; tools and instruments; Vehicles, plant and machinery; premises, fittings and fitures; personal possessions of patients/clients or others; goods, produce, stocks and supplies). N/A Human Resources (Factor 9) Management, supervision, co-ordination, teaching, training and development of employees, students and trainees etc. Work planning and allocation. Checking and evaluating work. Undertaking clinical supervision. Identifying training needs. Developing/implementing training programmes. Teaching staff, students or trainees and Continuing Professional Development (CPD). Evidence of CPD Evidence of using HR systems e.g. recruitment/payroll/occupational Health Application/Interview Page 13 of 19

14 Requirements Information Resources / IT (Factor 10) E.g. computerised, paper based, microfiche) and information systems (both hardware and software e.g. medical records). Security, processing, generating information, creating, updating and maintaining information databases or systems and the degree to which it is shared with others. Level Required Essential Knowledge of data protection act Eperience of using windows based computer packages, including word, Ecel and Power point and HR/Payroll systems Desirable Eperience of using ESR Eperience of using NHS jobs Eperience of using TRAC/other bespoke recruitment systems How assessed Application/Interview Research and Development (Factor 11) Activities underpinned by appropriate methodology and documentation, including formal testing or evaluation of drugs, or clinical or non-clinical equipment. Initiation, implementation, oversight of research and development activities. N/A Behaviours and Attitudes Demonstrates behaviours and attitudes that supports the Trust s Vision of We Care by being: o Kind o Friendly o Respectful o Professional o Compassionate o A Team Yes Interview Page 14 of 19

15 Requirements Personal Qualities and Attributes e.g. team worker, articulate, self-starter, ability to work autonomously Level Required Essential Must be articulate and able to demonstrate empathy for others Desirable How assessed Application & Interview Polite, confident and assertive approach when communicating Ability to remain calm and professional under pressure Ability to multi task and work to tight timeframes Self Awareness Fleible and adaptable attitude to work and ability to work and contribute to the wider HR team Highly motivated and enthusiastic to learn / develop further Pro-active and able to work on own initiative as well as recognise when to ask for assistance Strong team player with continuous commitment to the team and the wider members Page 15 of 19

16 SUPPLEMENTARY JOB DESCRIPTION INFORMATION Post Title: Medical HR Officer Ward/Dept and Site: Multi site as required (Base is Worthing) Date Completed: April 2017 Please indicate in the boes with a tick whether the post holder will be epected to work in or be directly eposed to the following factors. Please provide details including frequency (eg how many times per shift, if appropriate). (See attached job matching checklist for etra guidance for these factors). Working Conditions Yes No Details (including frequency, where appropriate) Inclement weather Ecessive temperatures Unpleasant smells/odours Noious fumes Ecessive noise &/or vibration Use of VDU more or less continuously Unpleasant substances/non-household waste Infectious Material/Foul Linen Body fluids, faeces, vomit Dust/dirt Humidity Contaminated equipment or work areas Driving/being driven in normal situations Driving/being driven in emergency situations Fleas or lice Eposure to dangerous chemicals/ substances in/not in containers Eposure to aggressive verbal behaviour where there is little/no support Eposure to aggressive physical behaviour where there is little/no support Comments: VDU use high Page 16 of 19

17 Emotional Effort Yes No Details (including frequency, where appropriate) Processing (e.g. typing/transmitting) news of highly distressing events Giving unwelcome news to patients/ clients/carers/staff Caring for the terminally ill Dealing with difficult situations/ circumstances Designated to provide emotional support to front line staff Communicating life changing events Dealing with people with challenging behaviour Arriving at the scene of an accident Comments: Physical Effort Yes No Details (including frequency, where appropriate) Working in uncomfortable/ unpleasant physical conditions Working in physically cramped conditions Lifting weights, equipment or patients with mechanical aids Lifting or weights/ equipment without mechanical aids Moving patients without mechanical aids Making repetitive movements Climbing or crawling Page 17 of 19

18 Manipulating objects Manual digging Running Standing/sitting with limited scope for movement for long periods Kneeling, crouching, twisting, bending or stretching Standing/walking for substantial periods of time Heavy duty cleaning Pushing/pulling trolleys or similar Working at heights Controlled restraint i.e. jobs requiring training/certification in this Comments: Mental Effort Yes No Details (including frequency, where appropriate) Carry out formal student/ trainee assessments Carry out clinical/social care interventions Analyse statistics Operate equipment/ machinery Give evidence in a court/tribunal/ formal hearings Attend meetings (describe role): Attending meetings user groups, internal operational meetings Carry out screening tests/ microscope work Prepare detailed reports Check documents Drive a vehicle Carry out calculations Carry out clinical diagnosis Carry out non-clinical fault finding Comments: Emotional effort will require significant periods of concentration Page 18 of 19

19 Freedom to Act Yes No Does the post holder generally work with the supervisor/manager close by/available Does the post holder generally work with the supervisor/manager contactable by telephone or bleep Is the post holder the lead specialist in their field How often on average is guidance/advice given How often is your work checked/monitored/ assessed Comments: Daily Weekly Frequency Details (including frequency, where appropriate) Please attach any additional information on a separate sheet. Signed by post holder*: Date Signed by line manager: Date Page 19 of 19