Medical Workforce Manager

Detailed job description and main responsibilities

To be responsible for managing the Medical Workforce team within People and Culture, ensuring a customer focused and comprehensive people service is provided in relation to medical staff in all Care Groups. To provide visible leadership and manage the Medical Workforce Team ensuring that Trust managers and employees are provided with accurate advice on the application of People and Culture policies and procedures, employment legislation and best practice management.

To ensure the delivery of the Medical Workforce Planning Strategy, co-ordinating the medical recruitment, job planning and rota co-ordination functions across the trust.

To provide specialist advice and guidance on medical workforce including job planning, terms and conditions, best practice and contractual requirements. 

To work closely with Associate Medical Directors, Clinical Directors, Heads of Workforce, Resident doctor leads, Postgraduate Medical Education, Guardians of Safe Working, People and Culture colleagues, finance and medical management.

Main Responsibilities

Provide flexible and proactive support to the Care Groups in all matters pertaining to the management of the Medical staffing workforce.

Provide senior level of expertise and guidance on all medical policies and awareness of employment law changes to reflect all Medical Terms and conditions of service for all grades of medical staff.

Provide support to the Joint Negotiating Committee, developing excellent relationships with key stakeholders and ensuring good attendance and actions following the meetings are undertaken and cascaded to the medical workforce.

Produce timely relevant reports, information and statistics and contribute to the development of appropriate key performance indicators relating to medical staffing.

Proactively support the medical leads to ensure the achievement of compliance of the medical workforce across a range of mandatory requirements.

Strategic Medical workforce

To work with the Associate Director of People Planning, Resourcing and Deployment, along with Head of Medical Workforce to ensure that complex national People initiatives and relevant legislative requirements are planned, implemented and embedded, and best practice is promoted throughout the Trust. This includes national NHS initiatives as well as employment legislation and Trust initiatives or projects.

To operate as a team player to ensure that knowledge, information and research are shared across teams to enable People and Culture services to develop and provide a consistently high quality, comprehensive, professional and proactive service.

To proactively seek feedback from service users, including Care Group Directors and Medical colleagues, and be responsible for identifying and implementing service improvements with direction from the Head of Medical Workforce.

Contribute to the Trust’s Medical workforce agenda by developing and maintaining an ongoing overview of the workforce - funded establishment, staff in post and vacancies.

Operational Medical workforce

To support the implementation of all new contracts and processes relating to medical staff, including any Equality Impact Assessments required.

To work with the BMA to negotiate policies and local interpretation of terms and conditions, to ensure a fair deal for both the doctors and the Trust. 

To provide highly specialist advice, support and guidance to Trust managers on all aspects of employee relations and terms and conditions of service, particularly in relation to medical workforce, taking into account NHS requirements/guidelines and employment law. To use professional judgement to interpret and communicate complex, sensitive or contentious information and situations. 

To provide a professional and credible service to managers and employees on the implementation of Trust policies for handling a range of People and Culture matters including disciplinary, recruitment and selection, absence management, taking account of statutory requirements. This includes supporting managers and clinicians in the handling of sensitive, complex and challenging employment issues, ensuring a consistent approach, and supporting managers at meetings/hearings.

To maintain a key working relationship with the Medical Education Department with regards to workforce planning and medical education.

To act as advisor on all medical staffing issues, including performance management and other procedural matters, ensuring adherence to trust policies, employment legislation, terms and conditions of service and best practice.

To assist in the medical recruitment and selection processes for consultant appointments and all other grades of medical staff in accordance with legal requirements, good employment practice and Trust policy.

Maintain an up-to-date knowledge of all immigration and visa updates as required to advise on general immigration queries.

To ensure all pre-employment checks are carried out on all incoming medical staff to the trust either employed or in-directly employed by the Trust.

To regularly review recruitment and selection practices and processes to ensure the continuing provision of a quality, cost-effective service, which supports the employment and retention of medical staff. To support any specific recruitment campaigns for medical staff.

To regularly review all procedures relating to medical staff within the Trust and align them to best practice.

To provide support and advice to Doctors in difficulty, liaising with NHSE, Occupational Health, and Director of Postgraduate Medical Education to accord a suitable outcome for the trainee.

To attend when appropriate the Resident Doctors and SAS Doctor groups providing support and advice. Manage the exception reporting process and escalate issues as necessary to Medical Director and the Guardian of Safe Working. Maintain the process of managing fines attached to exception reporting as and when required.

Lead on the overall management of the resident doctor rotation process, ensuring that contractual requirements are met, and reporting timescales are achieved.

Provide support and advice on the management of rotas and identify and implement ways in which the Trust can improve its attraction and retention of trainees and equivalent Trust doctors in high quality jobs so that the Trust is seen as the centre of excellence.

To encourage Trust Doctors to both, join the organization and retain them, using a variety of methods to ensure talent is both retained and developed.

To provide advice and process relocation expenses claims for medical staff, in accordance with Trust policy.

To review relevant Medical Workforce employment policies in line with service developments and changes in employment law.

To ensure all new Consultants follow the induction process, including an initial induction meeting.

To work with payroll and finance to ensure accurate payment and accurate finance records. Ensure remuneration for all medical staff is in line with current Medical and Dental Staff Terms and Conditions and use robust systems to monitor ongoing pay accuracy for medical staff.

To be the data quality lead for Medical Staffing in regard to ESR, ensuring a close working relationship with the Workforce Analytics Manager.

To design and deliver specialist training initiatives within designated areas aimed at ensuring Medical Workforce policies and procedure are fully understood and implemented across the Trust, with the aim of improving the capability of operational managers.

To link with the Care Groups to ensure a consensus approach in their management of all Medical Employment issues, including Sickness Management.

To attend Care Group and other meetings to be a visible leader promoting the Medical People and Culture agenda and attendance at meetings where Medical Workforce initiatives/issues relevant to work area need to be communicated and/or discussed.

To ensure the Medical Staffing team are trained on any policies and procedures that may affect medical staff, e.g. Maternity and Paternity leave.

To work with the Care Groups to ensure a robust process in relation to both the recruitment and the effective management of Locum/Bank Doctors.

To work closely with medical education and the Care Groups to ensure resident doctor engagement and experience is monitored and improvements made against our Trust plan.

Whilst the Medical Workforce Manager role is based within a specific People and Culture team, there is a requirement to work across teams to support the overall workload of the department as directed by the Head of Medical Workforce.

To work with the Responsible Officer to highlight any problems or concerns that are raised around a doctor’s conduct or capability.

To inform the Responsible Officer of any doctors/dentists with conditions or warnings on their licence to practice.

To assist in the implementation and maintenance of the SARD job planning software. Develop a range of reports, metrics and key performance indicators to support senior clinical leads in the meaningful analysis of complex job planning data utilising the Trust’s e-job planning system.

To work with the Responsible Officer and PPAS (Practitioner Performance Advice Service) on any programmes developed and help to monitor progress (where necessary). 

Line Management

To support with the leadership, line management and development of the medical workforce team including recruitment of staff, appraisals, return to work interviews, sickness absence reviews etc. 

 To line manage direct reports:

·       The Medical Workforce Specialists.

·       Medical Workforce Officers.

To monitor the work of the medical workforce team and take necessary action to ensure adherence to Trust and NHS standards, ensuring all pre-employment checks have been carried out and ESR records are fully and accurately maintained.

To ensure direct reports are actively trained on any new policies or procedures that affect medical colleagues.