Medical Staffing Administrator

Job Title: Medical Staffing Administrator 

Location: Berkshire Healthcare NHS Foundation Trust

Trust Location: Medical Staffing Office Propsect park hospital reading RG30 4EJ

Payrate: Band 4, £15.93 per hour

Shift Patterns: Monday - Friday 9:00am - 5:00pm (37.5 hours per week)

Duration: Start: ASAP, End: 31st August, 2026

JOB SUMMARY

The postholder will support the effective operation of the Medical Staffing service by providing organisational, administrative and secretarial support to the Medical Staffing Team.
The postholder is expected to act on their own initiative on a daily basis to ensure the effective running of the service, prioritising their own workload as required.
The postholder is expected to liaise effectively and professionally with all levels of staff, external organisations and the public, dealing with confidential information in an appropriate manner. 

RESPONSIBILITIES

To be the central point of contact and maintain relationships across the service, assisting the team in the development and maintenance of efficient and effective office procedures.

Plan and arrange meetings and events which may be internal of external to the service, ensuring all necessary arrangements are made, such as room bookings, refreshments, etc.

Attend designated meetings where the information may be complex and sensitive, taking and transcribing minutes. Distribute information prior to and after meetings in a timely way.

Ensure all office systems are maintained to a high standard, both electronic and hard copy, across the service, developing systems to ensure that services run smoothly through having well planned and organised administrative systems and processes in place.

Ensure the efficient and accurate recording of data on all electronic systems.

To be responsible under the guidance of the medical staffing officer, for the recruitment of medical staff.

To be responsible with the medical staffing officer for the organisation of junior doctor’s rotations.

Type confidential correspondence, reports and other documentation to a high standard within agreed timescales.

Provide dedicated planning, coordination and administrative support to the Medical Workforce Manager, as required, including diary management.

Collate, analyse and present data received for management and service information.

Ensure data analysis and activity reporting is completed within the given timescales, planning and prioritising workload accordingly.

Promote effective communication channels across the service, including procedures for answering telephones and taking messages. Report any faults with telephone equipment to relevant parties and monitor until any issues are resolved. 

With the support of the Medical Staffing Officer to work actively to identify and resolve problems through the provision of the advice and support to medical staff and managers.

Manage the distribution of service user and staff communications and information across the service as required.

Support projects within the service by undertaking various administrative and clerical tasks.

Reflect on own areas of development to support the administration team and engage in regular support and supervision meetings.

Measure own personal goals and ensure they align to the wider Trust goals and strategic objectives.

Comply with all statutory, legislative and local policies applicable to this post.

Support and maintain health, safety and security across the service.

Undertake any ad-hoc duties as required by the Medical Workforce Manager.

 Previous Experience

Previous recruitment experience/ An understanding of the end to end recruitment lifecycle (from vacancy creation to on-boarding)

Previous knowledge and experience of working in a busy office and/or customer care environment, undertaking a full range of administrative duties. 

Experience of working with office systems and procedures

Experience of working in a customer service environment

Previous NHS experience

Knowledge, Skills & Abilities

Good interpersonal, communication and reporting skills.

Ability to empathise, be supportive and sensitive to the needs of others.

Ability to use a practical problem-solving approach in everyday situations.

Good IT skills, with an ability to navigate around various systems and software packages, such as Outlook, MS Office, the internet and databases.

Strong organisational and planning skills with the ability to reprioritise own work and that of others to ensure tasks are delivered on time.

Ability to work effectively in a team, demonstrating accountability for own work and an ability to work on own initiative.  

Ability to work flexibly as required, with the ability to travel independently between locations to fulfil the requirements of the post.

Ability to understand and maintain confidentiality at all.

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

Apply Today

By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.