University Hospital Southampton NHS FT
Medical Staffing Administrator
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Medical Staffing Administrator
Job Title: Medical Staffing Administrator
Job Overview
University Hospital Southampton NHS Foundation Trust is offering an exciting opportunity to join their team as a Medical Staffing Administrator.
This role focuses on managing rotas and allocations for Resident Doctors in Cardio Vascular & Thoracic (CV&T), ensuring adequate clinical cover and optimal work-life balance.
The position provides unique networking opportunities with colleagues across HR, rostering teams, and medical education, while also supporting the NHS’s 10-year plan to expedite patient care—ensuring clinics and theatres remain effectively covered.
About the Role
Located at one of England’s largest acute teaching Trusts, this role blends clinical management with non-clinical administrative support, fostering professional development while delivering high-quality patient care.
Key Responsibilities
- Manage rotas and allocations for CV&T resident doctors, ensuring compliance with NHS policy while maintaining an efficient, fair system.
- Work closely with Service Managers, Ops Managers, and Clinicians to optimise scheduling, ensuring 18-week pathway), personalised clinic coverage, and theatre support.
- Serve as a first point of contact for medical staff and external stakeholders, providing clear communication and problem-solving when required.
- Maintain strict confidentiality while managing sensitive data—timesheets, records, and policy adherence.
- Monitor staffing gaps and develop creative solutions to maintain continuity of care.
- Collaborate with Medical Human Resources (HR) and Roster Teams, as well as Medical Education professionals, to improve operational efficiency.
- Use HealthRoster and ESR systems, and proficient data management to streamline administrative workflows.
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What We Offer
- A supportive and dynamic work environment for professional growth, driven by the Trust Values of Patients First, Always Improving, and Working Together.
- Flexible working policies to accommodate personal commitments—whether caring for family, pursuing further study, or focusing on wellbeing.
- Opportunities to contribute to improving both patient and employee experience in one of the UK’s most diverse, inclusive NHS trusts.
- Access to Southampton’s exceptional amenities, from the New Forest and South Downs to direct travel links to London’s international airport.
- A position that delivers visible impact: witnessing the career progression of junior doctors as they advance through CV&T, from residents to consultants.
Additional Benefits
- UHS is fully committed to creating an anti-racist, inclusive environment where people from all backgrounds can thrive and succeed.
- Career development within a teaching Trust, with numerous learning and leadership opportunities.
- A supportive culture that values individuality and collaboration.
Person Specification
Qualifications, Knowledge & Experience
Essential Criteria
- Literacy and numeracy level equivalent to GCSE pass standard or higher.
- NVQ Level 3 in Business & Administration, or equivalent experience.
- RSA Level 2 certification in word processing/typing, or equivalent.
- Full proficiency in Microsoft Office, including word processing, spreadsheets, and presentations.
- Practical experience as a receptionist, admin assistant, or clinical-service coordinator, or in a customer-focused environment.
- Proven administrative and organisational skills in high-demand or regulated environments.
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Desirable Criteria
- Diploma-level qualification in health administration, business management, or a similar field.
- RSA Level 3 qualification or further relevant certification.
- Experience with hospital computerised patient systems (e.g., electronic workstation records or scheduling software).
- Any courses/further study demonstrating personal growth in admin, project management, or quality assurance.
Trust Values & Experience
The role aligns with UHS’s core values:
- Patients First – Ensuring seamless access to specialists while improving innovation in scheduling.
- Always Improving – Utilising feedback and analytics to refine systems for better productivity.
- Working Together – Fostering cross-team collaboration—internal synergies (HR, Roster Teams) to external partnerships (Medical HR, Education).
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