University Hospital Southampton NHS FT
Medical Staffing Administrator
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Job Overview
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for the detailed job description of the role.
Main duties of the job
Due to the expansion of the Resident Doctors in CV&T an exciting opportunity has been created to manage the rosters and allocations of the doctors. You will join an existing team and will be fully supported into the role with clinical direction alongside non-clinical management and support.
Do you have a keen eye for detail, passionate about creating work-life balance for doctors, whilst ensuring adequate cover across Cardio Vascular & Thoracic? This role is great for networking across internal and external stakeholders, including Medical HR, Rostering teams, and Medical Education.
The role will bring the post holder into contact with many doctors who rotate through giving a unique opportunity to really see someone develop through the grades. There is nothing quite like watching your junior resident doctor become senior and then move into a long-term consultant post.
With the government 10-year plan focusing heavily on returning patients to an 18-week pathway, this post will work with Service Managers, Ops Managers, and Clinicians to ensure clinics are covered, theatres are supported to ensure our patients are seen faster and by the correct team member first time.
Working for our organisation
University Hospital Southampton is one of England's largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations.
Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs, and Jurassic Coast.
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At UHS, we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients.
At UHS, we proudly champion individuality, recognising that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti-racist, anti-discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute.
Detailed Job Description And Main Responsibilities
A successful Medical Staffing Administrator requires strong organisational and administrative skills to manage rotas, records, and multiple processes efficiently, while ensuring strict adherence to policies and deadlines.
Excellent communication and interpersonal skills are essential to liaise effectively with medical staff, HR teams, and external agencies, and to act as a professional first point of contact for queries.
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The role demands good attention to detail and accuracy when maintaining records, preparing documentation, and monitoring staffing gaps.
Strong IT and data management skills are also important, particularly in using systems such as HealthRoster and ESR, alongside the ability to analyse information such as timesheets. In addition, the post holder must demonstrate initiative, problem-solving ability, and the capacity to prioritise workload in a busy environment, while maintaining confidentiality and a high standard of professionalism at all times.
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Person specification
Qualifications, Knowledge And Experience
Essential criteria
- Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE pass level or equivalent standard
- NVQ Level 3 in Business Admin or equivalent level of experience
- RSA 2 word processing/typing or equivalent experience
- Proficient in all aspects of Microsoft Office
- Experience as a receptionist or admin assistant linked to a clinical service or customer-focused environment
- Administrative and organisational experience
Desirable criteria
- Courses / further study attended to demonstrate evidence of personal development
- Diploma level qualification or equivalent experience
- RSA 3 or equivalent level of experience
- Proficient in the use of all hospital computerised patient systems
Trust Values
Essential criteria
- Patients First
- Always Improving
- Working Together
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