Patient Pathway Coordinator

Job overview

This is a key role within the Division’s Medical Staffing Team providing operational support on recruitment activities in the delivery of all medical staffing related activities across Child Health. The post holder will work closely with the Medical Staffing Manager and all Clinical Leads and Clinical Directors on Recruitment related activities, as well as the Central Recruitment team and Workforce in achieving key performance (KPIs) indicators in these areas.

The key responsibilities of this role will include supporting recruitment activities relating to Medical Staff across Child Health, ensuring an effective and efficient process is followed to on-board them to the Trust, be that on a permanent or fixed term Trust contract, or via Kings Bank as a Locum.

The nature of the job requires the post-holder to deal with confidential and sensitive information related to staff. The post-holder will ensure this information is kept confidential and secure in line with Trust policies.

The post-holder will be required to work flexibly across the Child Health and cross cover the other medical staffing team in child health.

This will be a secondment for 12 months with the view of being made permanent to the right applicant.

Main duties of the job

· To identify in advance Locum requirements and liaising with the clinical leads appropriate locums following up to confirm booking as appropriate.

· To book all Locum shifts on the health roster and Patchwork systems

· To organise appropriate cover for rota gaps using in-house cross cover or additional duty hours arrangements

· To work with the clinical teams and recruitment team to set up interviews and support the offer making process for doctors, dealing with any queries that may arise from the candidates during the process

· Supporting the Medical staffing with the HR admin processes related to recruitment including all offer management and on-boarding tasks liaising with the candidates where required to successfully start them in their roles

· Work with the Medical Education team and clinical teams to ensure all new starters to the Trust have the right level of educational supervision and training packages in place

· Responsible for keeping the recruitment system up to date with CV feedback, interview feedback and offers made (through TRAC)

· Support with Inductions by ensuring all access , ID cards , room bookings are all done in advance.

· Liaise with Kings bank to ensure all Locums have the right IT system access and security access to hit the ground running

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

· To identify in advance Locum requirements and liaising with the clinical leads appropriate locums following up to confirm booking as appropriate.

· To book all Locum shifts on the health roster and Patchwork systems

· To keep a record of all Locum shifts booked

· To organise appropriate cover for rota gaps using in-house cross cover or additional duty hours arrangements in the main before seeking approval to source any locums within the Pan London Break Glass Agreed rates

· To provide guidance and knowledge as required to the other members of the Medical Workforce Team to ensure consistency of advice and quality of response to our managers

· To work with the clinical teams and Medical Staffing Manager to proactively ensure all vacancies have the right approval to recruit and are actively recruited externally

· Ensure all vacancies are advertised to be filled by substantive staff as a priority to minimise Bank and Agency spend within the care group

· To work with the clinical teams and recruitment team to set up interviews and support the offer making process for doctors, dealing with any queries that may arise from the candidates during the process

· To own the end to end recruitment process for all medical roles and “trouble shoot” recruitment delays to meet the operational priorities

· Supporting the Medical staffing with the HR admin processes related to recruitment including all offer management and on-boarding tasks liaising with the candidates where required to successfully start them in their roles

· Liaising regularly with Kings in house HR team to ensure they have the right information needed and pass back queries and outstanding information to the candidates to ensure they are cleared to start as soon as possible

· Support the Trust’s Junior Doctors Contract Manager in liaising with the Recruitment Team and HR Services to ensure junior doctors are issued with the correct appointment and contractual documentation and, correctly processed on the payroll and on boarded successfully into the departments

· Work with the Medical Education team and clinical teams to ensure all new starters to the Trust have the right level of educational supervision and training packages in place

· Responsible for keeping the recruitment system up to date with CV feedback, interview feedback and offers made (through TRAC)

· Support the Medical Staffing Manager during rotation time with new starters and sending off work schedules for junior doctors, dealing with queries from the new starters and the workforce teams, plus any other challenges that may arise.

· Working with the Medical Staffing Manager to produce Less than Full Time schedules for part-time workers to the department

· Support with Inductions by ensuring all access , ID cards , room bookings are all done in advance.

Person specification

Experience

Essential criteria

• Educated to GCSE level, or equivalent knowledge, skills and experience

Desirable criteria

• Experience working in a medical staffing role including up to date knowledge of MMC, Working Time Directives (WTD)

Communication & Relationship skills

Essential criteria

• Excellent verbal and written communication and interpersonal skills with all grades and groups of staff (internal and external)
• Able to exchange confidential sensitive or contentious information following clear guidelines in a flexible manner
• Able to remain calm under pressure

Desirable criteria

• Keen to learn new skills and work as part of a large team

Planning & Organisational Skills

Essential criteria

• Effective in managing own time Able to plan and organise ongoing activities and programmes
• Ability to demonstrate a flexible and highly organised approach with an eye for detail in an environment that often changes based on the operational challenges

Analytical Skills

Essential criteria

• Excellent problem solving skills Exercises judgement and resolves queries e.g. leave entitlements, sickness and vacancies
• Intermediate computer literacy, including monitoring and entering data in spreadsheets and databases, analysis and report production

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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