Closing date is 30 April 2026

Reports to: Temporary Staffing Manager

Accountable to: Associate Director of People & OD

This Band 5 role provides high quality, end-to-end recruitment support for substantive and fixed-term Consultants, SAS and Clinical Fellow posts, including Royal College approvals, AAC coordination, TRAC workflow, vacancy control processes, workforce data cleansing, and payroll alignment. This is a 1.0 WTE role providing support to all Associate Medical Directors Trust-wide.

A central purpose of this role is to proactively drive and sustain reductions in agency spend. The post-holder is expected to deliver immediate reductions and embed practices that ensure the organisation continues to realise long term financial and operational benefits of reducing agency reliance.

Main duties of the job

To co ordinate and administer the rotation of all medical staff joining the Trust and to prepare and issue all employment documents for new starters, including appointment letters, work schedules, and contracts. Provide basic HR advice to all grades of doctors who join the Trust including Locally Employed Doctors.

About us

We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family.

Some of our benefits are highlighted here:

• Generous pay, pensions, and leave - we offer a comprehensive pay, pensions, and leave package, which is dependent on the role and length of service.
• Work life balance - flexible working and supporting a range of flexible options, such as part time working and job sharing.
• Career development - opportunities to progress your career; we support your development through leadership, mentoring, coaching, positive people management, collective leadership, and other talent programmes.
• Car lease - staff benefit from competitive deals to lease car.

Job responsibilities

Key Responsibilities:

• Substantive & Fixed Term Recruitment Management
  • Manage end to end recruitment for substantive and fixed term Consultant, SAS and Clinical Fellow posts.
  • Draft, edit and quality check job descriptions and adverts in line with Royal College requirements.
  • Submit job descriptions for Royal College approval and track progress.
  • Prioritise recruiting in line with KPIs for vacancies covered by agency locums.
  • Monitor and challenge Directorates on any ongoing reliance on agency staffing where a vacancy exists without a defined exit plan.
  • Ensure all vacancy submissions to the VCP are completed promptly and contain accurate, high quality information.
  • Provide weekly updates outlining progress and timelines of vacancies moving toward ending agency usage, including identification of outliers and analysis of factors contributing to delays.
  • Ensure extended notice hire information is provided to agencies in accordance with framework requirements when facilitating the agency to substantive conversion process.
  • Monitor agency locums in post for eight weeks or more and understand long term plans of the role they are covering to scope moving individuals to fixed term contracts.
• Coordination of Advisory Appointment Committees (AACs) for Consultant Posts
  • Arrange AACs on behalf of all AMDs, including confirming panel membership, scheduling, preparing documentation and ensuring governance requirements are met.
  • Ensure all pre AAC checks, including GMC registration and right to work verification, are completed before panel.
  • Act as the primary point of contact for AAC logistics, panel queries and candidate communication.
• TRAC Management & Recruitment Administration
  • Manage and monitor the full TRAC workflow and documentation.
  • Identify delays, elevate issues and ensure timely recruitment progression.
  • Ensure completion of NHS Employment Check Standards.
  • Support payroll processes including starters and leavers.
  • Arrange full interview logistics including room bookings, diary coordination, panel availability, calendar invites and set-up for virtual or in person interviews.
• Medical Workforce Data Quality
  • Maintain borough level doctors lists for substantive and fixed term roles.
  • Ensure accuracy of position numbers, cost centres and vacancy status.
  • Conduct data cleansing to ensure accuracy.
  • Reconcile data across ESR, TRAC and local workforce lists.
  • Produce workforce reports and recruitment dashboards.
  • Provide vacancy insights and highlight risk areas.
  • Support AMDs and P&O Business Partners with accurate recruitment intelligence.
• Stakeholder Relationships & Communication
  • Build strong, working relationships with AMDs, operational managers and Medical HR.
  • Provide guidance on recruitment standards and processes.
  • Deliver TRAC and recruitment training as needed.
  • Respond promptly and professionally to queries from candidates, medical managers and external stakeholders.
• Compliance & Governance
  • Ensure recruitment processes meet NHS Employment Check Standards, GMC requirements, Royal College protocols and internal governance.
  • Maintain confidentiality and data protection.
  • Support audits, compliance reviews and ongoing improvement of recruitment processes.
• Additional Duties
  • Provide cross cover duties as appropriate to the banding and required by service need.
  • Assist with job description drafting and formatting.
  • Undertake project work and attend relevant meetings.

Person Specification Education and Qualification

• Educated to A-level/NVQ$ or equivalent experience in HR, recruitment or administration.
• Membership of Chartered Institute of Personnel and Development.
• HR, Business Administration or related qualification.

Knowledge and Experience

• Experience delivering recruitment administration within the NHS or another large, complex organisation.
• Experience managing end to end recruitment workflows.
• Experience working in Medical Workforce or medical recruitment.
• Understanding of Consultants, SAS and Clinical Fellows recruitment pathways and Royal College processes.

Skills and Competencies

• Excellent administrative skills, and high attention to detail.
• Analytical ability to identify data discrepancies and produce reports.
• Ability to deliver training on recruitment systems and processes.
• Experience working with senior stakeholders.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

South London and Maudsley NHS Foundation Trust

£38,488 to £46,852 a year inclusive of HCAS