We are delighted to offer an opportunity for an energetic, enthusiastic, and highly organised individual to join our Job Planning Team as Co-ordinator. This key role will provide leadership and oversight of the team’s activities, ensuring the effective delivery of high-quality job planning processes across the organisation.
You will be responsible for managing and co-ordinating the work of the Job Planning Team, working closely with senior medical leaders and reporting to the Associate Medical Director (Resourcing) who reports directly to the Chief Medical Officer.
Job planning is a vital process that ensures doctors’ time is effectively planned, recorded, and aligned with the delivery of commissioned clinical services. It supports the provision of safe, efficient, and well-governed care while ensuring resources are used effectively.
High-quality job planning is a key priority for NHS England, helping to ensure medical staff have the support, clarity, and resources they need to perform at their best, while maintaining productivity and delivering the highest standards of patient care.
This is an excellent opportunity for a motivated individual who is passionate about improving processes, supporting clinical teams, and making a meaningful contribution to the future delivery of NHS services.
The successful candidate will have a proven track record of effective team management and will be responsible for leading and supporting a small, specialist team. They will develop and maintain strong working relationships with internal and external stakeholders to support the effective management and delivery of job planning processes, working closely with key areas including postgraduate medical education and electronic rostering.
Play a key role in influencing and engaging senior medical staff, ensuring job planning processes are positively promoted, understood, and successfully implemented across the organisation. Excellent communication, negotiation, and interpersonal skills are therefore essential to the success of this role.
The role requires a high level of professionalism and discretion, with responsibility for maintaining strict confidentiality when managing a wide range of sensitive, complex, and potentially contentious information.
The Job Planning Team is a close-knit, dedicated, and collaborative team with a strong work ethic and a shared commitment to delivering high-quality outcomes and meeting key deadlines.
While professionalism and efficiency are central to the team’s success, we also value a positive, supportive, and enjoyable working environment where colleagues are encouraged to thrive. The successful candidate will become part of a team that embraces continuous improvement, innovation, and a culture of mutual support, providing an opportunity to make a meaningful contribution while developing their skills and experience.
With a team of over 9,000 employees, representing over 95 nationalities, we are proud to be the largest employer in Gloucestershire. Bringing together a mix of cultures and experiences to the care that we deliver. The Trust continues to work closely with partners and local communities to improve health and wellbeing to ensure access to services.
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
These include but are not limited to:
Managing a team of 3 x Band 4 administrators and 1 x apprentice*, to include:
- Conducting appraisals
- Agreeing and monitoring objectives
- Supporting the team with their career progression aspirations
- Managing sick leave and absence
- Co-ordinating recruitment and succession planning
- Managing workflow to meet the needs of the department
- Setting the standards within the team of professionalism and efficiency
- The number of team members may change from time to time.
- To oversee the team to ensure efficient provision of the following service and to use own judgement to decide which, if any, of these duties should also be picked up by the post-holder dependent on priority and workload:
Appraisal & Revalidation
- Support the Trust to ensure that its doctors meet the requirements for Medical Revalidation.
- Ensure systems are in place to manage the appraisal process.
- Manage and maintain an accurate and up to date database of all trust non training medical staff to record their annual appraisals.
- Update Trust policy and guidance documents on medical appraisal and revalidation in line with national policy.
- Work closely with the HR department to ensure that appropriate procedures are followed in relation to pre-employment checks, induction of new medical staff including appropriate appraisal and revalidation training and the timely transfer of whole practice information.
- Ensure clinical governance processes are linked to appraisal where necessary and provide reports as required.
- Co-ordinate the patient and colleague feedback and produce reports for review and reflection at annual appraisal.
- Facilitate a quality assurance process for appraisal to ensure consistency of appraisal standards, working closely with the Appraisal Lead.
- Organise appropriate training and updates for medical appraisers – twice yearly Appraiser Support Groups.
- Organise, attend and take minutes at the quarterly ROG meetings and twice yearly Appraisal Steering Group and coordinate actions resulting from these meetings.
- Collate and submit the quarterly returns to NHS England and assist with completion of the annual Appraisal and Revalidation Board report.
- Co-ordinate the appraiser feedback and annual meetings with all trained appraisers with the ability to resolve complex issues should they occur.
- Act as a point of contact between the Medical Director, Associate Medical Director, Deputy Responsible Officers, Appraisal Lead and HR for matters relating to appraisal and revalidation.
- Advise medical staff on the content of portfolios in accordance with national and Trust guidance, excising own judgement when dealing with enquiries.
- Provide and receive complex and sensitive information.
- Coordinate external reviews of the appraisal process as and when required.
- Follow policies established for their own role and roles within their team with the ability to create their own procedures and the ability to comment / implement and propose changes to practices.
- The ability to be able to demonstrate own activities / training to new or less experienced employees.
- To provide expertise in managing all the administrative functions needed to perform the role and to write the relating SOPs.
Job Planning
To have primary responsibility for undertaking the following tasks and to use own judgement to delegate to the team where appropriate and within their banding remit:
- To ensure, via regular payroll/job plan reconciliations, that senior medical staff job plans are commensurate with pay.
- To support Speciality Directors, Clinical Leads and other doctors with the job planning process
- To support review and development of the Trust policy around job planning
- To support the Deputy Medical Director and Associate Medical Directors to optimise delivery of clinical and non-clinical work
To organise and attend quarterly Job Planning Consistency Panel meetings
To assist Chiefs of Service and Specialty Directors in the timely sign-offs of over 490 job plans, providing support to them and/or General Managers when required
To keep abreast of additional pay for senior medical staff in relation to Educational Supervision, Academy roles, and Research & Development
To support the quantification of delivered activity against the job plan’s indicated expected activity
To provide regular job planning/clinical activity reports to the People and Organisational Development committee, under the guidance of the Deputy Medical Director
Any other duties as required, to reflect the evolving requirements of the role
Other Duties
To respond to any changing priorities or strategies of the team and to work with the line manager to agree additional areas of support if required.
Key Working Relationships
The post-holder will have the confidence to liaise with the following stakeholders on a regular basis:
Internal
- Medical Director
- Deputy Medical Director
- Associate Medical Directors & Appraisal Lead
- Medical Staffing Team
- Chiefs of service
- Speciality Directors
- General Managers
- Consultants
- SAS Doctors
- Deputy Responsible Officers
- Medical Director’s Office administrative team
- Human Resources Manager
- Lay Representative for Appraisal and Revalidation
- NHS England (South)
- GMC representative
- Department of Medical Education
- Local private healthcare providers
External
- Allocate (software company)
- L2P (software company)
Most Challenging Part of the Job
Acting as the link person between senior medical staff and Specialty Directors/General Managers, especially in cases of possible conflict
Managing own workload as well as overseeing the workload of the team
Changing work priorities
