Medical Systems Project Manager

County Durham and Darlington NHS Foundation Trust
£35,392 to £42,618 a year per annum pro rata
Closing date
6 Jun 2023

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Other Health Profession
Band 6
Contract Type
Full Time
The Medical Directorate has overall responsibility for co-ordinating the professional performance and development of the Trusts medical staff. This involves ensuring there are robust policies, procedures and reporting structures across job planning, rota management, revalidation, appraisal, and clinical excellence awards. The team therefore plays an important part in helping the Trust to deliver excellent clinical care and ensure patient safety, as well as informing financial and service planning. In line with this, the post holder will play an important role in developing systems for capturing, managing & reporting data and information in a timely and accurate manner and ensuring that the organization is as effective and efficient as possible in the use of e-job planning, e-annual leave and clinical activity management. The post holder will also provide information and support to a number of ad hoc service development projects across the department as they arise.

Main duties of the job

The post-holder is expected to:

Ensure all medical job plans are entered on the electronic e-job planning system within agreed timescales escalating any job plans to care groups and the Medical Directors office which are not signed off to ensure timely resolution

Work with care groups in enabling clinical activity management and e-rotas, understanding any barriers to implementation and developing action plans to address

Enable care groups by facilitating training sessions and developing associated self-explanatory guidance documents and that up to date information is widely accessible via the Medical Directors page within the Trust intranet site

Develop an assurance and delivery framework, this will include for example quality assurance against the Trust Job Planning Policy

Provide regular reports to the Medical Director and care groups regarding progress in relation to quality, financial and other objectives. This will include working with care groups to determine what reports will be most beneficial to them

Provide on-going support to clinical teams, managers and other staff in care groups and corporate departments in all aspects of the implementation and management.

About us

If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager

You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks

To be eligible for Health and Care Worker visa sponsorship you will usually need to be paid at least �25,600 per year

We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.

At County Durham and Darlington NHS Foundation Trust our aim is to always deliver excellent care with compassion to deliver the highest quality of care our patients deserve. We value the personal skills, experiences and qualities that individuals bring to the Trust creating an inclusive working environment to attract talented people who feel motivated, involved and able to influence the future direction of our services.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented

Full Job Descriptions can be found in the adverts supporting documents

Job description

Job responsibilities


To support the successful implementation of workforce systems, including contributing to procurement of new systems and contributing to contract review, working with the Associate Director

To train all medical staff, rota coordinators and managers on how to use the systems and how to access relevant reports (job planning, health roster and clinical activity manager)

Oversee the project management, using approaches such as Prince 2 Foundation or extensive experience of supporting busy project management and administrative environments in an NHS setting, with changing timescales and priorities. Supported by the Associate Director.

Ability to problem solve independently and respond to sudden unexpected demands

To interrogate workforce systems to produce relevant performance reports, looking for unwarranted variation, promoting productivity and efficiency

To update systems with staffing changes such as new starters, change of hours, and leavers in order that it remains in alignment with ESR. Transferring data to ESR as required

To regularly review areas already established on the workforce systems to ensure accuracy and relevance of information held

To work with area managers and clinicians to problem solve as needed, including the complexities of medical rotas planning, requiring attention to detail

To provide timely, efficient and effective senior administrative project support to multiple pieces of work undertaken within the Medical Workforce Systems portfolio. Ensuring progress is monitored and any issues are highlighted to senior staff. Assist in the development and implementation of monitoring and reporting systems and ensure that accurate records and communication flows are maintained with stakeholders and team members in relation to each project.

To communicate with a wide network of staff at all levels and attend a range of Executive level meetings and specific project meetings to receive, convey and document very complex information and discussions via accurate minute taking, ensuring key actions are highlighted and followed up.

Maintain medical workforce intranet site, under the guidance of the Associate Director

To contribute to policies and procedures

Provide cross cover with the Medical Appraisal Manager

To implement policies and propose improvements or amendments to policies where relevant to maximise effective use of the system and compliance with policies

Any ad hoc duties commensurate with role


To manage system user accounts and access appropriately and in accordance with the Trusts information governance procedures

To build new units on the systems as required and manage through to go-live and payroll

To manage any system changes to existing units

To liaise with Trust Informatics team to resolve any local IT or server issues

To liaise with the software supplier to resolve any technical issues arising in line with the Service Level Agreement

To maintain a risks and issues log

To produce system reports on a regular basis and share best practice on the system

To maintain confidence of sensitive data

To oversee the information asset register


To plan and deliver training on all aspects of the workforce systems, including system upgrades and new developments

To create and maintain all necessary training literature to support the successful use of the workforce systems

To work with the Clinical Professional Leads and other functions to ensure that areas are using the systems successfully and any new developments are appropriately supported


To update the teams intranet site, including the publication of a monthly newsletter

To arrange a Trust user group and facilitate these meetings as required

To maintain high levels of communication about the workforce systems, including timely communication regarding upgrades and system developments

To attend the Regional User Group meetings on behalf of the Trust

Work closely with all doctors, service managers and general managers

Person Specification



  • Educated to degree level or equivalent


  • Teaching/Training Qualification
  • Prince 2

Special Requirements


  • Starter-finisher who can self-motivate
  • Organised and methodical
  • Well-developed inter-personal, communication, facilitation and negotiation skills including the ability to work with all grades of staff
  • Able to work under pressure and to time constraints
  • Team player

Special Skills and Knowledge


  • Experience in dealing with System Suppliers
  • Knowledge of the construction and maintenance of staffing rotas
  • Good knowledge of and ability to use appropriate computer hardware and software, including Microsoft Office
  • Able to provide comprehensive but user-friendly reports
  • Ability to identify and clarify user training needs and to respond appropriately
  • Able to work under pressure and to time constraints
  • Able to travel independently to any Trust site to fulfil the requirements of the post
  • Evidence of change management


  • Understanding of doctor contracts
  • Familiarity with the NHS Plan, IM& T Strategy and the National Programme for Information Technology
  • Familiarity with model hospital, productivity and efficiency agency
  • Working within a healthcare environment



  • Working across teams to implement and maintain IT systems
  • Providing expert advice in specialist fields/complex areas


  • Familiarity with issues and processes related to Consultant Job Planning and Junior Doctor work plans

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust


Darlington Memorial Hospital NHS Trust

Hollyhurst Road


County Durham


Any attachments will be accessible after you click to apply.


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