Bank Office Co-Ordinator

Job responsibilities

Respond to telephone calls from internal and external agencies, resolving problems quickly, in a professional and competent manner producing file notes as necessary, raising any issues with the manager.

To be responsible and accountable whilst making and arranging bookings, taking availability and requests from all departments.

Opening and dealing with incoming correspondences as appropriate.

Ensure shared knowledge within the team.

Keep up to date with technological developments with regard to developing appropriate skills in the use of current office technology. g. word processing, spreadsheets, databases, electronic mail, presentations etc.

To book appropriately qualified and experienced bank staff according to availability and skill mix, using problem solving methods to fill agreed shortfalls in staffing across the Trust on a daily basis.

To be aware of the EWTD (European Working Time Directive)-to ensure the Trust adheres to the policy for the protection of bank members.

To liaise with Unit/area Managers/ward staff/hospital bleep holders, locality managers and heads of therapy services to minimise the use of agency staff.

Prioritise shift allocation with the site office, Matron of the day, locality manager and therapy service managers.

Work to strict deadlines to ensure the required staffing levels are constantly maintained.

Maintain and develop good working relationships with bank members and all other points of contact.

To establish, monitor and record bank staffs attendance on mandatory training sessions.

Ensure that concerns relating to conduct/performance of temporary staff are passed to the Bank Manager for investigation and appropriate action to be taken.

Maintain confidentiality at all times.

Assist with inputting information into Staff Bank for the weekly NHS Improvement report.

Build up excellent working relationships with all colleagues to ensure an excellent and efficient service is provided at all times.

Contribute to the annual Bank Newsletter.

Ensure agency authorisation forms are approved by a senior manager before booking agency staff.

Communicate/liaise with the Site Office daily.

Give advice on over-pay issues/queries.

Checking timesheets have been signed off by ward staff and prompting when necessary.

Keep a record of any nurses that do not turn up for duty, ring in sick etc. and report to manager.

Be aware of resource management- i.e. If we have to use agency staff which is the cheapest.

Organising with new starters/leasing with wards to sort out appropriate induction shifts for new starters.

Send e-mails to staff when necessary, informing them of available shifts.

Giving advice over the phone and face to face regarding staff joining the bank.

Order stock for the department e.g. staff name badges.

On a daily basis, the post holder will be required to/be/have:

Accurate.

Attention to Detail.

Keyboard Skills.

Meet deadlines.

Good communication skills.

Ability of prioritise workload.

Use own initiative.

Professional manner.

Co-ordination.

Concentration.

Qualifications

Essential

• Good general education (Grade C or above GCSE maths & English or equivalent)
• NVQ level III or equivalent qualification/experience

Experience

Essential

• Experience/use of Healthroster
• Demonstrate experience in a customer-focussed administrative/clerical role
• Working to deadlines in a busy environment
• Maintaining confidentiality
• Operating within set policies/frameworks
• Able to establish and maintain good working relationships
• Previous NHS experience
• Previous Medical/bank Staffing experience

Skills

Essential

• Compliance with policies and procedures
• Efficient time management skills
• Effective team member
• Effective verbal, non-verbal & written communication and the ability to communicate effectively
• Attention to detail
• Knowledge of EWTD
• Standard keyboard skills

Desirable

• Excellent organisational skills

Personal Qualities

Essential

• Ability to prioritise workload
• Ability to work in a changing environment
• Methodical and well organised
• Flexible
• Diplomatic
• Customer focussed
• Positive attitude
• Highly motivated
• Ability to work accurately under pressure in a team and on your own initiative
• Good telephone manner
• Friendly & outgoing personality

Other

Essential

• Able to work 7 days a week-on a rota basis
• Committed to providing a quality service
• Willingness to undertake training as required
• VDU use for a substantial part of the day
• Frequent periods of concentration for dealing with incoming enquiries

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).