Job summary
Northampton General Hospital is looking for a Temporary Staffing Administrator to work within our Temporary Staffing Hub in the People Services Department.
The Temporary Staffing Administrator plays a vital part in booking agency and bank workers in the hospital to ensure that our departments have adequate cover, and that the staff working have all the clearances and training needed to work safely.
Working as part of team, your role will involve supporting the recruitment of bank staff, checking compliance documents, answering customer queries and pay queries, and processing temporary worker payments in line with our deadlines.
You will utilise your administration skills in Microsoft Excel and Outlook and confident customer service manner. As part of the People Services Department (Human Resources), you will also need to ensure confidentiality is kept at all times, following relevant statutory requirements and the requirements of the Trust.
An ideal candidate will have experience in working in a busy office environment and booking temporary staff.
There may be the requirement for weekend working or on-call provision as part of the role in future.
As part of the interview, there will be a short assessment.
Main duties of the job
The key duties of the role will be to fill temporary staffing requests with bank staff or agency workers, ensuring that they are compliant with all necessary employment checks and mandatory training.
The role will involve using electronic rostering (such as Allocate) and temporary staffing systems to monitor and make bookings, and electronic payment platforms to process and verify pre-signed electronic timesheets.
The role will act as the first point of contact for customer service queries, including pay queries. The placement of temporary staffing will involve communicating with managers and bank staff in the hospital, as well as external agencies.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
- Compassion
- Accountability
- Respect
- Integrity
- Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
- To fill temporary staffing requests with suitably qualified staff in line with departmental processes, reporting any shortfalls to the Temporary Staffing Team Leaders.
- Utilise electronic roster and temporary staffing systems to advertise and record temporary staffing requests and usage.
- Carry out required NHS employment checks and mandatory or role specific training checks to ensure all temporary staff have the required clearances to undertake work at the Trust in line with departmental processes and national guidance.
- Process and verify pre-signed electronic timesheets on a weekly basis for the payment of temporary staff, producing electronic invoices for relevant agencies.
- Assist in resolving temporary staff pay queries, communicating with Payroll, the Erostering Hub, and external agencies where required.
- Provide first-line support for matters relating to temporary staffing cover through maintaining the teams shared inbox, answering phone calls, and attending to in-person queries.
- Promptly respond to and action customer queries. This may require giving feedback on staffing vacancies or undertaking difficult conversations that will involve tact and sensitivity, and referring any complex or difficult issues to the Temporary Staffing Team Leaders.
- Maintain the electronic roster and staffing systems to ensure temporary staffing data is recorded correctly.
- Assist the Temporary Staffing Agency Team Leader in negotiating agency hourly rates in line with NHS Improvement guidelines and obtaining approval from the Senior Management team.
- Maintain accurate databases, shared folders, and temporary staffing e-files.
- Monitor bank staff mandatory training compliances contacting staff with out-of-date training.
- Complete Workforce Information forms as authorised by Temporary Staffing Team Leaders to maintain accurate data.
- Complete temporary staffing induction paperwork for new agency starters.
- Assist in booking role specific training and obtaining ID cards and system access for bank and agency temporary staffing.
- Support the Temporary Staffing Team Leaders in the recruitment process of bank staff.
- Input data into the Electronic Staff Record (ESR) accurately and promptly for PAYE temporary agency staff to enable payment.
- Assist with the production of daily handover reports, the NHSI Improvement monthly report, Freedom of Information requests, and further reports as required.
- Support and work with other colleagues in the Temporary Staffing Hub team to ensure that cover is provided at all times within office hours to maintain this essential service.
- Attend meetings and undertake training, including mandatory and role specific training, to ensure that skills and knowledge are kept up-to-date and appropriate to the post.
- Share skills and experience to spread good practice throughout the team.
- Manage own workload with direction from the Temporary Staffing Team Leaders, prioritising any changes in workload due to system user requirements.
- To provide an efficient, customer focused service, to staff that visit or contact the Temporary Staffing Hub, dealing with enquiries promptly, taking actions as necessary and directing accordingly.
- To be the first point of contact for all enquiries to the Temporary Staffing Hub, including dealing with complaints, referring to the Temporary Staffing Team Leaders and Temporary Staffing and Rostering Manager.
- To maintain constructive relationships with others within and across the Trust and externally in order to improve the effectiveness and efficiency of processes within the service.
- With the Temporary Staffing Team Leaders and the Temporary Staffing and Rostering Manager review and implement the administrative, processes, policies and procedures within the Temporary Staffing Hub.
- To attend HR Department meetings and other internal or external meetings as directed by the Temporary Staffing Team Leader.
- Communicate and build working relationships with staff at all levels, including Divisional Managers, Directors and Consultants, as well as external agencies.
Job description
Job responsibilities
- To fill temporary staffing requests with suitably qualified staff in line with departmental processes, reporting any shortfalls to the Temporary Staffing Team Leaders.
- Utilise electronic roster and temporary staffing systems to advertise and record temporary staffing requests and usage.
- Carry out required NHS employment checks and mandatory or role specific training checks to ensure all temporary staff have the required clearances to undertake work at the Trust in line with departmental processes and national guidance.
- Process and verify pre-signed electronic timesheets on a weekly basis for the payment of temporary staff, producing electronic invoices for relevant agencies.
- Assist in resolving temporary staff pay queries, communicating with Payroll, the Erostering Hub, and external agencies where required.
- Provide first-line support for matters relating to temporary staffing cover through maintaining the teams shared inbox, answering phone calls, and attending to in-person queries.
- Promptly respond to and action customer queries. This may require giving feedback on staffing vacancies or undertaking difficult conversations that will involve tact and sensitivity, and referring any complex or difficult issues to the Temporary Staffing Team Leaders.
- Maintain the electronic roster and staffing systems to ensure temporary staffing data is recorded correctly.
- Assist the Temporary Staffing Agency Team Leader in negotiating agency hourly rates in line with NHS Improvement guidelines and obtaining approval from the Senior Management team.
- Maintain accurate databases, shared folders, and temporary staffing e-files.
- Monitor bank staff mandatory training compliances contacting staff with out-of-date training.
- Complete Workforce Information forms as authorised by Temporary Staffing Team Leaders to maintain accurate data.
- Complete temporary staffing induction paperwork for new agency starters.
- Assist in booking role specific training and obtaining ID cards and system access for bank and agency temporary staffing.
- Support the Temporary Staffing Team Leaders in the recruitment process of bank staff.
- Input data into the Electronic Staff Record (ESR) accurately and promptly for PAYE temporary agency staff to enable payment.
- Assist with the production of daily handover reports, the NHSI Improvement monthly report, Freedom of Information requests, and further reports as required.
- Support and work with other colleagues in the Temporary Staffing Hub team to ensure that cover is provided at all times within office hours to maintain this essential service.
- Attend meetings and undertake training, including mandatory and role specific training, to ensure that skills and knowledge are kept up-to-date and appropriate to the post.
- Share skills and experience to spread good practice throughout the team.
- Manage own workload with direction from the Temporary Staffing Team Leaders, prioritising any changes in workload due to system user requirements.
- To provide an efficient, customer focused service, to staff that visit or contact the Temporary Staffing Hub, dealing with enquiries promptly, taking actions as necessary and directing accordingly.
- To be the first point of contact for all enquiries to the Temporary Staffing Hub, including dealing with complaints, referring to the Temporary Staffing Team Leaders and Temporary Staffing and Rostering Manager.
- To maintain constructive relationships with others within and across the Trust and externally in order to improve the effectiveness and efficiency of processes within the service.
- With the Temporary Staffing Team Leaders and the Temporary Staffing and Rostering Manager review and implement the administrative, processes, policies and procedures within the Temporary Staffing Hub.
- To attend HR Department meetings and other internal or external meetings as directed by the Temporary Staffing Team Leader.
- Communicate and build working relationships with staff at all levels, including Divisional Managers, Directors and Consultants, as well as external agencies.
Person Specification
Educations, Training and Qualifications
Essential
- Minimum of 5 GCSE's at Grade C or above including English and Maths
- NVQ Level 3 in relevant field eg Business Administration or equivalent qualification / experience
Desirable
- Completion of HealthRoster Optima courses
- Charted Institute of Professional Development / CIPD Level 3 or equivalent Human Resources training
Knowledge and Experience
Essential
- Experience of working in an administrative role
- Experience of using Microsoft Excel and Outlook
- Experience of working in a customer facing role
- Knowledge and understanding of confidentiality in the workplace
- Experience of using IT systems
Desirable
- Knowledge or experience of using HealthRoster Manager or BankStaff
- Knowledge or experience of using ESR
- Administration experience of timesheet authorising systems, such as 247Time
- Experience of Human Resources Administration
- Experience of using databases
Skills
Essential
- Ability to communicate and build working relationships with all levels of staff, including senior managers, doctors and external agencies
- Excellent oral & written communication skills. To communicate effectively when there may be barriers to understanding
- Excellent customer service skills to provide an effective and efficient service
- Excellent planning & organisational skills in order to meet deadlines. To be able to prioritise, to meet strict deadlines and know when to raise any concerns to the line manager
- Attention to detail and accuracy
- Ability to work methodically and dynamically manage own workload with changing priorities
- Display logical reasoning and judgement skills and demonstrate ability to use problem-solving techniques
Key Competencies/Personal Qualities and Attributes
Essential
- Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality diversity and inclusion of our staff, patients and service users
- Work well as part of a team
- Confidence in establishing and maintaining good working relationships at all levels.
- Able to move between tasks when dealing with phone calls or visitor interruptions
Person Specification
Educations, Training and Qualifications
Essential
- Minimum of 5 GCSE's at Grade C or above including English and Maths
- NVQ Level 3 in relevant field eg Business Administration or equivalent qualification / experience
Desirable
- Completion of HealthRoster Optima courses
- Charted Institute of Professional Development / CIPD Level 3 or equivalent Human Resources training
Knowledge and Experience
Essential
- Experience of working in an administrative role
- Experience of using Microsoft Excel and Outlook
- Experience of working in a customer facing role
- Knowledge and understanding of confidentiality in the workplace
- Experience of using IT systems
Desirable
- Knowledge or experience of using HealthRoster Manager or BankStaff
- Knowledge or experience of using ESR
- Administration experience of timesheet authorising systems, such as 247Time
- Experience of Human Resources Administration
- Experience of using databases
Skills
Essential
- Ability to communicate and build working relationships with all levels of staff, including senior managers, doctors and external agencies
- Excellent oral & written communication skills. To communicate effectively when there may be barriers to understanding
- Excellent customer service skills to provide an effective and efficient service
- Excellent planning & organisational skills in order to meet deadlines. To be able to prioritise, to meet strict deadlines and know when to raise any concerns to the line manager
- Attention to detail and accuracy
- Ability to work methodically and dynamically manage own workload with changing priorities
- Display logical reasoning and judgement skills and demonstrate ability to use problem-solving techniques
Key Competencies/Personal Qualities and Attributes
Essential
- Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality diversity and inclusion of our staff, patients and service users
- Work well as part of a team
- Confidence in establishing and maintaining good working relationships at all levels.
- Able to move between tasks when dealing with phone calls or visitor interruptions
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.
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).
Additional information
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.
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).
