Temporary Staffing Administrator

Job description

Job responsibilities

Key Task and Responsibilities

To receive all advanced bookings via the web-based Temporary Staffing booking system and ensure that these bookings are accurately entered onto theTemporary Staffing IT system. Knowledge of Healthroster, ESR and Trust systems.

To receive all last minute or late bookings from the wards/departments andensure that these are accurately entered onto the Staff Bank IT system.

To facilitate the running of the Healthroster weekly bank payroll extract, to leasewith the payroll team (SBS) to ensure bank staff are paid accurately and promptlyfor hours worked.

To support and resolve any pay queries or disputes in line withTrust policy.

To fill as many shifts as possible with appropriately qualified staff from the Bankby searching the Staff Bank IT system by preference and qualifications.

To provide a polite and helpful problem-solving service to visitors (some whommay be angry or complaining) to the office, in sometimes potentially stressful situations involving salaries, staff cancellation, staff shortages, breaches inEWTD. Answering telephone queries promptly and efficiently, relaying messagesas appropriate.

To inform the wards/departments when shifts are booked, when they are unable.

To book a shift and when an agency must be used instead of the bank.

To contact the staff member of the Bank or the Agency when the shift has beencancelled by the ward and vice versa.If it is not possible to fill a shift with Bank staff, you will be required to gainauthorisation from the appropriate Directorate lead and use the approvedagencies to fill any outstanding unfilled shifts.

To liaise with Bank worker and Directorate on any complaints and ensure that theunit provides a comprehensive report on the incident and follows any other Trustpolicy and to pass onto Manager.

To become familiar with the policies and procedures surrounding the LondonAgency Project and Trust Policies. Providing advice to Directorates andreflecting any changes in the operating process and input into the overallTemporary Staffing Policy.

To provide HR and commercial advice when utilising Agency Workers. Liaisingand monitoring the Agency Workers Directive for Agency workers working longterm with the Trust. Ensuring that the Agency workplace checklists aresubmitted for all Agency workers in accordance with the NHSLA guidelines andcommercial agreements.

To undertake the processing of invoices from external agencies, to confirm thebooking, to input the relevant information regarding shift start and end times, toconfirm correct grade, to confirm date and that the booking is correct.

Toauthorise invoice for payment, up to £1,500 pounds only.

To provide all secretarial and administration duties to fulfil the role.

HR Administration

Produce and issue Bank Workers Contracts.

To maintain the electronic booking system with the personnel database, ensuringthat payroll data is accurate, home addresses, and mandatory training recordsare maintained. Ensuring that the electronic booking personnel database mirrorsthe Trusts primary database ESR.

Draft payroll forms (change forms, terminations forms and variation payrollForms) for the Temporary Staffing Advisor/Manager to sign.

Provide HR guidance on Trust policies e.g., Mandatory training, professionalregistration etc. And the European Working Time Directive.

Other duties

To provide on-going training to all authorised bookers on the web-basedTemporary Staffing booking system and Employee on Line.

Deputise for Manager on system administration of the Temporary Staffingbooking system for password resets, permissions, and roles for users.

To contribute to the formation of basic reports relating to the specific Directoratesas requested by the Manager or deputy.

To work to the policies and procedures established within Oxleas NHSFoundation Trust.

To assist in the further development of the Temporary Staffing function.

To attend staff meetings as required.

Attend to visitors to the Staff Bank; assisting them if possible or directing them tothe correct department within the Trust i.e., recruitment, operational HR, IT orLearning & Development.

Representing the Temporary Staffing Office at ward managers and directoratemeetings to take forward issues that may have arisen.

To promote a professional and positive image of the Temporary Staffing Office atall times.

Be aware of the health, safety and welfare of others and to comply at all timeswith the requirements of the Health and Safety Regulations.

To ensure confidentiality at all times complying with the Data Protection Act.

To promote equal opportunities for all staff and clients in accordance with Trustpolicies.

To carry out such duties as may be required and are consistent with theresponsibilities of the grade.

Communication

Good oral and written communication skills with the ability to communicateeffectively with internal departments and external agencies.

Good interpersonal skills with the ability to work closely and effectively with staffat all levels within the department and throughout the organisation. Able to deal with queries relating to booking issues from bank staff, services/wards, and departments across the Trust.

Strong sense of quality and customer focus.

Person Specification

Education/Qualification

Essential

• Educated to at least A Level or NVQ level 3 in Customer Care or or Equivalent experience
• Have completed or commence the Certificate. in Personnel Practice (CPP) within 12 months of appointment or equivalent level experience ECDL qualification or equivalent experience - able to input data onto an internal bookings system
• The post holder must have standard keyboard skills and will be expected to work more or less continuously at a computer

Experience

Essential

• Minimum of 2 years' experience working in customer service environment.
• Experience in the processing of a high volume of bookings within a customer service environment
• Previous data inputting experience onto a computerised system.

Skills/Abilities/Knowledge

Essential

• Good oral and written communication skills with the ability to communicate effectively with internal departments and external agencies. Good interpersonal skills with the ability to work closely and effectively with staff at all levels within the department and throughout the organisation.
• Good interpersonal skills with the ability to work closely and effectively with staff at all levels within the department and throughout the organisation.
• Able to deal with queries relating to booking issues from Bank staff, wards and departments across the Trust.
• Ability to work to set guidelines/protocols and deadlines.

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

Oxleas NHS Foundation Trust

Address

Pinewood House

Pinewood Place

Dartford

DA2 7WG

Employer's website

http://oxleas.nhs.uk/ (Opens in a new tab)