Job summary
An exciting opportunity has arisen to join the Trusts as a Temporary Staffing & Bank Recruitment Administrator, In this role you will be supporting the Operational functions of the temporary staffing team and the Bank Recruitment Team offering exceptional customer service. Supporting the drive to grow our internal bank workforce by working closely with our services.
You will be the first point of contact for queries, responding and escalations as required promoting best practice. If you thrive in a busy varied work environment and enjoy a fast-paced role and enjoy the challenges in delivering an outstanding service then we would love to hear from you.
Main duties of the job
The Temporary Staffing Assistant is a key member of the Temporary Staffing and Bank Recruitment team, providing a high quality and efficient administrative and customer service to bank workers, ward managers and colleagues. You will be the first point of contact for queries, responding and escalating as required promoting temporary staffing's best practice.
You will be supporting the team to reduce agency spend by supporting target bank recruitment and to transition agency workers to bank. The Trust uses the national Electronic Staff Records and Healthroster BankStaff and electronic recruitment tracking system - Trac. The post holder will administer an effective temporary staffing and bank recruitment process, demonstrating fairness, openness and consistency.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
Key Tasks and Responsibilities
Communication
Deal with telephone and email enquiries as appropriate and be the initial point of contact for all calls to the temporary staffing team, escalating queries where required.
Maintaining dialogue/conveying issues when they arise.
To deal with all telephone and email enquires promptly and efficiently, providing effective advice as appropriate.
Maintain effective communication channels and working relationships with other team members, wider People team and ward managers
To answer the telephone promptly and in accordance with departmental procedures, transferring to other team members if unable to answer query in the first instance.
Administration, systems and information
- Manage temporary staffing requests using the E-Rostering and Bank Staff systems, placing temporary staff with the appropriate skills and competencies to cover the role and ensure that requesting managers are updated with regard to progress at regular intervals.
- Advise managers on Temporary Staffing booking procedures, agency rules and framework rates. To assist temporary staffing in moving agency workers onto our internal bank.
- Process requests from external agencies and clients, liaising with contacts as required ensuring that all bookings are in line with current NHS framework rates and systems are updated.
- Communicate with temporary staff, managers and agencies on a regular basis ensuring that all Trust procedures are followed.
- Carry out and maintain compliancy checks for external agency staff in line with NHS and NHSI framework standards. Logging and recording agency competency and compliancy checklists and escalating concerns to the Temporary Staffing team.
- Maintain clear documentation and update systems to ensure that communication is maintained, in all aspects of service delivery, to staff, external agencies, managers and colleagues. This will include communication via e-email, face to face, MS Teams and phone.
- Update and maintain Temporary Staffing logs and databases, escalating issues to the Bookings Lead or Bookings/Reporting Manager where appropriate.
Job description
Job responsibilities
Key Tasks and Responsibilities
Communication
Deal with telephone and email enquiries as appropriate and be the initial point of contact for all calls to the temporary staffing team, escalating queries where required.
Maintaining dialogue/conveying issues when they arise.
To deal with all telephone and email enquires promptly and efficiently, providing effective advice as appropriate.
Maintain effective communication channels and working relationships with other team members, wider People team and ward managers
To answer the telephone promptly and in accordance with departmental procedures, transferring to other team members if unable to answer query in the first instance.
Administration, systems and information
- Manage temporary staffing requests using the E-Rostering and Bank Staff systems, placing temporary staff with the appropriate skills and competencies to cover the role and ensure that requesting managers are updated with regard to progress at regular intervals.
- Advise managers on Temporary Staffing booking procedures, agency rules and framework rates. To assist temporary staffing in moving agency workers onto our internal bank.
- Process requests from external agencies and clients, liaising with contacts as required ensuring that all bookings are in line with current NHS framework rates and systems are updated.
- Communicate with temporary staff, managers and agencies on a regular basis ensuring that all Trust procedures are followed.
- Carry out and maintain compliancy checks for external agency staff in line with NHS and NHSI framework standards. Logging and recording agency competency and compliancy checklists and escalating concerns to the Temporary Staffing team.
- Maintain clear documentation and update systems to ensure that communication is maintained, in all aspects of service delivery, to staff, external agencies, managers and colleagues. This will include communication via e-email, face to face, MS Teams and phone.
- Update and maintain Temporary Staffing logs and databases, escalating issues to the Bookings Lead or Bookings/Reporting Manager where appropriate.
Person Specification
Education/Qualifications
Essential
- To have completed or commenced the CIPD Level 3 or educated to NVQ Level 3 or equivalent, or equivalent level of relevant experience
Experience
Essential
- Minimum of 12 month's experience delivering a high quality administrative, customer focussed service.
- Using Information Systems such as Healthroster BankStaff, Healthroster Trac, ESR and other databases desirable
Skills/Abilities/Knowledge
Essential
- High standard of verbal and written communication skills
- Ability to work on own initiative to problem solve day to day operational problems and be able to prioritise workload around known deadlines and targets independently
- To be tactful and professional when dealing with sensitive issues, respecting confidentiality
Person Specification
Education/Qualifications
Essential
- To have completed or commenced the CIPD Level 3 or educated to NVQ Level 3 or equivalent, or equivalent level of relevant experience
Experience
Essential
- Minimum of 12 month's experience delivering a high quality administrative, customer focussed service.
- Using Information Systems such as Healthroster BankStaff, Healthroster Trac, ESR and other databases desirable
Skills/Abilities/Knowledge
Essential
- High standard of verbal and written communication skills
- Ability to work on own initiative to problem solve day to day operational problems and be able to prioritise workload around known deadlines and targets independently
- To be tactful and professional when dealing with sensitive issues, respecting confidentiality
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.
