Job summary
Temporary Staffing Co-ordinator
St Peter's Hospital & remote working from home as rostered
37.5 hours a week (full time) + undertaking the Bank On Us on call service as rostered
A fantastic opportunity has arisen within the Bank on Us team at Ashford and St Peter's NHS Foundation Trust for a Temporary Staffing co-ordinator.
This role requires comprehensive friendly and engaging customer service skills, by telephone and face to face. You will have good organisation and time management skills ensuring our records are maintained in a timely and accurate manner is key.
You will have at least two years secretarial/administrative experience (or the ability to demonstrate the equivalent skills).
The Bank on Us team work in a fast paced, friendly and professional environment. We are seeking someone with a positive attitude, the ability to be flexible along with attention to detail. You will need to be able to learn quickly with varying demands whilst providing a temporary staffing service across the Trust. Excellent keyboard and IT skills are required, as well as an understanding of the different Microsoft packages.
Bank on Us runs an on call service which provides an out-of-hours temporary staffing service across the Trust. This requires flexible working hours and adaptability.
Bank On Us is a small but unified and approachable team who are friendly and work together to achieve their goals.
Main duties of the job
To provide a comprehensive customer focused service to the Trust Divisions. To promote Bank On Us and maintain records in a timely and accurate manner. To provide administrative support to the Temporary Staffing team and to support the Healthroster Bank function for both the Nursing and Midwifery Bank and other temporary staffing groups.
Internally the post holder will develop effective working relationships with:
- Bank Admin & Clerical members
- Bank Nursing members
- Department managers
- Bank On Us Team members
- Other Workforce colleagues - payroll, recruitment and Workforce information
Externally the post holder will develop effective working relationships with:
Those who stop by the office
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
This is an exciting time to join our Trust, as we work on the expansion of our theatres at Ashford Hospital and move towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures; with care delivered by dedicated, specialist teams in a modern and well-equipped environment.
We hope to use this centre to create an environment of learning and to facilitate training of the next generation of our skilled NHS workforce. Our plans are ambitious - why not, come and be a part of our journey.
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Job description
Job responsibilities
- Promote a positive image of Bank On Us at all times
- Answering phones and dealing with queries via phone call
- Assisting individuals who come into the office with general queries
- Helping Team members with the Leaver to Bank Process
- Putting the office phone on divert through to the team member on call (if last in the office) and taking the divert off in the mornings (if first in)
- Saving any relevant forms/documentation to the HR Drive
- Assisting with paper invoices
- Assisting with electronic invoices via Oracle
- Creating payroll forms for bank postings
- Booking and arranging for all bank only workers to be trained in the new electronic Surrey Safe Care patient record system; maintaining and updating any associated records for this
- Undertaking the On Call Service as rostered. This will include booking bank workers for shifts, informing wards of any cancellations, liaising with agencies in regards to shifts available and assisting with any nursing or Doctor staffing issue that may arise. Monday to Friday 07:00 08:00 & 17:00 20:00, weekends 07:00 19:00. Laptop and iPhone provided so able to work from home whilst On Call
- Assisting the Temporary Staffing Team Leader and/or Temporary Staffing Manager with any ad-hoc projects
- Assist with running and maintaining the Bank On Us Twitter feed
- Assisting Team members with the nursing bookings, this includes:
- Booking bank/agency shifts
- Cancelling bank/agency shifts
- Adding additional shifts
- Creating new agency worker records
- Checking new agency worker compliance
- Timesheet queries for bank/agency
- Releasing shifts to agency
- Adding bank postings
- Re-booking workers re-deployed onto the correct department
- Communication with Ward Managers and/or Matrons
- Communication with external agency suppliers
- Sending text messages via the Healthroster system
- Keeping up to date with the Temporary Staffing policy and any other local policies/rules within Bank On Us
- Ensuring these policies are implemented on a daily basis
- Flagging any issues regarding these policies to the Temporary Staffing Team Leader
- Having a understanding of the bank pay rates
- Understanding on the NHSI cap rates
- Taking of ID Documentation for DBS checks
- Maintaining of Bank On Us shared generic inboxes by way of emptying when full and keeping of archive
- Distribution of uniform and name badges
- Ordering of uniform and name badges when required
- Maintaining of Bank On Us files in the HR Drive
Job description
Job responsibilities
- Promote a positive image of Bank On Us at all times
- Answering phones and dealing with queries via phone call
- Assisting individuals who come into the office with general queries
- Helping Team members with the Leaver to Bank Process
- Putting the office phone on divert through to the team member on call (if last in the office) and taking the divert off in the mornings (if first in)
- Saving any relevant forms/documentation to the HR Drive
- Assisting with paper invoices
- Assisting with electronic invoices via Oracle
- Creating payroll forms for bank postings
- Booking and arranging for all bank only workers to be trained in the new electronic Surrey Safe Care patient record system; maintaining and updating any associated records for this
- Undertaking the On Call Service as rostered. This will include booking bank workers for shifts, informing wards of any cancellations, liaising with agencies in regards to shifts available and assisting with any nursing or Doctor staffing issue that may arise. Monday to Friday 07:00 08:00 & 17:00 20:00, weekends 07:00 19:00. Laptop and iPhone provided so able to work from home whilst On Call
- Assisting the Temporary Staffing Team Leader and/or Temporary Staffing Manager with any ad-hoc projects
- Assist with running and maintaining the Bank On Us Twitter feed
- Assisting Team members with the nursing bookings, this includes:
- Booking bank/agency shifts
- Cancelling bank/agency shifts
- Adding additional shifts
- Creating new agency worker records
- Checking new agency worker compliance
- Timesheet queries for bank/agency
- Releasing shifts to agency
- Adding bank postings
- Re-booking workers re-deployed onto the correct department
- Communication with Ward Managers and/or Matrons
- Communication with external agency suppliers
- Sending text messages via the Healthroster system
- Keeping up to date with the Temporary Staffing policy and any other local policies/rules within Bank On Us
- Ensuring these policies are implemented on a daily basis
- Flagging any issues regarding these policies to the Temporary Staffing Team Leader
- Having a understanding of the bank pay rates
- Understanding on the NHSI cap rates
- Taking of ID Documentation for DBS checks
- Maintaining of Bank On Us shared generic inboxes by way of emptying when full and keeping of archive
- Distribution of uniform and name badges
- Ordering of uniform and name badges when required
- Maintaining of Bank On Us files in the HR Drive
Person Specification
Qualifications
Essential
- Educated to GCSE A-C in English and Maths
Desirable
- Educated to A-Level or BTEC equivalent level
Experience
Essential
- Minimum 2 years secretarial or administrative experience
Desirable
- Having worked within a Temporary Staffing environment before
- NHS Experience
Skills
Essential
- Good written & verbal communication skills
- Courteous and helpful telephone manner
- Able to communicate courteously, concisely and effectively with all levels of staff and with the public and demonstrate good interpersonal and customer service skills.
- You have knowledge & awareness of diversity and human rights and the competencies appropriate to your role to support their diverse needs and human rights.
- Ability to work cooperatively within a team
- Ability to organise own work to meet deadlines and to work independently once instructed
Other Requirements
Essential
- The on call service requires staff to cover 1 weekend per month and 1 week per month - can you commit working these additional hours?
Person Specification
Qualifications
Essential
- Educated to GCSE A-C in English and Maths
Desirable
- Educated to A-Level or BTEC equivalent level
Experience
Essential
- Minimum 2 years secretarial or administrative experience
Desirable
- Having worked within a Temporary Staffing environment before
- NHS Experience
Skills
Essential
- Good written & verbal communication skills
- Courteous and helpful telephone manner
- Able to communicate courteously, concisely and effectively with all levels of staff and with the public and demonstrate good interpersonal and customer service skills.
- You have knowledge & awareness of diversity and human rights and the competencies appropriate to your role to support their diverse needs and human rights.
- Ability to work cooperatively within a team
- Ability to organise own work to meet deadlines and to work independently once instructed
Other Requirements
Essential
- The on call service requires staff to cover 1 weekend per month and 1 week per month - can you commit working these additional hours?
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.
