Job summary
Temporary Staffing Assistant - Band 3
37.5 hours per week (full time) with a hybrid approach to working once fully trained.
A fantastic opportunity for a Temporary Staffing Assistant to join our professional, friendly Temporary Staffing department.
We are looking for someone who is an experienced administrator, who has excellent IT skills and be able to work effectively under pressure, you should be flexible, possess strong team values, be able to work in a fast paced environment while providing a high quality customer service.
You should also be able to organise and prioritise your own work to meet deadlines and support the Temporary Staffing Co-ordinators in the team when required. Excellent communication skills are also essential.
Main duties of the job
To work as an integral member of the Temporary Staffing team, to assist the Temporary Staffing Manager, Team Leader and Co-ordinators with administrative support within the department.
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
- Prioritise individual workload and ad hoc/urgent requests on a daily/hourly basis relative to the anticipated volume of work and the proximity of deadlines
- To provide an administrative support role to the Temporary Staffing team:
- Assisting Temporary Staffing Co-ordinator with the Leaver to Bank Process including emailing candidates for updates, updating the Leaver to bank tracker and inputting data into ESR
- 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 the Temporary Staffing Team Leader and/or Temporary Staffing Manager with any ad-hoc projects
- Assisting with creating and approving vacancies on the Plus Us portal for bank and agency bookings
- Assisting the Temporary Staffing Co-ordinator with the nursing bookings on the Locums Nest portal, this includes:
- Booking bank/agency shifts
- Cancelling bank/agency shifts
- Approving Bank Locums Nest profiles
- Checking new agency worker compliance
- Releasing shifts to agency
- Adding bank postings
- Communication with Ward Managers and/or Matrons
- Communication with external agency suppliers
- Keeping up to date with the Temporary Staffing policy and any other local policies/rules within Bank On Us
- Assisting the Temporary Staffing Recruitment co-ordinator with recruitment processes by using the Trac recruitment portal and ESR as required
- Having an understanding of the bank pay rates
- Having an understanding of Agency Rates and Agenda For Change Capped Rates
- Taking copies and scanning ID Documentation for Right to Work and DBS checks for employees and applicants
- Monitoring Bank On Us Shared Mailboxes when required
- Maintaining of Bank On Us shared generic inboxes by way of emptying when full and keeping of archive
- Stocktaking and Distribution of uniform and name badges
- Ordering of uniform and name badges when required
- Maintaining of Bank On Us files in the HR Drive
- To participate in Trust training courses as appropriate to ensure skills and knowledge are maintained
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
- Prioritise individual workload and ad hoc/urgent requests on a daily/hourly basis relative to the anticipated volume of work and the proximity of deadlines
- To provide an administrative support role to the Temporary Staffing team:
- Assisting Temporary Staffing Co-ordinator with the Leaver to Bank Process including emailing candidates for updates, updating the Leaver to bank tracker and inputting data into ESR
- 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 the Temporary Staffing Team Leader and/or Temporary Staffing Manager with any ad-hoc projects
- Assisting with creating and approving vacancies on the Plus Us portal for bank and agency bookings
- Assisting the Temporary Staffing Co-ordinator with the nursing bookings on the Locums Nest portal, this includes:
- Booking bank/agency shifts
- Cancelling bank/agency shifts
- Approving Bank Locums Nest profiles
- Checking new agency worker compliance
- Releasing shifts to agency
- Adding bank postings
- Communication with Ward Managers and/or Matrons
- Communication with external agency suppliers
- Keeping up to date with the Temporary Staffing policy and any other local policies/rules within Bank On Us
- Assisting the Temporary Staffing Recruitment co-ordinator with recruitment processes by using the Trac recruitment portal and ESR as required
- Having an understanding of the bank pay rates
- Having an understanding of Agency Rates and Agenda For Change Capped Rates
- Taking copies and scanning ID Documentation for Right to Work and DBS checks for employees and applicants
- Monitoring Bank On Us Shared Mailboxes when required
- Maintaining of Bank On Us shared generic inboxes by way of emptying when full and keeping of archive
- Stocktaking and Distribution of uniform and name badges
- Ordering of uniform and name badges when required
- Maintaining of Bank On Us files in the HR Drive
- To participate in Trust training courses as appropriate to ensure skills and knowledge are maintained
Person Specification
Qualifications
Essential
- oEducated to GCSE equivalent level
Desirable
- Evidence of continuing professional development
Skills
Essential
- Accurate and efficient keyboard and IT skills including Word, Excel and Outlook.
- Good written & verbal communication skills
- Able to communicate courteously, concisely and effectively with all levels of staff and with the public and demonstrate good interpersonal and customer service skills.
- Ability to work cooperatively within a team
Experience
Essential
- Significant administration experience within a busy office environment or able to demonstrate equivalent skills:
Desirable
- Having worked within a Temporary Staffing environment before
- NHS Experience
Other Requirements
Essential
- You have knowledge & awareness of diversity and human rights and the competencies appropriate to your role to support their diverse needs and human rights.
- Flexibility is key, the hours are 9-5 and you will be required to work in the office full time until fully trained
Person Specification
Qualifications
Essential
- oEducated to GCSE equivalent level
Desirable
- Evidence of continuing professional development
Skills
Essential
- Accurate and efficient keyboard and IT skills including Word, Excel and Outlook.
- Good written & verbal communication skills
- Able to communicate courteously, concisely and effectively with all levels of staff and with the public and demonstrate good interpersonal and customer service skills.
- Ability to work cooperatively within a team
Experience
Essential
- Significant administration experience within a busy office environment or able to demonstrate equivalent skills:
Desirable
- Having worked within a Temporary Staffing environment before
- NHS Experience
Other Requirements
Essential
- You have knowledge & awareness of diversity and human rights and the competencies appropriate to your role to support their diverse needs and human rights.
- Flexibility is key, the hours are 9-5 and you will be required to work in the office full time until fully trained
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.
