Job summary
Temporary Staffing Assistant Band 3
Ashford & St Peter's Hospitals are looking for an organised, proactive and customer-focused Temporary Staffing Assistant to join our small, friendly and supportive Temporary Staffing (Bank) Office. This is an excellent opportunity for someone who thrives in a fast-paced environment and enjoys helping staff and clinical teams deliver safe, effective care.
In this role, you will play a key part in ensuring our wards and departments are safely staffed by coordinating bank bookings, supporting workers with queries, and working closely with managers across the Trust. You will need strong communication skills, good attention to detail, and the ability to manage competing priorities with confidence.
If you are enthusiastic, motivated, and looking to join a welcoming team where no two days are the same, we would love to hear from you.
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.
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Supporting staff with day-to-day questions -- helping bank workers understand bookings, availability, pay queries and compliance requirements, always with a positive and solution-focused approach.
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Building strong relationships with managers -- working closely with wards and departments to understand their staffing needs and provide clear, timely updates.
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Providing confident, accurate information -- checking systems, clarifying processes and ensuring staff receive the right guidance first time.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust is the largest provider of acute hospital services to Surrey residents, serving a population of 410,00 people and employing approximately 4,800 staff.
Our vision is to provide an outstanding experience and best outcomes for patients and the team. We are committed to providing continuous professional development and flexibility to deliver our workforce plan.
We are part of a collaborative Group with the Royal Surrey NHS Foundation Trust. As part of this partnership, colleagues may occasionally work across both organisations to support shared services, development opportunities and patient care.
St Peter's Hospital delivers complex medical and surgical care, maternity and emergency services. Day and orthopaedic surgery, ophthalmology and outpatient services are delivered at Ashford Hospital. Additional services are delivered at Woking Community Hospital.
Our Values provide us with the behaviours we respect and can commit to. By living our values through our everyday interactions, we can build a stronger, more resilient, and forward- thinking organisation, guiding us to achieve success and make a positive impact on how we deliver our services.
We can offer you the full range of NHS benefits and discounts.
Please note that adverts may close early, so early application is encouraged.
For more information about careers at ASPH please visit:www.asph-careers.org
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
Processing DBSs for all bank workers:
Verifying ID documents and Right to work documents in person
Updating the DBS database
Submitting the DBS applications into Matrix
Inputting the DBS information onto ESR
Responsible for keeping the Bank Staff list updated
Monitor mandatory training for bank workers:
Including contacting existing bank workers when their mandatory has expired
Ensure the mandatory training database is updated
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
Assisting the Rostering team 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
Processing DBSs for all bank workers:
Verifying ID documents and Right to work documents in person
Updating the DBS database
Submitting the DBS applications into Matrix
Inputting the DBS information onto ESR
Responsible for keeping the Bank Staff list updated
Monitor mandatory training for bank workers:
Including contacting existing bank workers when their mandatory has expired
Ensure the mandatory training database is updated
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
Assisting the Rostering team 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
- Educated to GCSE equivalent level
Desirable
- Evidence of continuing professional development
Experience
Essential
- Significant administration experience within a busy office environment or able to demonstrate equivalent skills:
- Computer literacy
- Interaction with the public
Desirable
- Having worked within a Temporary Staffing environment before
- NHS Experience
Skills
Essential
- Must be able to demonstrate, in relation to people who use Trust and other related services: - Professional, smart and positive self-presentation
- Accurate and efficient keyboard and IT skills including Word, Excel and Outlook.
- 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
- Ability to organise own work to meet deadlines and to work independently once instructed
- Ability to work flexibly and adapt to changing workloads and work processes.
Person Specification
Qualifications
Essential
- Educated to GCSE equivalent level
Desirable
- Evidence of continuing professional development
Experience
Essential
- Significant administration experience within a busy office environment or able to demonstrate equivalent skills:
- Computer literacy
- Interaction with the public
Desirable
- Having worked within a Temporary Staffing environment before
- NHS Experience
Skills
Essential
- Must be able to demonstrate, in relation to people who use Trust and other related services: - Professional, smart and positive self-presentation
- Accurate and efficient keyboard and IT skills including Word, Excel and Outlook.
- 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
- Ability to organise own work to meet deadlines and to work independently once instructed
- Ability to work flexibly and adapt to changing workloads and work processes.
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.
