Job summary
An exciting opportunity has arisen for a full time confident and friendlyAdministrator to join Norfolk Community Health and Care's Temporary Worker Service (TWS).
You will be adaptable to change and enjoy being busyas this is a fast paced environment, essential to the organisation.
As a part of your role, you will be responsible for assigning temporary workers to admin and Clinical shifts across the county, assisting with resolving queries and generally providing an exceptional service to our Temporary Workers ensuring our services can run to safe staffing levels.
In addition to the above you will have the ability to remaincalm under pressure, and be confident working on your own initiative and well as part of a team, of which you will be a valued and respected colleague.
The Temporary Worker Service currently operates between 8am-6pm, Monday to Friday and there may be a requirement to work Saturday's on a rotational basis to meet the needs of the service. Therefore if successful you will be required to please accommodate this working pattern. Please note that there will also be some lone working involved and this role is office based.
If you are interested in this position and would like further information or to arrange an informal visit please contact Nick Canham by emailing nick.canham@nchc.nhs.uk.
Unfortunately on this occasion we would not consider applications from those who have previously applied for this role.
Main duties of the job
This role offers a variety of office functions and as part of your role, you will be assigning temporary workers to various workplaces within specialities of Nursing, Administration, Allied Health Professionals (e.g. physiotherapists, Occupational Therapists) and Doctors. You will also be dealing with payroll queries, linking with our bank workers providing them up to date information on various subjects including their training needs, participating with recruitment of new bank workers and liaising with agencies and workplace Managers.
To assist with the smooth running of the TWS you will be efficient, friendly and enthusiastic with excellent IT skills as the functions of the TWS operates around several bespoke computerised systems (i.e. HealthRoster, BankStaff and ESR). Full training will be given.
You are also required to be proficient in Microsoft Word, Excel and Outlook as well as having excellent communication skills. You will be required to prioritise your workload, multi-task and have good organisational skills.
About us
Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
Job description
Job responsibilities
- To assist in co-ordinating the temporary worker services throughout the Trust.
- To receive requests for temporary workers from all services within the Trust.
- To process these requests in a timely and accurate manner and in accordance with the services key performance indicators.
- To contact candidates registered as temporary workers and to match their availability to requested cover, where necessary liaising with managers; contacting outside agencies if vacancy cannot be filled with temporary workers.
- To optimise the use of the Trusts temporary workers, minimising the Trusts use of agency workers.
- To respond to staffing needs across the Trust, using your extensive knowledge of the Trusts services and temporary worker resource to problem solving the situation and develop creative solutions to problems.
- To deal with routine and non-routine requests, prioritising the workload accordingly.
- To liaise with all areas to ensure that they are kept informed of the status of the cover being provided for their areas at all times.
- To take messages and ensure efficient communication as appropriate in all areas of work.
- To be responsible for updating and maintaining the database of temporary workers, using the e-rostering system, Microsoft Office and other approved software packages.
- To be able to work with minimal supervision using your own initiative and be able to prioritise workload.
- To undertake general office duties.
- To receive and resolve pay queries from temporary workers, liaising with HR, Finance and Payroll as necessary and feeding back to the individual.
- To establish and maintain good working relationships with agencies used by the temporary worker service.
- To establish and maintain good working relationships with managers across the Trust.
- To be aware of the requirements of the European Working Time Regulations, Agency Worker Regulations, and regulatory body requirements and liaise with the Compliance Officer to ensure all temporary workers are compliant.
- To assist in the recruitment of temporary workers, liaising with HR and candidates as necessary.
- To have knowledge and comply with all policies and procedures adopted within the Trust for Temporary workers.
- To use extensive knowledge of the Trusts services and temporary worker resource to suggest service developments to the clinical lead, and where appropriate to implement changes.
- To actively participate in service development activities, ensuring the service is dynamic and reflective of the Trusts needs.
- To deal with telephone calls and enquiries, resolving issues as appropriate and/or taking accurate messages.
- To deal with the post, photocopying and filing for the department and to maintain secure, confidential files/records.
- To arrange meetings as required, including booking of venues, taking accurate minutes/notes of meetings and taking responsibility for their distribution.
- To operate a range of computer based information systems to access and manipulate data and provide statistical information as required
- To prioritise and manage own workload according to the needs of the department.
Job description
Job responsibilities
- To assist in co-ordinating the temporary worker services throughout the Trust.
- To receive requests for temporary workers from all services within the Trust.
- To process these requests in a timely and accurate manner and in accordance with the services key performance indicators.
- To contact candidates registered as temporary workers and to match their availability to requested cover, where necessary liaising with managers; contacting outside agencies if vacancy cannot be filled with temporary workers.
- To optimise the use of the Trusts temporary workers, minimising the Trusts use of agency workers.
- To respond to staffing needs across the Trust, using your extensive knowledge of the Trusts services and temporary worker resource to problem solving the situation and develop creative solutions to problems.
- To deal with routine and non-routine requests, prioritising the workload accordingly.
- To liaise with all areas to ensure that they are kept informed of the status of the cover being provided for their areas at all times.
- To take messages and ensure efficient communication as appropriate in all areas of work.
- To be responsible for updating and maintaining the database of temporary workers, using the e-rostering system, Microsoft Office and other approved software packages.
- To be able to work with minimal supervision using your own initiative and be able to prioritise workload.
- To undertake general office duties.
- To receive and resolve pay queries from temporary workers, liaising with HR, Finance and Payroll as necessary and feeding back to the individual.
- To establish and maintain good working relationships with agencies used by the temporary worker service.
- To establish and maintain good working relationships with managers across the Trust.
- To be aware of the requirements of the European Working Time Regulations, Agency Worker Regulations, and regulatory body requirements and liaise with the Compliance Officer to ensure all temporary workers are compliant.
- To assist in the recruitment of temporary workers, liaising with HR and candidates as necessary.
- To have knowledge and comply with all policies and procedures adopted within the Trust for Temporary workers.
- To use extensive knowledge of the Trusts services and temporary worker resource to suggest service developments to the clinical lead, and where appropriate to implement changes.
- To actively participate in service development activities, ensuring the service is dynamic and reflective of the Trusts needs.
- To deal with telephone calls and enquiries, resolving issues as appropriate and/or taking accurate messages.
- To deal with the post, photocopying and filing for the department and to maintain secure, confidential files/records.
- To arrange meetings as required, including booking of venues, taking accurate minutes/notes of meetings and taking responsibility for their distribution.
- To operate a range of computer based information systems to access and manipulate data and provide statistical information as required
- To prioritise and manage own workload according to the needs of the department.
Person Specification
Qualifications
Essential
- Qualification or equivalent experience in Microsoft Outlook, Word, Excel software
- GCSE English and Maths Grade "C" or above or equivalent
Desirable
- Customer service qualification
Experience
Essential
- Previous office experience
- Experience of working with data and information
- Experience of answering calls in a busy environment
Desirable
- Experience of working in NHS
- Experience of placing temporary workers into unfilled positions
- Experience of using an electronic staff record or e-rostering systems
Skills, Abilities and Knowledge
Essential
- Excellent keyboard and computer skills
- Ability to interpret complex information re. service staffing requirements and respond appropriately
- Able to develop good working relationships with staff, service leads and external agencies
- Able to risk assess situations and provide mitigating actions
- Negotiation skills
Desirable
- Knowledge of European Working Time Directive & Agency Worker Regulations
- Knowledge of regulatory body requirements for temporary staff
Personal Attributes/ Behaviours
Essential
- Able to work under pressure
- Ability to use own initiative
- Able to alternate between activities, multi-task and prioritise workload
- Polite and good customer services skills
- Creative problem solving
- Reviews work practices and suggests service development opportunities
Other
Essential
- Able to communicate effectively in written and verbal English language
Person Specification
Qualifications
Essential
- Qualification or equivalent experience in Microsoft Outlook, Word, Excel software
- GCSE English and Maths Grade "C" or above or equivalent
Desirable
- Customer service qualification
Experience
Essential
- Previous office experience
- Experience of working with data and information
- Experience of answering calls in a busy environment
Desirable
- Experience of working in NHS
- Experience of placing temporary workers into unfilled positions
- Experience of using an electronic staff record or e-rostering systems
Skills, Abilities and Knowledge
Essential
- Excellent keyboard and computer skills
- Ability to interpret complex information re. service staffing requirements and respond appropriately
- Able to develop good working relationships with staff, service leads and external agencies
- Able to risk assess situations and provide mitigating actions
- Negotiation skills
Desirable
- Knowledge of European Working Time Directive & Agency Worker Regulations
- Knowledge of regulatory body requirements for temporary staff
Personal Attributes/ Behaviours
Essential
- Able to work under pressure
- Ability to use own initiative
- Able to alternate between activities, multi-task and prioritise workload
- Polite and good customer services skills
- Creative problem solving
- Reviews work practices and suggests service development opportunities
Other
Essential
- Able to communicate effectively in written and verbal English language
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.
