Temporary Staffing Administrator, Band 4

6 months ago

Dartford, United Kingdom Oxleas NHS Foundation Trust Full time

An exciting opportunity has arisen to join the Trusts as a Temporary Staffing Administrator, In this role you will be supporting the Operational functions of the temporary staffing team offering exceptional customer service. You will work closely with key internal and external stakeholders to drive forward improvement and efficiencies. Supporting the drive to grow our internal bank workforce by working closely with our services to provide internal staffing solutions for short term requirements driving down agency reliance. 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.

To work as part of a team, booking clinical (qualified nurses, specialist nurses and nursing assistants, OTs, Social Workers etc.) and non-clinical
(Administration and clerical, project managers, IT specialists etc) temporary workforce within the Trust for all wards and departments. This will involve working closely with the Directorate areas within the Trust to recognise and understand the staffing needs and deficits to ensure placement of the most appropriate staff.

To ensure open lines of communication with the ward/department areas at all times, aiming to reduce cancellations and inappropriate bookings. To keep the ward areas/departments and budget holders informed of Bank/Agency usage as requested. Accessing Temporary Staffing BankStaff, Healthroster, ESR and other Trust systems.

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

Key Task and Responsibilities

To receive all advanced bookings via the web-based Temporary Staffing booking system and ensure that these bookings are accurately entered onto the Temporary Staffing IT system. Knowledge of Healthroster, ESR and Trust systems.

To receive all last minute or late bookings from the wards/departments and ensure that these are accurately entered onto the Staff Bank IT system.

To facilitate the running of the Healthroster weekly bank payroll extract, to lease with the payroll team (SBS) to ensure bank staff are paid accurately and promptly for hours worked.

To support and resolve any pay queries or disputes in line with Trust policy.

To fill as many shifts as possible with appropriately qualified staff from the Bank by searching the Staff Bank IT system by preference and qualifications.

To provide a polite and helpful problem-solving service to visitors (some whom may be angry or complaining) to the office, in sometimes potentially stressful situations involving salaries, staff cancellation, staff shortages, breaches in EWTD. Answering telephone queries promptly and efficiently, relaying messages as appropriate.

To inform the wards/departments when shifts are booked, when they are unable.

To book a shift and when an agency must be used instead of the bank.

To contact the staff member of the Bank or the Agency when the shift has been cancelled by the ward and vice versa. If it is not possible to fill a shift with Bank staff, you will be required to gain authorisation from the appropriate Directorate lead and use the approved agencies to fill any outstanding unfilled shifts.

To liaise with Bank worker and Directorate on any complaints and ensure that the unit provides a comprehensive report on the incident and follows any other Trust policy and to pass onto Manager.

To become familiar with the policies and procedures surrounding the London Agency Project and Trust Policies. Providing advice to Directorates and reflecting any changes in the operating process a

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