Temporary Staffing Administrator, Band 4

4 weeks ago

Dartford, United Kingdom Oxleas NHS Foundation Trust Full time

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 theTemporary Staffing IT system. Knowledge of Healthroster, ESR and Trust systems. To receive all last minute or late bookings from the wards/departments andensure that these are accurately entered onto the Staff Bank IT system. To facilitate the running of the Healthroster weekly bank payroll extract, to leasewith the payroll team (SBS) to ensure bank staff are paid accurately and promptlyfor hours worked.

To support and resolve any pay queries or disputes in line withTrust policy. To fill as many shifts as possible with appropriately qualified staff from the Bankby searching the Staff Bank IT system by preference and qualifications. To provide a polite and helpful problem-solving service to visitors (some whommay be angry or complaining) to the office, in sometimes potentially stressful situations involving salaries, staff cancellation, staff shortages, breaches inEWTD. Answering telephone queries promptly and efficiently, relaying messagesas 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 beencancelled by the ward and vice versa.If it is not possible to fill a shift with Bank staff, you will be required to gainauthorisation from the appropriate Directorate lead and use the approvedagencies to fill any outstanding unfilled shifts. To liaise with Bank worker and Directorate on any complaints and ensure that theunit provides a comprehensive report on the incident and follows any other Trustpolicy and to pass onto Manager.

To become familiar with the policies and procedures surrounding the LondonAgency Project and Trust Policies. Providing advice to Directorates andreflecting any changes in the operating process and input into the overallTemporary Staffing Policy. To provide HR and commercial advice when utilising Agency Workers. Liaisingand monitoring the Agency Workers Directive for Agency workers working longterm with the Trust.

Ensuring that the Agency workplace checklists aresubmitted for all Agency workers in accordance with the NHSLA guidelines andcommercial agreements. To undertake the processing of invoices from external agencies, to confirm thebooking, to input the relevant information regarding shift start and end times, toconfirm correct grade, to confirm date and that the booking is correct. Toauthorise invoice for payment, up to £1,500 pounds only. To provide all secretarial and administration duties to fulfil the role.

HR Administration Produce and issue Bank Workers Contracts. To maintain the electronic booking system with the personnel database, ensuringthat payroll data is accurate, home addresses, and mandatory training recordsare maintained. Ensuring that the electronic booking personnel database mirrorsthe Trusts primary database ESR. Draft payroll forms (change forms, terminations forms and variation payrollForms) for the Temporary Staffing Advisor/Manager to sign.

Provide HR guidance on Trust policies e.g., Mandatory training, professionalregistration etc. And the European Working Time Directive. Other duties To provide on-going training to all authorised bookers on the web-basedTemporary Staffing booking system and Employee on Line. Deputise for Manager on system administration of the Temporary Staffingbooking system for password resets, permissions, and roles for users.

To contribute to the formation of basic reports relating to the specific Directoratesas requested by the Manager or deputy. To work to the policies and procedures established within Oxleas NHSFoundation Trust. To assist in the further development of the Temporary Staffing function. To attend staff meetings as required.

Attend to visitors to the Staff Bank; assisting them if possible or directing them tothe correct department within the Trust i.e., recruitment, operational HR, IT orLearning & Development. Representing the Temporary Staffing Office at ward managers and directoratemeetings to take forward issues that may have arisen. To promote a professional and positive image of the Temporary Staffing Office atall times. Be aware of the health, safety and welfare of others and to comply at all timeswith the requirements of the Health and Safety Regulations.

To ensure confidentiality at all times complying with the Data Protection Act. To promote equal opportunities for all staff and clients in accordance with Trustpolicies. To carry out such duties as may be required and are consistent with theresponsibilities of the grade. Communication Good oral and written communication skills with the ability to communicateeffectively with internal departments and external agencies.

Good interpersonal skills with the ability to work closely and effectively with staffat

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