Relief Staffing Lead

Job responsibilities

As the Relief Staffing Lead, youll be a single point of contact and liaison for all temporary staffing requirements. Youll provide coordination and support to ensure the smooth running of shifts and respond swiftly and efficiently to requests for cover.

Daily Liaison with Clinical Leads

Working closely with staff rota clinical leads, you will assist in co-ordinating cover from the Bank register and registered agencies to ensure the correct number of staff on duty to cover each service area. This may include the recording of annual leave, sick leave and other leave on the day and ensuring that bank and agency shifts are released and escalated promptly and ensuring that any unfilled shifts are escalated to the appropriate clinical manager.

Actively participate in the clinical leads daily system calls (via MS Teams) at 9am (and 2pm if required) to understand the needs if the clinical teams, assist in identifying staff shortages and making requests for bank and agency cover as required.

Maintain good communication with managers regularly to ensure all information for staff is up to date and relevant on the roster and allocation.

Responsible for timely response to roster enquiries from all grades of staff and resolving problems using own initiative where possible.

To liaise with all department levels to resolve roster problems and escalate matters that require more senior input.

Recruitment to the Bank Register

Supporting the HR Recruitment and Administration team in the bank recruitment process.

Operate Bank recruitment campaigns, as and when required by clinical service leads.

Advertising jobs on NHS Jobs for designated area and dealing the associated communications thereafter, e.g., interview letters, offer paperwork etc.

Carrying out all pre-employment checks in line with NHS Employment Check Standards and supporting polices, which includes ensuring eligibility to work in the UK and assisting with the work permit/visa application process (if applicable) and ensuring Disclosure and Barring Schemes (DBS) checks are completed as appropriate.

Ensuring all recruitment timelines and information are input in a timely manner into ESR and NHS Jobs.

Run monthly reports and send to appropriate staff such as time to hire reports

Attend recruitment events as and when required.

Recording and maintaining staff records.

Assist with Recruitment Matters training and provide guidance and advice to line managers on the recruitment process.

Deployment of Bank Registrants

Ensuring effective Bank worker deployment by ensuring we have the right person, with the right skills booked to the right shift, in the right place and at the right time.

Develop a close working relationship with managers and bank workers to ensure that a smooth working relationship from recruitment to deployment

Acting as first point of contact between bank workers and ECCH.

Ensuring new bank registrants are ready for deployment by:

a) Ordering and allocating of Uniforms.

b) Arrangement of Shadow Shifts.

c) Booking of Sytm1 training and ensuring a computer is available at the site for this.

d) Ensuring mandatory training is completed and that they remain compliant.

e) Supporting bank workers how to claim for hours worked and other expenses such as mileage.

f) Authorising payment of hours claimed for induction and mandatory training.

Supporting bank staff in all areas and signpost to the appropriate service or individual as required.

Building local knowledge of bank workers availability for shifts and preferences such as location and hours, etc.

Maintaining the bank register and ensuring information is regularly updated.

Maintain and update the text messaging system for bank shift notifications

Monitor and implement the bank incentive scheme.

Run monthly reports for bank shifts worked and contact bank staff who have not worked during a defined period and if necessary, and with permission end bank assignments.

Complete all necessary paperwork to end a bank assignment when required.

Use of Agency Workers

Ensuring terms and conditions and rates of pay are approved for new agencies before use and once approved, they are set up as an approved supplier.

Making requests for agency cover direct to approved registered agencies. Temporary staff bookings to be decided by the appropriate manager, ensuring that agency usage is minimised as possible.

Considering other options first to quickly deploy resources where there is the greatest need whilst also looking to reduce reliance and spend on Agency staff.

Norfolk and Waveney Collaborative Staff Bank

To act as liaison for the new Norfolk and Waveney collaborative staff bank, which is in the process of being formed by the Norfolk and Waveney Integrated Care Board (ICB). This collaborative staff bank will create a shared workforce pool that can be quickly mobilised without processing lengthy paperwork or duplicate on boarding checks.

Once ECCH has joined the collaborative bank, to respond to requests and make requests for additional flexible workers to cover shifts that otherwise could not be filled by each organisations own internal staff bank to reduce the amount spent on agency.

To make new and existing bank registrants aware of and given the opportunity to join the Norfolk and Waveney Collaborative Bank once all required pre-employment checks and competencies are signed off.

eRostering Health Roster Planning

Working closely with clinical leads to ensure that the staffing rotas are staffed appropriately to provide good quality patient care.

Participate in the staff meetings and suggest any changes to improve staff rotas.

Demonstrate an awareness of the economic use of temporary staffing and help in reducing the pay budget spend.

Take responsibility for efficient and effective Healthroster rota and where appropriate, ensure that the rota is first and second approved within the dates set by ECCH and that the rota is updated and finalised for payroll.

Use Healthroster to run reports to identify and reasons for staff shortages, such as high annual leave or high sickness absence etc.

To keep up to date in the current health roster changes and create a good working relationship with the clinical Healthroster teams.

General

All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users, stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.

Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.

Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.

Qualifications

Essential

• Certificate in Personnel Practice (CPP) / Certificate in Human Resources Practice (CHRP) or equivalent qualification / experience.
• Maths and English GCSE or equivalent.

Desirable

• RSA III or equivalent qualification.

Experience

Essential

• Experience within HR administration or recruitment background.
• Experience of managing conflicting priorities and meeting deadlines.
• Dealing with customers over the phone and in person.

Desirable

• Previous HR administrative work experience in the NHS.
• Experience of rota management

Personal Attributes

Essential

• Approachable, tactful, and diplomatic.
• An ability to work under own initiative within set guidelines.
• Proven ability of good communication skills to communicate effectively, both written and oral.
• Able to take responsibility within defined parameters.
• Confident manner and approach to problem solving with the ability to listen, find solutions and use influencing skills to negotiate a positive outcome for all.
• Able to relate to a range of groups of people and adapt working styles to suit the circumstances and objectives.
• Appreciation of the need for confidentiality and ability to apply it.
• Ability to embrace our Culture, Values and Signature Behaviours:
• (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
• Willingness and ability to work across different sites and travel to alternative sites and across the community as required.

Desirable

• Understanding the requirement to balance the needs of the clinical services and the Human Resources Team.
• Able to work in environments that provide services to vulnerable people.
• Willing and able to represent the Human Resources Department at meetings with external organisations.

Skills and Knowledge

Essential

• Working knowledge of computer systems and information technology in particular Microsoft Office Word Excel and Access Software.
• Excellent organisation skills with proven ability to prioritise work and organise appropriately to meet conflicting deadlines and KPIs.
• Understanding of equality and diversity employment legislation and good practise relating to recruitment and selection.
• A strong commitment to high quality standards in all aspects of HR administration support processes.
• Shows a high degree of awareness towards the needs of customers and putting the customer first.
• Handling sensitive material of a confidential nature.
• Good keyboard skills with a strong attention to detail and high level of accuracy.
• Proactive in finding and making positive suggestions for improvements and problem solving.

Desirable

• Working knowledge of using Electronic Staff Records (ESR/Oracle) Healthroster (Allocate) NHS Jobs and an understanding of NHS Agenda for Change terms and conditions.
• Experience of working with a range of clinical staff.
• Some knowledge and understanding of current employment law and good HR practice to act as the first point of contact for HR related queries.
• Willing and able to make presentations to groups, for example supporting HR Advisor/HR Business Partners in delivering recruitment and/or equality related training.