Workforce Coordinator

Job description

Job responsibilities

Communication and Working Relationships

Build a good professional working relationship between Staff Direct, operational services, temporary workers and external providers.

Deal with all calls, including those from upset/angry callers in a polite and professional manner, escalating to Booking Officer as needed.

Communicate in a timely way with services so that they are aware of when a shift is covered and any difficulties in covering a shift.

Maintain a professional working relationship with Recruitment Coordinator and Business Partner in allocated area.

Key Responsibilities

Be conversant with and adhere to all staff bank processes and policies, such as the temporary worker guidelines, suggesting areas of improvement.

Be the responsible coordinator for our Trust's community services in undertaking the bank and agency agreed booking process to include: taking calls; responding to emails; texting staff; communicating efficiently with services; adding shifts to e-rostering.

Respond to payroll queries. Will be required to understand payroll timescales and bank payroll policies.

The post holder has no financial/budget responsibilities.

Meet with Business Partner and Recruitment coordinator for relevant area, escalating required actions to Booking Officer and Team Lead.

Main Tasks

Take calls/respond to emails in requesting temporary workers to fill outstanding shifts in a polite and professional manner.

Ensure services are aware of the processes they need to follow in order to pay their temporary workers and provide support when needed.

Maintain the Trusts electronic rostering systems for bank and agency bookings, following trust guidelines and policies.

Communicate with bank staff via text messaging/telephone calls to check availability while encouraging the use of self-booking via e-rostering.

Liaise with agency/s where necessary, following departmental procedures.

Ensure services are kept up-to-date with developments in filling urgent shifts.

Maintain the bank queries inbox, acting on issues raised to resolve the problem, communicating with all staff involved on progress, escalating complex issues to the Booking Officer when required.

Monitor the Staff Direct Facebook group page and utilise it for raising shift requests and communications to bank workers.

Ensure bank workers to the trust have a smooth transition from the recruitment process to starting shifts, and are being set up with what they need for their role, including uniform, IT accounts, and shadow shifts.

To deal with incoming and outgoing mail and uniform deliveries.

Maintain accurate and up-to-date bank worker personnel folders, ensuring data protection guidelines are being followed.

Meet bank workers face-to-face when required to support them with queries, concerns and training needs.

To have an understanding of trust agency processes such as levels of authorisation required for framework and off-framework usage.

Provide administrative support to Booking Officer, Team Lead or HR Operations Manager as and when required.

Assist in the monitoring of mandatory training for all temporary workers.

Act on performance feedback forms following department guidelines and process.

Escalate issues regarding the fulfillment of shifts or significant queries from temporary staff to Booking Officer or Team Lead.

Support adding new temporary workers into e-rostering system following guidance on requirements.

Person Specification

Qualifications and/or professional registration

Essential

• NVQ Level 3 or equivalent qualification in business administration. Applicants with a lower level qualification who have equivalent experience will be considered School leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence.

Experience

Essential

• Working in an office environment where a large and diverse range of callers and visitors are received.
• Dealing directly with customers, patients and members of the public.
• Communicating effectively with a diverse range of people.
• Handling personally or commercially sensitive information.
• Organising the work of others - including setting up rotas, monitoring workload and performance.

Desirable

• Arranging meetings involving people from different organisations - including co-ordinating diaries, booking meeting rooms and sending out agendas and papers.
• Stock control, ordering supplies and processing financial documentation.
• Contributing to the development of administrative or office procedures

Skills and knowledge

Essential

• Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people.
• Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care.

Desirable

• Able to organise meetings, ensuring a range of people are brought together at the same time and have the correct information.

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.

Employer details

Employer name

Sussex Community NHS Foundation Trust

Address

Brighton General Hospital

Elm Grove

Brighton

BN2 3EW

Employer's website

https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)