West Suffolk Professionals Staffing Advisor - Band 4 - WSP

Job description

Job responsibilities

Job Summary:

To provide a fully comprehensive temporary staffing service to all bank and agency workers along with Senior Managers across the trust. Providing exceptional customer care to all WSP and agency workers and staff for any WSP bank related queries. Ensuring the existing WSP Bank cohort is extensive enough to support the trust in times of staffing pressures, recruiting into roles where cover is short and ensuring as many vacant roles are covered by WSP workers as is possible.

Job Tasks & Responsibilities:

Bookings

Responsible for booking, placing, updating and cancelling bookings on the HealthRoster Manager system for WSP bank workers, agency workers and wards/depts. As may be requested.

Liaise with ward areas / departments to establish staffing requirements. Update booked worker information to maintain a real-time state within the HealthRoster Manager system, contacting all relevant parties in order to ensure workers are offered alternate shifts where appropriate.

Actively canvas and record availability of temporary workers to provide optimum cover for requests.

Liaise with the agreed national framework agencies where appropriate to fill shifts and requested areas of need, ensuring that the Trusts guidelines and procedures are fully understood when communicating with external agencies.

Ensuring all new agency workers have all the appropriate checks and right to work documents prior to commencing shifts with the trust.

Reporting - Running daily reports to assist matrons with live staffing figures, monthly unapproved timesheet reports for wards to show unconfirmed shift patterns, weekly agency reporting to allow agency invoicing and weekly NHSE reporting to allow NHS England to view our existing fill rates for vacant shifts.

Attend a morning call/meeting with the matrons to discuss ongoing pressures and how the WSP team can best support the trust

Sending digital communications out to the existing bank cohort to raise awareness of vacancies, particularly short notice vacancies or where urgent cover is required.

Deal with all incomings enquires on phone, email and face to face from both bank workers and internal colleagues quickly and efficiently, ensuring all information given is accurate, up to date and in line with WSH and WSFT policies.

Propose ideas for process and system improvements actively working with the WSP Manager to assist with testing and updating any processes or policies that are revised.

Recruitment

Posting adverts onto NHS jobs, reviewing applications and arranging interviews with suitable candidates.

Liaise with trust managers to discuss suitability of applicants and invite to interview with the WSP team for clinical assessment.

Reviewing ad-hoc applications and actioning dependent on suitability ensuring full transparency and communication with the applicant.

Look at all requests for re-banding and go through a re-banding process with any worker who fulfils the criteria.

Sit on interview panels to ensure fair and impartial recruitment decisions are made and all relevant documentation is seen, and documents and interview outcomes are appropriately recorded.

Arranging quarterly NA recruitment drives for multi-person, full day sessions culminating in interviews on the same day.

Liaise with all applicants to let them know the outcome of their application/interview.

Processing and completion of all paperwork and pre-employment checks for successful candidates including conditional/unconditional offer letters, references, DBS, ID documentation & OH screening.

Providing copies of the WSP Handbook, Terms of Registration and WSP Timesheet to successful applicants, confirming all is understood, agreed and that a signed copy of the Terms of Registration is returned to the WSP team prior to the registration commencing.

All additional access and training are available to the worker from day one of the WSP registration including ID Badge, I.T. log in details, mandatory training registration and E-Learning access via ESR.

Meet with new WSP bank workers on induction to welcome them into the trust and answer any questions they may have. Ensure all new bank workers have been provided with everything they need to feel part of the WSP team.

Dealing with all ad-hoc queries on email and phone as well as with workers or managers who call into the office to discuss face to face.

Queries, Timesheets and General Administration

Maintain the WSP info inbox, ensuring all enquiries are categorised and dealt with promptly and the inbox is cleared wherever possible by COB

Processing of all timesheets for non-Health Roster areas of the business, ensuring the timesheet is completed to audit requirements with the appropriate signatory given for authorisation.

Work with Training & Education to ensure all mandatory training and induction timesheets are correctly recorded and processed onto the Health Roster system.

Investigate and resolve any timesheet queries working closely with the workers and managers in the trust to resolve.

Timesheet filing and renaming is monitored and maintained to ensure documents are available and accurate for audit.

Direct link to payroll for escalated pay queries to ensure no worker is less disadvantaged through errors caused by any area of the trust.

First point of contact for any workers with a general WSP query by phone, email or face to face, including sickness, isolation, entitlements and incident reporting.

Twice yearly data cleanse of existing WSP bank workers to ensure only valid registrations are kept live and compliance around training, certifications and confidential personal data.

Provide any relevant statistical data/reports on WSP/agency utilisation as requested

Perform regular checks to ensure all Bank workers confidential personal records are up to date and update Healthroster and other relevant systems when necessary.

Record registration/revalidation details of relevant bank workers as is required, sending out reminders where necessary

Ensure all e-learning and mandatory training is up to date and workbooks are sent out and completed when needed

P-Form management for any amendments to workers registrations (including changes to banding), new registrations required for existing staff members and closing leaver registrations. Full auditable paper trails are filed in confidential personnel folders and payroll are updated to ensure pay is correct.

Perform any necessary general office duties including sorting and distributing post, filing and scanning

Any other relevant duties that may be assigned by the West Suffolk Professionals Manager

Person Specification

Personal Qualities

Essential

• Assertive
• Able to work independently and prioritise workload
• Diplomatic and calm under pressure
• Approachable and supportive
• Team player
• Flexible approach to working hours/duties

Qualifications

Essential

• Intermediate Microsoft Word, Office and Excel (or equivalent)
• Diploma level of education, or equivalent knowledge, or prepared to work towards

Experience

Essential

• Administrative experience in a similar role.
• Computer Literate with Excel, word packages
• Experience with recruitment

Desirable

• ICDL

Skill & Abilities

Essential

• Effective time management skills
• Ability to prioritise workload efficiently
• Excellent interpersonal skills
• Excellent organisational skills
• Excellent verbal and written communication skills, ability to express ideas through the spoken word

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

West Suffolk NHS Foundation Trust

Address

Harwick Lane

Bury St Edmunds

Suffolk

IP33 2QZ

Employer's website

https://www.wsh.nhs.uk (Opens in a new tab)