Job summary
When vacancies can't be filled by permanent staff, bank workers work flexibly to cover ad hoc shifts across the organisation, acting as the Trust's frontline defence before shifts go out to agencies. The Temporary Staffing team provides an essential service in managing bookings, recruiting workers, ensuring training compliance, and providing support to managers and bank workers. Where bank can't fill, they then escalate to agency, ensuring that suppliers fill urgent ad hoc shifts and long term placements.
This role is a great first step into administration in the NHS, providing lots of learning opportunities as you work alongside all kinds of clinical and non-clinical colleagues!
You will take part in day-to-day administrative functions within the team including helping bank workers with bookings and cancellations, liaising with ward staff about shifts and long term placements, supporting recruitment and interviews for bank workers, escalating requests to external agencies and managing the agency payment process from bookings through the paying for shifts worked.
Please note that although you will work with temporary workers, this is a permanent role!
Main duties of the job
This role will support each of these workstreams in providing cover to a number of areas across Nottinghamshire Healthcare, including mental health and community nursing, allied health professionals, Offender Health, medical locums and more. The Temporary Staffing Administrator role therefore requires a driven and highly adaptable person with the ability to move between responsibilities dependent on service need.
You will be part of a team acting as a first point of contact for queries relating to bank and agency from both Trust staff and external recruitment consultants. You will assist in supporting bank workers to book shifts and ward managers and team leaders to fill their long and short notice vacancies. You will also provide support finding agency workers for shifts bank cannot fill, by checking CVs, liaising with recruitment consultants, and monitoring the process from the initial booking through to processing agency invoices for payment. You will be working to fill staffing vacancies, action shift bookings, answer telephone calls, produce reports and respond to emails all in a busy office environment as part of a friendly, hard-working team.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Job description
Job responsibilities
This is a hybrid role working both remotely and office-based at Duncan Macmillan House in Mapperley. You will be required to work shifts of 8-4, 9-5 and 12-8 as well as Saturday mornings as part of a rota (with out of hours shifts based at home) as well as providing office cover as part of a rota.
Being helpful, enthusiastic and having excellent verbal and written communication skills are a must, as well as excellent IT skills, knowledge of Microsoft Office packages and the ability to work as part of a team. The successful candidate will have a good head for numbers and a systematic and methodical approach to their work, in addition to a confident and engaging telephone manner and an excellent customer care approach.
Previous experience working within the NHS and/or similar environments and using Allocate Bank Staff are desirable but not required, as a full training package will be provided.
Please see attached job description and person specification for full details.
Job description
Job responsibilities
This is a hybrid role working both remotely and office-based at Duncan Macmillan House in Mapperley. You will be required to work shifts of 8-4, 9-5 and 12-8 as well as Saturday mornings as part of a rota (with out of hours shifts based at home) as well as providing office cover as part of a rota.
Being helpful, enthusiastic and having excellent verbal and written communication skills are a must, as well as excellent IT skills, knowledge of Microsoft Office packages and the ability to work as part of a team. The successful candidate will have a good head for numbers and a systematic and methodical approach to their work, in addition to a confident and engaging telephone manner and an excellent customer care approach.
Previous experience working within the NHS and/or similar environments and using Allocate Bank Staff are desirable but not required, as a full training package will be provided.
Please see attached job description and person specification for full details.
Person Specification
Knowledge
Essential
- Knowledge of administration / office processes
Desirable
- Knowledge/awareness of inpatient nursing rotas and shift patterns
- Knowledge/awareness of medical locums and junior doctor rotas
Experience
Essential
- Previous relevant administration / secretarial role experience
- Experience of working to meet deadlines
- Excellent communication skills
- Able to work on own initiative
- Excellent organisational skills with the ability to balance conflicting demands on time
- Proven experience in delivering excellent customer service with a motivated and positive approach
Desirable
- Experience within NHS or similar health setting
- Previous experience using Allocate Software systems e.g. HealthRoster and/or BankStaff
- Experience of working within or with recruitment agencies
Skills
Essential
- Deal with confidential and sensitive information appropriately
- Excellent organisational skills
- Excellent IT skills
- Ability to think clearly and logically using a structured and methodical approach to workload
- Ability to coordinate own workload effectively
- Ability to communicate clearly, confidently and respectfully with a variety of internal and external stakeholders
Desirable
- Ability to demonstrate integrity and good judgement
- Reporting skills
- Ability to work with data and financial figures
Qualifications
Essential
- Good education to GCSE or equivalent standard
- ECDL / IBT qualification proficient use of Microsoft Office: Word, Excel and PowerPoint
- RSA III standard or equivalent word / text processing
Desirable
- Knowledge of NHS IT systems
Person Specification
Knowledge
Essential
- Knowledge of administration / office processes
Desirable
- Knowledge/awareness of inpatient nursing rotas and shift patterns
- Knowledge/awareness of medical locums and junior doctor rotas
Experience
Essential
- Previous relevant administration / secretarial role experience
- Experience of working to meet deadlines
- Excellent communication skills
- Able to work on own initiative
- Excellent organisational skills with the ability to balance conflicting demands on time
- Proven experience in delivering excellent customer service with a motivated and positive approach
Desirable
- Experience within NHS or similar health setting
- Previous experience using Allocate Software systems e.g. HealthRoster and/or BankStaff
- Experience of working within or with recruitment agencies
Skills
Essential
- Deal with confidential and sensitive information appropriately
- Excellent organisational skills
- Excellent IT skills
- Ability to think clearly and logically using a structured and methodical approach to workload
- Ability to coordinate own workload effectively
- Ability to communicate clearly, confidently and respectfully with a variety of internal and external stakeholders
Desirable
- Ability to demonstrate integrity and good judgement
- Reporting skills
- Ability to work with data and financial figures
Qualifications
Essential
- Good education to GCSE or equivalent standard
- ECDL / IBT qualification proficient use of Microsoft Office: Word, Excel and PowerPoint
- RSA III standard or equivalent word / text processing
Desirable
- Knowledge of NHS IT systems
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.
