Job responsibilities
To provide a comprehensive, efficient and effective clerical and administrative support for the Staff Bank in relation to the recruitment, placement and payment of Bank nursing, Bank clerical and Locum medical staff.Being responsive to the workforce plans of the Trust and supports our aim to have the right people with the right skills in the right place at the right time.
To be the first point of contact for visitors; providing a polite, friendly and professional approach and to co-ordinate the delivery of an efficient and high quality service in accordance with Trust employment policies, procedures, employment law and departmental Key Performance Indicators (KPIs).
In order to achieve the key result areas, the post holder will need to be highly organized and must be able to work and communicate complex information effectively with different staff groups while ensuring delivery of efficient clerical processes to support the service needs of the department.
Responsible for being named point of contact for areas requesting bank services.
Responsible for communicating with external providers and internal managers to fill temporary staff requests.To manage telephone calls into the Helpdesk promptly and efficiently, answering in a courteous and professional manner dealing with them promptly.To promote a positive and high standard of customer service, greeting staff and visitors in a professional and courteous manner.To ensure the Bank Office is fully functional and manned during opening hours 7 days a week.Support the Staff Bank Team Leader to deliver visits to wards and areas to advise about Temporary Staffing utilisation to help reduce premium expenditure and maximise efficiency.
To liaise with the key members of staff across the Trust on a daily basis to update them of Temporary Staffing coverage.Responsible for monitoring and supervising bank staff attendance, plus ensuring UHL uniform policy is adhered to and report any adverse incidents to the Staff Bank Manager.Responsible for being point of contact for any payroll discrepancies and queries and resolving them in a timely manner.To maintain the Staff Bank databases, ensuring accuracy and confidentiality at all times, in line with the Data Protection Act.Aware of fill rates including Bank and Agency split, actively contributes to increasing bank fill.Review all Nursing outstanding shifts on a daily basis and communicate within the team to prioritise key areas and individual actions.Understands the importance of data within the Bank Key Performance Indicator reports and its application in improving processes alongside the financial implications for the organisation which results in improving patient care.Take responsibility for identifying high demand areas and facilitate effectivecommunication and processes to address this.
To attend CMG and relevant departmental meetings with Staff Bank management /Team Leader to ensure understanding and importance of their role within the wider organisation and to assist with sharing knowledge.To have full awareness and understanding of the weekly statistics and theirapplication to the organisation.
To have awareness and understanding of data reported through to NHSi, the highest earner and longest serving temporary worker information and how they can utilise this data within their role and the larger organisation.utilise this data within their role and the larger organisation.Review all outstanding Locum shifts on a daily basis and communicate within the team to prioritise key areas and individual actions.Daily review of the Validate system to ensure all shifts with correspondingtimesheets are finalised in a timely process.
To attend Junior Doctor Administrator (JDA) departmental meetings to ensure representation from the Staff Bank in the absence of the Team Leader, to discuss and support adherence to Locum Booker processes.and support adherence to Locum Booker processes.To manage and maintain relationships with relevant locum booker stakeholders; JDAs, CMG Management, Locum doctors and external agencies.To confidently manage the complex negotiation of rates and staffing between external agencies and CMG management.To have awareness and understanding of the NHSi Agency rules and Agencyframeworks. Consistently following management instruction to ensure compliance and have the ability and confidence to challenge where these are not adhered to.To have full awareness and understanding of the locum weekly statistics and their application to the organisation.Review all outstanding Admin and Clerical shifts on a daily basis and communicate within the team to prioritise key areas and individual actions.To have full awareness and understanding of the Admin and Clerical weeklystatistics and their application to the organisation.
Proactively communicate any requests for specialist skills to the Staff BankRecruitment Coordinator for active recruitment.
To manage and maintain relationships with relevant Admin and Clericalstakeholders; CMG Management, Area Team Leaders and Admin & Clerical To manage and maintain relationships with relevant Admin and Clericalstakeholders; CMG Management, Area Team Leaders and Admin & Clerical bank staff.
To provide the full range of recruitment & administrative support for all bank staff applications for staff groups managed through the centralised Bank service.
Attend and manage applications at bulk recruitment events and Doctors Induction, to provide information regarding the Staff Bank service and processes.Maintain agreed recruitment KPIs and regular meeting with management team to inform of progress and any delays.Advertise and process vacancies as per recruitment plan & manage workload through electronic recruitment system, currently TRAC, to meet specific timescales and ensuring all relevant documentation is sent out electronically with the appropriate attachments.
Effective communication with successful candidates in order to complete & verify mandatory pre-employment checks in line with national guidance.Responsible for arranging UHL Corporate Induction where indicated, alongside training and supervision for all new starters as required, liaising with the Practice Development Team and key stakeholders within CMGs.
Prepare Welcome Pack for new starters and deliver Local Induction meetings, to include preparation of employee identity and IT access, & provision of service information regarding the booking and payment of Bank shifts.Responsible for recognising and advising Bank Staff when annual statutory and mandatory training has expired and confidently explain the process regarding the risk of deactivation.risk of deactivation.Responsible for preparing and submitting all HR paperwork relating to changes of circumstances, resignations, variations to contracts and other payroll documentation and provision to the Team Leader for authorisation in a timely manner.Act as a mentor for new office starters, working with the Team Leader to ensure training is supported in line with the competency package.
To complete routine office tasks, i.e. word processing, filing, photocopying.To maintain a filing system for personnel records and ensure accuracy at all times.To support the Staff Bank Audit Clerk in completing timesheet audits in line with the specified audit requirements as detailed in the Temporary Staffing Operational Policy, the NHSLA, or a governing body.To ensure all Bank Notice Boards across the Trust are up to date.To be responsible for processing, checking, coding and , calculating alongside authorisation of Time Sheets in an efficient and timely manner allowing for prompt payment for weekly and monthly paid staff.payment for weekly and monthly paid staff.To maintain good working relationship with Human Resources and Workforce staff in order to facilitate staff requirements i.e. arrange special advance payments for individuals when required.To identify the need for the ordering of equipment and stationery, ensuring that adequate stock levels are maintained at all times.To contribute to the update and review standard operating procedures for the Staff Bank Office as appropriate to ensure arrangements are in place to meet key team objectives, deadlines and Trust procedures are met.objectives, deadlines and Trust procedures are met.To have a high standard of communication and interpersonal skills and to be well organised, accurate and efficient when under pressure and working to a deadline.To open and deal with post in a timely manner.
