Bank Booking Coordinator B3

Job description

Job responsibilities

Main duties and responsibilities

Communication:

To act as first point of contact with departmental managers/matrons/ward managers and bank workers responding to telephone calls and dealing with queries in a timely manner in line with Trust values.

To dispatch daily text messages and emails to bank workers for outstanding shifts and other relevant information.

To develop effective working relationships with bank workers, recruitment colleagues and client groups across the Trust.

To liaise with services to review any outstanding shifts as required.

To deal with general and pay queries promptly and liaise with Payroll and ERostering as required.

To promote a professional image of the Trust at Corporate Induction and recruitment open days for the directorate as required, supporting recruitment colleagues with recruitment campaigns where necessary.

To record any performance, conduct or attendance issues pertaining to bank staff and to escalate as necessary to the temporary staffing lead.

To ensure that immediate replacements are contacted where that has been any non-attendance of bank workers.

To manage the teams shared emails and distribute between individuals to take appropriate action. Queries and requests are to be dealt with in a timely manner and communicated to the team.

Temporary Staffing Placements:

To regularly review the Bank Booking system for new Temporary Staff requests ensuring they are processed in a timely manager and information is accurately entered onto the system.

Carry out the day-to-day operation of the temporary resourcing procedure, including the placement of staff using the Bank Booking system. To ensure shifts are posted in a timely manner l and that all bookings are accurately entered onto the system and bank reference numbers provided to bank workers.

To match the services request for temporary staff with suitable workers, the suitability of the worker to be assessed as per their Statutory and Mandatory Training compliance, where the worker has not worked in the locality, a skills assessment to be provided to the service to ensure that the worker is suitable for the engagement.

To input all additional shifts if requested by the services.

To follow up with services for shifts booked out of hours.

To ensure all services are informed promptly of any cancellations and replacement bank staff are booked wherever possible.

To update the Bank Booking system on a regular basis and provide regular reports as required in relation to bank activity/usage and make recommendations for service improvement.

To update the Bank Booking system where additional assignments are requested by services and ensure that the worker meets any locality requirements for the new assignment.

To ensure Bank Staff are promptly informed of shift cancellations and alternative shifts are offered where possible.

To ensure that all time sheets are completed by bank (temporary) staff, ensuring information regarding hours worked, grade etc have been recorded correctly and have been approved. .

To be responsible for ensuring Trust bank authorisation procedures are adhered to on all occasions for all bank usage. Also, that the correct level of authorisation is received and evidenced for vacant shifts requirements before being released to bank staff.

To ensure that temporary staff maintain their eligibility to work, including the monitoring of DBS checks, monitoring/renewal of professional registrations and ensuring that Bank staff maintain statutory and mandatory training compliance (Core Skills Training) and monitoring attendance of temporary staff on Statutory and Mandatory training sessions and follow up non-attendance.

To support engagement managers with guidance and support as per timesheet input and other training as required.

To support and advise local managers on the process to be followed with regards to bank usage.

To provide factual references for bank staff to external recruiters and where other companies require employment history with the Temporary Staffing service via letter or email.

Payroll

To administer weekly, monthly and ad-hoc payroll using ESR system and Healthroster (information system).

To ensure all bank workers details are implemented and that employee changes and information is up to date on both the Bank Booking system the rostering system and within ESR system.

Administer all data in the electronic staff record (ESR) , specifically the end dating of bank leavers, either via a termination or as a result of a bank worker not working on bank within a previous 12 month period.

To liaise with payroll and Erostering department to inform of all changes made on ESR.

To request new position codes from Workforce & Learning for job titles that are new to bank for ESR and Recruitment.

Information Processing:

To ensure that all personal/HR data sent to the department is filed in a timely manner and files are kept and accessed securely in accordance with information governance requirements, the Data Protection Act, IT Systems security policy and Freedom of Information act.

Other:

To participate in training for any new staff joining the Temporary Staffing team and assist the staff with the new systems.

To maintain and update office policies and procedures as required.

Prioritise daily workload effectively, ensuring all deadlines are met.

To look at ways of improving existing procedures to enhance the service.

Adhere to all Trust policies and procedures in relation to booking bank staff, including the Temporary Staffing Policy.

Any other duties as advised by the Temporary Staffing Lead

To ensure the Temporary Staffing Lead is kept informed of all current issues regarding the use of bank workers and the service provided.

Key Working Relationships

Internal

Colleagues in the HR Operations Team

Payroll

Workforce Team

Wider People Directorate

Divisional Managers & Leads

External (if applicable)

Master Vendors

External Candidates

Bank Staff

Person Specification

Education/Qualification

Essential

• Good literacy and numeracy skills
• Educated to NVQ3 in admin or equivalent combination of NVQ2, courses and experience

Experience

Essential

• Administrative experience in a busy office environment
• Experience of working in a customer service role
• Experience of inputting to databases, spreadsheets and/or other IT Systems and business applications used in the office environment

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Central London Community Health Trust

Address

1 Norfolk Square

Paddington,

W2 1RU

Employer's website

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