Temporary Staffing Administrator

Overview

Northampton General Hospital is looking for Two Temporary Staffing Administrators to work within our Temporary Staffing Hub in the People Services Department – Fixed term or Secondment. The Temporary Staffing Administrator plays a vital part in booking agency and bank workers in the hospital to ensure that our departments have adequate cover, and that the staff working have all the clearances and training needed to work safely.

Key Duties and Responsibilities

• To fill temporary staffing requests with suitably qualified staff in line with departmental processes, reporting any shortfalls to the Temporary Staffing Team Leaders.
• Utilise electronic roster and temporary staffing systems to advertise and record temporary staffing requests and usage.
• Carry out required NHS employment checks and mandatory or role specific training checks to ensure all temporary staff have the required clearances to undertake work at the Trust in line with departmental processes and national guidance.
• Process and verify pre-signed electronic timesheets on a weekly basis for the payment of temporary staff, producing electronic invoices for relevant agencies.
• Assist in resolving temporary staff pay queries, communicating with Payroll, the Erostering Hub, and external agencies where required.
• Provide first-line support for matters relating to temporary staffing cover through maintaining the teams shared inbox, answering phone calls, and attending to in-person queries.
• Promptly respond to and action customer queries. This may require giving feedback on staffing vacancies or undertaking difficult conversations that will involve tact and sensitivity, and referring any complex or difficult issues to the Temporary Staffing Team Leaders.
• Maintain the electronic roster and staffing systems to ensure temporary staffing data is recorded correctly.
• Assist the Temporary Staffing Agency Team Leader in negotiating agency hourly rates in line with NHS Improvement guidelines and obtaining approval from the Senior Management team.
• Maintain accurate databases, shared folders, and temporary staffing e-files.
• Monitor bank staff mandatory training compliances contacting staff with out-of-date training.
• Complete Workforce Information forms as authorised by Temporary Staffing Team Leaders to maintain accurate data.
• Complete temporary staffing induction paperwork for new agency starters.
• Assist in booking role specific training and obtaining ID cards and system access for bank and agency temporary staffing.
• Support the Temporary Staffing Team Leaders in the recruitment process of bank staff.
• Input data into the Electronic Staff Record (ESR) accurately and promptly for PAYE temporary agency staff to enable payment.
• Assist with the production of daily handover reports, the NHSI Improvement monthly report, Freedom of Information requests, and further reports as required.
• Support and work with other colleagues in the Temporary Staffing Hub team to ensure that cover is provided at all times within office hours to maintain this essential service.
• Attend meetings and undertake training, including mandatory and role specific training, to ensure that skills and knowledge are kept up-to-date and appropriate to the post.
• Share skills and experience to spread good practice throughout the team.
• Manage own workload with direction from the Temporary Staffing Team Leaders, prioritising any changes in workload due to system user requirements.
• To provide an efficient, customer focused service, to staff that visit or contact the Temporary Staffing Hub, dealing with enquiries promptly, taking actions as necessary and directing accordingly.
• To be the first point of contact for all enquiries to the Temporary Staffing Hub, including dealing with complaints, referring to the Temporary Staffing Team Leaders and Temporary Staffing and Rostering Manager.
• To maintain constructive relationships with others within and across the Trust and externally in order to improve the effectiveness and efficiency of processes within the service.
• With the Temporary Staffing Team Leaders and the Temporary Staffing and Rostering Manager review and implement the administrative, processes, policies and procedures within the Temporary Staffing Hub.
• To attend HR Department meetings and other internal or external meetings as directed by the Temporary Staffing Team Leader.
• Communicate and build working relationships with staff at all levels, including Divisional Managers, Directors and Consultants, as well as external agencies.

Values

• Compassion
• Accountability
• Respect
• Integrity
• Courage

Diversity and Inclusion

The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative. We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.