Bank Co-ordinator

NHS; Warwick; On-site; GBP 22,000 - 30,000; Full time

Job description

South Warwickshire University NHS Foundation Trust

An interesting and exciting opportunity has arisen for a highly motivated and enthusiastic individual to provide all administrative aspects relating to temporary staffing. Working as part of a friendly, professional team in a fast-paced, busy environment, the successful applicant will be working in the bank office booking bank and agency staff, and also supporting the Healthroster team. The role will also incorporate liaising with Clinical staff when booking temporary staff.

You will need to have experience in a customer-focused administrative/clerical role, and experience of using the Healthroster and the Staff Bank systems. Excellent communication and interpersonal skills are essential for this role.

Main duties of the job

To provide and co-ordinate a comprehensive, flexible and efficient bank, under the direction of the Bank Office Manager and senior Bank office Co-ordinator.

To run the bank office on a day-to-day basis, to organise the bank effectively in a changing environment, to meet the needs of service users.

To ensure effective communication with associated departments.

To provide an efficient and comprehensive service, prioritising work to ensure deadlines are met.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process, you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient-facing or not, we are all working in the same way with our values at the core.

Job responsibilities

Respond to telephone calls from internal and external agencies, resolving problems quickly, in a professional and competent manner producing file notes as necessary, raising any issues with the manager.

To be responsible and accountable whilst making and arranging bookings, taking availability and requests from all departments.

To promote the implementation and adherence of agreed policies, procedures and protocols.

Opening and dealing with incoming correspondences as appropriate.

Update and maintain Healthroster.

Ensure shared knowledge within the team.

Contribute to ongoing projects as required.

Keep up to date with technological developments with regard to developing appropriate skills in the use of current office technology, e.g., word processing, spreadsheets, databases, electronic mail, presentations, etc.

To book appropriately qualified and experienced bank staff according to availability and skill mix, using problem-solving methods to fill agreed shortfalls in staffing across the Trust on a daily basis.

To be aware of the EWTD (European Working Time Directive) to ensure the Trust adheres to the policy for the protection of bank members.

To liaise with Unit/area Managers/ward staff/matrons/site capacity, locality managers and heads of therapy services to minimise the use of agency staff.

Prioritise shift allocation with the relevant ward/department teams.

Work to strict deadlines to ensure the required staffing levels are constantly maintained.

Maintain and develop good working relationships with bank members and all other points of contact.

To assist in the preparation of reports as required.

Photocopying when necessary.

Filing when necessary.

Scanning when necessary.

In conjunction with the Bank Manager, organise the rota to ensure the bank office is covered during opening hours.

Work as a member of a team and provide cover for colleagues within the office in their absences.

Support the introduction of any new procedures, policies or technology, and assist the manager in its implementation.

Produce a list of available bank staff during periods that the office is closed, and ensure this information is passed to senior nurses.

Organise/book appropriate training for bank staff, and send letters to staff informing them of the training.

Arrange appraisals and personal reviews for bank staff when requested.

Explain to staff how to use employer online, so they can look at available shifts electronically and give their availability.

Promote a positive image of the Bank at all times both internally and externally.

Attend statutory training days on an annual basis and be prepared to undertake training and education to develop to meet the needs of the role.

To participate in reflection, self-evaluation, and continuous professional developments including yearly performance review.

Keep all files updated to ensure colleagues have the correct, up-to-date information at all times.

To work independently within the sphere of responsibility.

Use initiative to resolve call center queries escalating to line manager as appropriate.

Ensure office and building is secure and doors and windows locked as often first in last out or the only staff in at weekends.

Be confident to work on own initiative in providing an effective bank service.

To monitor renewal of NMC/HPC/GMC/GOC/GPC/GSCC/BPS registration in accordance with Trust policy.

To establish, monitor and record bank staff's attendance on mandatory training sessions.

Assist the Staff Bank Manager in developing the scope of the temporary staffing service to meet the requirements and priorities of the organisation, and to be the point of contact with relation to any queries in the absence of the Manager.

Ensure that concerns relating to conduct/performance of temporary staff are passed to the Bank Manager for investigation and appropriate action to be taken.

Maintain confidentiality at all times.

Assist with inputting information into Healthroster for the weekly NHS Improvement report.

Build up excellent working relationships with all colleagues to ensure an excellent and efficient service is provided at all times.

Contribute to the annual Bank Newsletter.

Ensure agency authorisation forms are approved by a senior manager before booking agency staff.

Communicate/liaise with the Site capacity team and matrons daily.

Give advice over pay issues/queries.

Checking timesheets have been signed off by ward staff and prompting when necessary.

Keep a record of any nurses that do not turn up for duty, ring in sick etc. and report to manager.

Be aware of resource management, i.e., if we have to use agency staff which is the cheapest.

Organising with new starters/leasing with wards to sort out appropriate induction shifts for new starters.

Sorting out uniforms/badges/ID cards for new starters.

Send text messages to staff when necessary, informing them of available shifts.

Giving advice over the phone and face to face regarding staff joining the bank.

Ensure knowledge of skills in covering different areas.

Person Specification

Qualifications

• Good general education (Grade C or above GCSE maths & English or equivalent)
• NVQ level III or equivalent experience
• ECDL

Experience

• Experience/use of Healthroster
• Demonstrate experience in a customer-focused administrative/clerical role
• Working to deadlines in a busy environment
• Using databases/electronic tools effectively
• Maintaining confidentiality
• Operating within set policies/frameworks
• Able to establish and maintain good working relationships
• Previous NHS experience
• Previous Medical/bank Staffing experience

Skills

• Proficient in the use of Microsoft Word, Excel, and Outlook
• Excellent organisational skills
• Compliance with policies and procedures
• Effective team member
• Effective verbal, non-verbal & written communication and the ability to communicate effectively
• Knowledge of EWTD
• Responsibility for maintaining one or more operations systems, significant job responsibility. Manages, maintains and develops computer/paper-based filing systems
• Undertake surveys or audits as necessary to own work
• Clearly defined occupational policies, work is managed rather than supervised. Works on own initiative
• There will be occasional indirect exposure to emotional or distressing situations
• Use VDU more or less continuously
• Basic understanding of the recruitment process
• Understanding of a computerised recruitment package
• Knowledge of New Deal

Personal Qualities

• Ability to prioritise workload
• Ability to work in a changing environment
• Methodical and well organised
• Flexible
• Diplomatic
• Able to maintain confidentiality
• Highly motivated
• Ability to work accurately under pressure in a team and on your own initiative
• Good telephone manner
• Friendly & outgoing personality

Other Job Requirements

• Able to work 7 days a week-on a rota basis
• Committed to providing a quality service
• Willingness to undertake training as required
• Satisfactory Occupational Health Clearance
• Satisfactory references

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.