Staffing Administrator

Royal Surrey NHS Foundation Trust; Guildford; On-site; GBP 24,000 - 30,000; Full time

Job summary

Royal Surrey NHS Foundation Trust in Guildford seeks an Administrative Coordinator to support the temporary staffing service. You will help deploy, manage and pay bank and agency staff in line with policies and national guidelines.

As the first point of contact for temporary staff and line managers, you will guide the process, advertise shifts, and ensure shifts are filled while controlling invoicing and compliance.

Responsibilities

• To provide comprehensive administrative support to ensure the effective deployment, management and payment of temporary staff (bank and agency) in accordance with policies and procedures.
• To be the first point of contact for temporary staff, agencies and line managers, guiding all aspects of the temporary staffing process in accordance with policies and procedures and national guidelines.
• To be proactive in ensuring shifts are filled with bank workers, reducing agency use.
• To take responsibility for delivery of the Temporary Staffing Service out of hours and at weekends, when there may be no management cover., To manage and assist with the booking of temporary workers into the electronic booking systems, providing the wards and departments with additional appropriately trained staff to support their required staffing levels. This is carried out across all staffing groups including Nursing, Allied Health Professionals, Medical and Administration (this includes Bank and Agency workers, bookings, queries and invoicing).
• To ensure availability on the bank staff management system is accurate at all times.
• To advertise shifts and identify appropriate workers to fill the shifts, making use of a variety of methods of communication (i.e. telephone, email, SMS, LOOP, etc).
• To deploy temporary staff through the bank staff management system into available shifts in accordance with their deployment permissions, ensuring that policies regarding working hours are adhered to.
• To ensure line managers are regularly informed about the fulfilment of temporary staffing requirements in line with procedures.
• To raise issues regarding the fulfilment of shifts to senior team members as required.
• To ensure all requests for shifts have been processed through the correct authorisation procedures.
• In the absence of the Temporary Staffing Coordinators, liaise with external agencies to fill available shifts when these cannot be filled by bank workers.
• To support the administration and payment of agency workers, including coding and validating invoices as required.
• To ensure the receipt of all compliance checklists and associated information in relation to agency workers.

Job description

• To provide comprehensive administrative support to ensure the effective deployment, management and payment of temporary staff (bank and agency) in accordance with policies and procedures.
• To be the first point of contact for temporary staff, agencies and line managers, guiding all aspects of the temporary staffing process in accordance with policies and procedures and national guidelines.
• To be proactive in ensuring shifts are filled with bank workers, reducing agency use.
• To take responsibility for delivery of the Temporary Staffing Service out of hours and at weekends, when there may be no management cover., To manage and assist with the booking of temporary workers into the electronic booking systems, providing the wards and departments with additional appropriately trained staff to support their required staffing levels. This is carried out across all staffing groups including Nursing, Allied Health Professionals, Medical and Administration (this includes Bank and Agency workers, bookings, queries and invoicing).
• To ensure availability on the bank staff management system is accurate at all times.
• To advertise shifts and identify appropriate workers to fill the shifts, making use of a variety of methods of communication (i.e. telephone, email, SMS, LOOP, etc).
• To deploy temporary staff through the bank staff management system into available shifts in accordance with their deployment permissions, ensuring that policies regarding working hours are adhered to.
• To ensure line managers are regularly informed about the fulfilment of temporary staffing requirements in line with procedures.
• To raise issues regarding the fulfilment of shifts to senior team members as required.
• To ensure all requests for shifts have been processed through the correct authorisation procedures.
• In the absence of the Temporary Staffing Coordinators, liaise with external agencies to fill available shifts when these cannot be filled by bank workers.
• To support the administration and payment of agency workers, including coding and validating invoices as required.
• To ensure the receipt of all compliance checklists and associated information in relation to agency workers.

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5,000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing programme alongside a strong commitment to developing your career. Our diverse and welcoming Royal Surrey family ensures you feel valued from your initial interview and throughout your time with us. We are clinically led and provide joined-up care by bridging hospital and community services, alongside delivering regional specialist cancer care. Our main acute hospital site is in Guildford, with community sites at Milford, Haslemere and Cranleigh, and services delivered in patients' homes across Guildford and Waverley. We work in partnership with Ashford & St Peter's Hospitals NHS Foundation Trust through a collaborative Group Model, supporting joined-up services, workforce flexibility and development opportunities. The Care Quality Commission (CQC) has rated us as Outstanding. We are proud of our achievements and continue to invest in our people and infrastructure. To learn more about life at Royal Surrey, please watch our short video: https://www.youtube.com/watch?v=R96pMboIYdo