Staffing Administrator

Northampton General Hospital NHS Trust; Northampton; On-site; GBP 24,000 - 30,000; Full time

Job summary

A healthcare provider in Northamptonshire is seeking a Temporary Staffing Administrator to ensure adequate staffing and compliance within the hospital. This role involves supporting the recruitment of bank staff, managing compliance documents, and addressing payment queries. Ideal candidates will possess office experience and skills in Microsoft Excel. Join us to contribute to essential staffing services in a healthcare setting, ensuring the safety and efficiency of operations.

Qualifications

• Experience in a busy office environment and booking temporary staff.
• Proficiency in Microsoft Excel and Outlook.
• Commitment to confidentiality and statutory compliance.

Responsibilities

• Support the recruitment of bank staff and check compliance documents.
• Process and verify electronic timesheets for payment of temporary staff.
• Respond promptly to customer queries and maintain the electronic roster.

Skills

Microsoft Excel

Microsoft Outlook

Customer service

Office administration

Job description

Northampton General Hospital is looking for Two Temporary Staffing Administrator 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.

Working as part of the team, your role will involve supporting the recruitment of bank staff, checking compliance documents, answering customer queries and pay queries, and processing temporary worker payments in line with our deadlines. You will utilise your administration skills in Microsoft Excel and Outlook and confident customer service manner. As part of the People Services Department (Human Resources), you will also need to ensure confidentiality is kept at all times, following relevant statutory requirements and the requirements of the Trust.

An ideal candidate will have experience in working in a busy office environment and booking temporary staff. There may be the requirement for weekend working or on-call provision as part of the role in future. As part of the interview, there will be a short assessment.

Responsibilities

• 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 team's 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.
• 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.
• Serve as 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.
• 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.
• 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.

Qualifications

Experience in a busy office environment and booking temporary staff. Proficiency in Microsoft Excel and Outlook. Commitment to confidentiality and statutory compliance. Willingness to work weekends/on-call provision and to undertake short assessment during interview.

EEO Statement

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 are a Defence positive trust supporting our reservists, veterans, spouses and partners and we value the importance of working as one big team across all communities.

Values

• Compassion
• Accountability
• Respect
• Integrity
• Courage

Apply Now

Apply today and join the largest family in Northamptonshire.