Bank Booking Coordinator B3

To support the Trust through the supply of Temporary Bank workers to cover vacancies and sickness across all staff and skill groups. To provide a resourcing and customer focused service to the Trust ensuring all staff provided have been sourced in line with Trust Policy, best practice and the most cost-effective solution available.

• Carrying out the day-to-day operation of the temporary resourcing procedure, including the placement of staff using the Bank Booking system.
• Undertaking administrative support relating to demand monitoring, booking utilization and monitoring of temporary staffing
• Ensuring that temporary staff are eligible to work, including the monitoring/renewal of professional registrations and statutory and mandatory training compliance.
• Processing payroll and timesheet input to facilitate timely payroll for bank workers

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

I n t e r na l

• Colleagues in the HR Operations Team
• Payroll
• Workforce Team
• Wider People Directorate
• Divisional Managers & Leads

E x t e r na l (if applicable)

• Master Vendors
• External Candidates
• Bank Staff

Central London Community Healthcare (CLCH) is one of the largest community healthcare organisations in London and Hertfordshire, providing our services to diverse communities/boroughs in 11 London Boroughs - Barnet, Brent, Ealing, Hammersmith & Fulham, Harrow, Hounslow, Kensington and Chelsea, Merton, Richmond, Wandsworth, Westminster - and Hertfordshire.

Just as we care about our patients’ wellbeing, we care about yours!

We can offer you:
A comprehensive induction into the community service followed by a local induction to introduce you to the role

Single occupancy accommodation in Central London – (we can help you find accommodation in London, support you with your deposit)

Support with gaining your driving license *T&C’s apply

Car lease scheme *T&C’s apply

Flexible working options

Annual travel card loan

Training, support and development in your career

To have a full look at our benefits and what it’s like working for us please go here: https://www.clch.nhs.uk/job/pay-and-benefits

At CLCH we appreciate and are proud of the diversity in the communities we serve and the workforce we employ. Applications are open and welcome to anyone, regardless of your age, sexual orientation, ethnicity, religion, and disability. We are proud to say that we follow the workforce race equality standard and 28% of our senior staff (8A and above) are from a BAME background. CLCH also has active BAME and LGBTQI networks.

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

I n t e r na l

• Colleagues in the HR Operations Team
• Payroll
• Workforce Team
• Wider People Directorate
• Divisional Managers & Leads

E x t e r na l (if applicable)

• Master Vendors
• External Candidates
• Bank Staff