University Hospitals Coventry and Warwickshire NHS Trust
We are looking to recruit a Senior Booking Assistant to join our team within the Temporary Staffing Services (TSS). The TSS Team works closely with Managers, Rota Co-ordinators and agencies to source temporary workers for the Trust.
The TSS Team is responsible for ensuring high fill rates for bank and agency shifts across the Trust, and you will be the first point of contact for bank workers, agencies, and line managers. You will be liaising with departments and framework agencies daily to ensure that the Trusts' supply requirements are met.
You will have excellent communication skills, as you will be dealing with staff at all levels across the Trust as well as external suppliers. Your organisational skills will be key, along with a high level of accuracy and strong attention to detail.
You will have experience of working within a demanding office environment, with the ability to manage conflicting priorities and deadlines. The service receives large numbers of queries each day (telephone, email, and face-to-face) and you will need to balance this with the challenge of filling bookings.
Ideally, you will have previous experience of working within a busy office environment, although experience of working within temporary staffing or a recruitment agency would be advantageous.
The working hours for this role are Monday to Friday, 9am to 5pm.
Main duties of the job
You will need to have excellent IT skills, as you will be required to use a number of systems daily - full training and support on the systems will be provided.
To lead a quality, customer-focused end-to-end temporary staffing booking and administration service, in order to meet the bank and agency needs of the departments in accordance with the Trust guidelines, policies, and procedures.
* Act as booking lead for all bookings across the Trust, ensuring work is undertaken in accordance with agreed Trust guidelines and procedures. This will include liaising with managers and senior colleagues to ensure authorisation for bookings has been requested and approved.
* Undertake daily tasks by prioritising workload and escalate any issues to the Temporary Staffing Services Officer/Team Leader.
* Attend weekly/daily staffing meetings as well as any other ad hoc meetings as required.
* Monitor concerns, DNA's, and late cancellations reports and review alongside the TSS Team Leader and TSS Deputy Manager to ensure these are managed and are in line with Trust processes.
* Liaise with external agencies to ensure all mandatory checks have been met, as well as ensuring all bookings fall in line with NHSI capped rates.
Job responsibilities
* Maintain 247, E-Rostering (BankStaff), TempRE, and in-house systems with all information connected to booking processes for bank and agency staff/workers, ensuring systems are maintained in a timely manner.
* Work alongside the TSS invoice and reporting teams to ensure booking information corresponds with payment information.
* Assist in project work as directed, e.g., monitor and administer mandatory training compliance for bank staff, obtaining information from various sources, collation and reporting of data, assisting in the production of reports and other documents.
* Produce and distribute information to the TSS Deputy Manager and TSS Team Leader for NHSI returns as well as other additional reports in a timely manner.
* Oversee the bookings process for administrative and clerical bank roles within the Trust.
* Maintain an up-to-date knowledge of recruitment-related employment law.
* Support with administrative tasks such as processing forms, dealing with pay and invoice queries from managers, employees, and agencies.
* The post holder will be required to provide cross-cover across all areas of the Temporary Staffing Service as required.
Person Specification
Qualifications
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Experience
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Knowledge
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Skills
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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.
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