Main area Administration Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday, operating between 8am - 6pm) Job ref 839-6845509-PG-A
Employer Norfolk Community Health and Care NHS Trust Employer type NHS Site Norwich Community Hospital Town Norwich Salary £24,071 - £25,674 per annum Salary period Yearly Closing 27/03/2025 23:59 Interview date 07/04/2025
Administrator (within the Temporary Worker Service)
Band 3
NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an ‘Outstanding’ rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another.
Norfolk Community Health & Care NHS Trust is committed to continuing to create a modern and inclusive work environment. As part of this commitment we actively promote flexible working opportunities where possible, to meet the needs and wishes of our workforce to maintain and improve their wellbeing. The trust offers a range of flexibility, including flexible working patterns, and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.
We welcome applications from people who share our values and can help us deliver outstanding care in our local community.
Job overview
An exciting opportunity has arisen for a full time confident and friendly Administrator to join Norfolk Community Health and Care's Temporary Worker Service (TWS).
You will be adaptable to change and enjoy being busy as this is a fast paced environment, essential to the organisation.
As a part of your role, you will be responsible for assigning temporary workers to admin and Clinical shifts across the county, assisting with resolving queries and generally providing an exceptional service to our Temporary Workers ensuring our services can run to safe staffing levels.
In addition to the above you will have the ability to remain calm under pressure, and be confident working on your own initiative as well as part of a team, of which you will be a valued and respected colleague.
The Temporary Worker Service currently operates between 8am-6pm, Monday to Friday and there may be a requirement to work Saturdays on a rotational basis to meet the needs of the service. Therefore if successful you will be required to please accommodate this working pattern. Please note that there will also be some lone working involved and this role is office based.
Main duties of the job
* To assist in co-ordinating the temporary worker services throughout the Trust.
* To receive requests for temporary workers from all services within the Trust.
* To process these requests in a timely and accurate manner and in accordance with the service’s key performance indicators.
* To contact candidates registered as temporary workers and to match their availability to requested cover, where necessary liaising with managers; contacting outside agencies if vacancy cannot be filled with temporary workers.
* To optimise the use of the Trust’s temporary workers, minimising the Trust’s use of agency workers.
* To respond to staffing needs across the Trust, using your extensive knowledge of the Trust’s services and temporary worker resource to problem solve and develop creative solutions.
* To deal with routine and non-routine requests, prioritising the workload accordingly.
* To liaise with all areas to ensure that they are kept informed of the status of the cover being provided for their areas at all times.
* To take messages and ensure efficient communication as appropriate in all areas of work.
* To be responsible for updating and maintaining the database of temporary workers, using the e-rostering system, Microsoft Office and other approved software packages.
* To be able to work with minimal supervision using your own initiative and be able to prioritise workload.
* To undertake general office duties.
* To receive and resolve pay queries from temporary workers, liaising with HR, Finance and Payroll as necessary.
* To establish and maintain good working relationships with agencies used by the temporary worker service.
* To establish and maintain good working relationships with managers across the Trust.
* To be aware of the requirements of the European Working Time Regulations, Agency Worker Regulations, and regulatory body requirements.
* To assist in the recruitment of temporary workers, liaising with HR and candidates as necessary.
* To have knowledge and comply with all policies and procedures adopted within the Trust for Temporary workers.
* To use extensive knowledge of the Trust’s services and temporary worker resource to suggest service developments to the clinical lead.
* To actively participate in service development activities, ensuring the service is dynamic and reflective of the Trust’s needs.
* To deal with telephone calls and enquiries, resolving issues as appropriate.
* To deal with the post, photocopying and filing for the department and to maintain secure, confidential files/records.
* To arrange meetings as required, including booking of venues, taking accurate minutes/notes of meetings and taking responsibility for their distribution.
* To operate a range of computer based information systems to access and manipulate data and provide statistical information as required.
* To prioritise and manage own workload according to the needs of the department.
Person specification
Qualifications
* Qualification or equivalent experience in Microsoft Outlook, Word, Excel software
* GCSE English and Maths Grade “C” or above or equivalent
Experience
* Previous office experience
* Experience of working with data and information
* Experience of answering calls in a busy environment
* Experience of working in NHS
* Experience of placing temporary workers into unfilled positions
* Experience of using an electronic staff record or e-rostering systems
Skills, Abilities and Knowledge
* Excellent keyboard and computer skills
* Ability to interpret complex information re. service staffing requirements and respond appropriately
* Able to develop good working relationships with staff, service leads and external agencies
* Able to risk assess situations and provide mitigating actions
* Knowledge of European Working Time Directive & Agency Worker Regulations
* Knowledge of regulatory body requirements for temporary staff
Personal Attributes/ Behaviours
* Able to work under pressure
* Ability to use own initiative
* Able to alternate between activities, multi-task and prioritise workload
* Polite and good customer service skills
* Creative problem solving
* Reviews work practices and suggests service development opportunities
Other
* Able to communicate effectively in written and verbal English language
Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion.
Immigration Status- Norfolk Community Health & Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against Skilled Worker visas.
Closing and Interview Dates - This vacancy may close early if sufficient applicants are received.
Data Protection - A privacy notice detailing how we will handle your data is attached to this advert as a document.
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