Administrative Assistant - Nurse Bank Officer

Administrative Assistant - Nurse Bank Support Officer (Band 3)

Temporary (8 months Initially)

Portadown

The Client: Local Healthcare body based in Portadown

The Role: Administrative Assistant - Nurse Bank Support Officer

JOB SUMMARY

The postholder will be required to support the provision of an efficient and effective administrative service within the Bank office which supports the Team in meeting service needs. The post holder will support the Bank Co-ordinator in ensuring that the day to day activities of the Bank office are carried out including preparation of reports, monitoring and scheduling of training, maintenance of records, supporting the required actions to facilitate the weekly pay report being issued to the BSO Payroll Shared Service Centre and processing of invoices from recruitment agencies.

The postholder will support the Bank Co-ordinator in the processing of new staff who join the Bank system to ensure they hold the required mandatory / role specific training, are added to the bank system/training logs in a timely way and have the necessary information, ID and uniforms issued on appointment.

The postholder will be proficient in the use of the Bank Staff system and will participate in call handling as required to ensure that shifts are filled in a timely manner and wards advised accordingly.

KEY DUTIES & RESPONSIBILITIES

Operational Delivery

• Provide a robust administrative support to the Bank Office to ensure a responsive service to managers across the Trust in meeting short term cover through the use of the Trust's computerised bank system, matching service needs to the availability of staff on the bank system in the correct staff group and banding.
• Run reports from the Bank Staff system on a variety of key areas to support key governance arrangements, by ensuring that appropriate maintenance is undertaken. This will include:
• review of NMC registration and revalidation information to ensure this is maintained by registered staff in a timely manner;
• scheduling, recording and producing reports on core mandatory and role specific training for bank staff under the direction of the Bank Co-ordinator.
• supporting the regular cleansing of inactive staff from the system under the direction of the Bank Co-ordinator.
• maintaining accurate records on the Bank Staff system, using reports provided by HR colleagues on new starts, leavers and internal transfers
• Assist the Bank Co-ordinator in processing the weekly payroll to ensure that this is processed within the required timeframes.
• Process all invoices received from nursing agencies on the Finance Process Manager (FPM) system, checking that timesheets have been appropriately authorized and that correct hourly rates have been charged before forwarding to the relevant senior staff for approval.
• Maintain a central record of all agency invoices processed.
• Deal with a range of queries which may arise from time to time on various aspects of the bank office work, escalating complex queries to senior staff. This may include queries from a range of sources such as managers, bank staff, payroll, external agencies or members of the public.
• Prioritise workload ensuring that all activities are progressed in a timely manner in accordance with agreed performance standards.
• Continually strive to improve quality, standards and procedures within area of responsibility contributing to the ongoing desire to improve delivery of services.
• Be proficient in the use of Bank Staff System and participate in filling shifts / handling calls as required. This will include participation on the rota for cover in the office.

Information Management

• Ensure that all systems used both manual and computerised are maintained accurately at all times.
• Where necessary, develop filing systems to meet the needs of the service and ensure these are maintained

Key Working Relationships

• Establish, maintain and develop close working relationships with managers and staff at all levels throughout the Trust and to interact effectively as required.
• Provide day to day supervision to subordinate staff as required.

GENERAL REQUIREMENTS

The post holder will be required to:

• Ensure the Trust's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• All employees of the trust are legally responsible for all records held, created or used as part of their business within the Trust including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exception, under the Freedom of Information act 2000 the Environmental Information Regulations 2004 and the Data Protection Act 2018. Employees are required to be conversant with the Trusts policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, including full participation in KSF Development Reviews/appraisals, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent the Trust's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.
• Available / able to work any 5 days out of 7 over the 24 hour period, which may include on-call / stand-by / sleep-in duties, shifts, night duty, weekends and Public Holidays if required immediately on appointment or at a later stage following commencement in response to changing demands of the service.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Part Time: 18.75 hours

Requirements:

• 4 GCSE's at Grade A-C including English Language or Equivalent/higher qualification

AND

• 1 years' experience in a clerical/administrative role

OR

• 2 years' experience in a clerical/administrative role

• Experience in the use of Microsoft Office products including Word, Excel and Outlook

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £11.67 per hour

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