HERTFORDSHIRE PARTNERSHIP UNIVERSITY NHS FOUNDATION TRUST JOB DESCRIPTION Job Title: Staff Bank Bureau Booking Administrator Grade: Band 3 Directorate: Responsible to: Accountable to: Base: Hours: Human Resources Business Administration Manager Staff Bank Bureau Manager Mental Health Unit, Lister Hospital 37.5 hours per week Job Summary: To contribute as part of the Staff Bank Bureau team in providing effective support to clinical and corporate services in the provision of booking appropriate staff to fill shifts and hours for the Trust services which request them. This will include the booking of temporary administrative, nursing, allied health professionals and social work staff. All staff should comply with the Trust s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity. Job Responsibilities: To receive and process availability notifications and booking requests using the Health Roster electronic Bank booking system to cover with Bank or Agency staff (if applicable). To maintain safe working levels and working practices for Bank staff highlighting any areas where staff may breach the WTD (Working Time Directive) using observation of working patterns until the violations on the system are fully functioning and able to provide reports. Liaising with Team Leaders with regards to skill mix within the Ward/Unit by building the required knowledge of the Wards/ Units. To input relevant data into the Health Roster booking system to meet agreed timescales. To code the bookings of bank and agency staff according to the correct finance codes for recharge to the correct units. Communicate and build a working relationship with staff at all levels as well as external Agencies, provide Administrative support to the Bank Team when required. To assist in the recruitment process for all new Bank staff and assist with all queries from existing staff via telephone and face to face. 1
Take part in the delivering of the On Call system Monday Friday evenings.. File and store Bureau forms and paperwork in relevant files, to agreed storage time limits. Utilise software packages for word-processing and processing emails. Monitor training for bank staff and ensure the Health Roster booking system is updated to show completed training. Develop self to continually improve performance, take part in the appraisal and personal development planning systems, and undertake Mandatory Training development activities as necessary. Report and ensure equipment and environment faults are dealt with by the relevant person. Communication and Working Relationships The Post holder is required to be competent in the use of telephone and computer systems. The Post holder will be expected to obtain accurate information using appropriate questioning skills about the availability of staff and the requirements of managers. Good working relationships with staff and managers requiring temporary staff or temporary shifts. Analytical and Judgement Skills The post holder will use their own judgement to find solutions to needs of the service through the use of a problem solving approach. Planning and Organisational Skills To manage and organise own time work efficiently and adhere to deadlines to enable the smooth running of the department. To manage and prioritise incoming and out going mail. Contribute to ensuring work is produced to agreed standards through planning and agreeing work, maintaining work flow in the team, monitoring and controlling the achievement of agreed targets and by working flexibly within the team to cover all work. Develop and maintain effective working relationships with other bank staff, clients and other external contacts. Be involved in the development of paper and computerised storage systems to meet the needs of the service. Produce information as required, using data from different software packages and formats. Contribute to the health, safety and security of the workplace by working within the Trust's procedures for safe working practice and reporting all hazards, accidents and incidents to the Staff Bank Bureau Team Leader. 2
Physical working Conditions and Environment The post holder will need to spend long periods of time within an office environment sitting in a restricted position at a VDU and keyboard computer. Information Resources The post holder will be expected to keep accurate and complete records consistent with legislation, policies and procedures. To input, process, manipulate and retrieve data/information in an accurate and timely manner, observing any deadline as necessary. Financial Responsibility The post holder will be required to ensure accurate cost centers are used and may be required to process timesheets or invoices but will not have financial responsibility. Service Development & Improvement The Post holder will be expected to support colleagues in the implementation of service developments and improvements, providing feedback and suggestions. Additional Information: Knowledge and Skills Framework: The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriate outline for the post. Approved outlines are available on the HPT e-ksf local library Health and Safety The post holder has a duty of care to themselves and to others with whom they come into contact in the course of their work as laid down in the Health and Safety at Work Act 1974 and any subsequent amendment or legislation. Infection Control All Trust staff will: Act as a role model and champion for the highest standard of all aspects of infection prevention and control and implementation of all Infection Prevention and Control Trust polices and guidelines. Demonstrate respect for the roles and endeavours of others, in implementing good standards of hand hygiene. Value and recognise the ideas and contributions of colleagues in their endeavours to reduce the incidence of healthcare associated infection. Values and Behaviours Our values and behaviours have been developed by over 800 service users, carers and members of staff. They describe how we aim to be with service users, carers and each other. By living our values we will deliver our ambition to be a leading provider for everyone we work with. We are welcoming so you feel valued as an individual 3
We are kind so you can feel cared for We are positive so you can feel supported and included We are respectful so you can feel listened to and heard We are professional so you can feel safe and confident Our values set the tone for: The way we plan and make decisions. The way we behave with service users and each other. The kind of colleagues we recruit. The way we induct, appraise and develop our staff. Equality and Diversity Hertfordshire Partnership University NHS Foundation Trust is committed to providing an environment where all staff, service users and carers enjoy equality of opportunity. The Trust works to eliminate all forms of discrimination and recognise that this requires, not only a commitment to remove discrimination, but also action through positive policies to redress inequalities. Providing equality of opportunity means understanding and appreciating the diversity of our staff, service users & carers and ensuring a supportive environment free from harassment. Because of this Hertfordshire Partnership University NHS Foundation Trust actively encourages its staff to challenge discrimination and promote equality of opportunity for all. Confidentiality All staff must be aware of the Data Protection Act 1984, and its subsequent amendments, which is now in force. This means that protection of data about individuals is a requirement of the law and if any employee is found to have permitted unauthorised disclosure, the Trust and the individual may be prosecuted. Standards of Business Conduct and Conflicts of Interest The Trust has adopted a Standards of Conduct Policy, which reflects NHS Management Executive Guidelines. It is the responsibility of staff to ensure that they do not abuse their official position for personal gain or seek to advantage or further private business or other interests in the course of their official duties. Staff should be informing their line manager if they are working for any other organisation to ensure that this Trust complies with the Working Time Regulations. Information and Records Management The postholder must be competent in using IT and have the relevant skills to carry out the activities required for the post. To comply with the Data Protection Act 1998, Freedom of Information Act 2000 and Department of Health Code of Confidentiality in line with Trust procedures. To adhere to the Trust s policies on records management including creation, use, storing and retention and disposal of records. Adhere to the Trust s Corporate Identity (using the standard templates available on Trustspace). Safeguarding Adults and Children The Trust is committed to ensuring adults and children are protected and come to no harm from abuse. All employees have a responsibility to be aware of national and local policies, their individual responsibilities with regards to the protection and safeguarding of both adults and children, and must adhere to them at all times. 4
Organisational Change As services develop and change, the post holder may be required to undertake other responsibilities within the Trust. Review: This job description is an outline, which reflects the present requirements of the post and is not intended to be an inflexible or finite list of duties and responsibilities. As these duties and responsibilities change and develop the job description will be amended from time to time in consultation with the post holder. 5
PERSON SPECIFICATION Staff Bank Bureau Booking Administrator CRITERIA ESSENTIAL DESIRABLE Qualifications Good level of education/gcse incl. English Language Good level of numeracy Good IT Skills NVQ 3 or equivalent, or willing to work towards this qualification ECDL (European Computer Driving License) Skills & Knowledge General knowledge of office procedures and an all round education, Be proficient in the use of computerised systems especially Word & Excel.. The ability to organise and prioritise own workload and to work under pressure and within agreed guidelines Display the ability to exercise initiative. tact and judgement and be able to make decisions when required to do so. Appreciation of confidentiality Display ability to work as part of a team. Communication Skills Excellent communication skills when dealing with staff, managers and outside agencies either by telephone, e mail, or face to face contact Experience Diversity Physical Skills Good Interpersonal skills Ability to apply discretion as and when required. Work within Trust policies and procedures to ensure equality and diversity are respected Keyboard skills Excellent telephone skills and manner 6
Physical Effort Office based environment Mainly seated Mental Effort Regular requirement for concentration 7