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Temporary Workforce Administrator

NHS AfC: Band 3

Main area
Admin & Clerical
NHS AfC: Band 3
Permanent: Permament
Part time - 30 hours per week
Job ref
Whiston Hospital
£20,330 - £21,777 per annum pro rata
Salary period
27/10/2021 23:59

Job overview

Applications are invited to join our Temporary Workforce Team based at Whiston Hospital. The Temporary Workforce Team provides a comprehensive and effective temporary workforce service to the Trust. The successful candidate will join our successful team supporting the organisation to deliver safe and effective care to our patients through sourcing and engaging temporary workers across a variety of different specialties and professions.

The individual will possess excellent interpersonal skills and have the proven organisational skills required to work in a fast paced and challenging environment. We know how important it is to ensure that services have safe levels of staffing in order to meet the needs of our patients and we also know how hard it is to fill shifts at the last minute. We need resilient, customer focussed and flexible individual to join the team so that we can continue to meet the demand that exists for our services.

Main duties of the job

We are looking for an individual with strong IT skills and the ability to manage the expectations of both our managers and temporary workers. You will be able to flex what you do, changing priorities at a moments notice. Negotiating with agencies will be part of your role so we need to be sure that this works for you.

Please be advised this post may close early due to the number of applicants.   

Previous applicants need not apply.

Please see the attached Job description and person specification for full details regarding this role.

Working for our organisation

St Helens & Knowsley Teaching Hospitals NHS Trust is the BEST acute Trusts in England for the THIRD year running!

The Trust is currently the only acute Trust in Cheshire and Merseyside, and is one of few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 350,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are also a Major Trauma Unit and the Mersey Regional Burns Unit.

Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Detailed job description and main responsibilities

HR Service Delivery

  • Ensure all required paperwork and authorisation is in place regarding the engagement of a temporary worker.
  • Ensure all IT systems are utilised and maintained regarding the recording and processing of temporary staffing including BankStaff and HealthRoster.
  • Negotiate rates of pay with agencies to ensure they are in line with the agency framework and NHS Improvement rules ensuring that the correct paperwork is received to support the booking of a temporary worker.
  • Undertake interviews for bank staff as required ensuring all documentation and paperwork is completed as per the Recruitment Policy and Process.
  • Keep relevant individuals up to date with progress of identifying and booking temporary workforce.
  • Escalate delays or issues to the Temporary Workforce Team Leader and Temporary Workforce Manager where appropriate.
  • Timely escalation of any cases that require a risk assessment or action to be taken by the Temporary Workforce Team Leader or Manager.
  • Ensure that your own workload is managed and planned in accordance with department key performance indicator schedules and deadlines.
  • Respond to payroll issues and annual leave requests for Bank / Agency staff within the Trust.
  • Provide an advisory service on best practice in temporary workforce to operational teams within the Trust.
  • Provide support to customers as appropriate referring any HR or payroll related queries to the relevant department.
  • Support the retention programme by undertaking administrative activities as determined by the Temporary Staffing Team Leader to support the retention of temporary workforce within the Trust.
  • Attend/participate in recruitment events and open days as required.
  • Support the provision of on-boarding activities for all temporary workforce new starters to ensure that both the individual and the department have everything necessary to ensure the placement of a worker is successful.


Service Improvement & Changes

  • To participate in service improvement programmes as directed by the Temporary Workforce Team Leader / Manager.
  • To contribute to a culture of continuous improvement and development for both the service and the team.


Communications and Staff Involvement

  • Proactively seek feedback regarding the service from both managers and temporary workforce.
  • Build relationships with a variety of stakeholders and customers within the HR Department and wider Trust.
  • Support the delivery of the Bank welcome meetings and drop-in sessions to engage new and existing bank workers within the Trust.
  • To utilise social media to engage and communicate with the Trusts temporary workforce as required.

Teamwork and Development

  • Develop own skills and knowledge and contribute to the development of others.
  • Provide cross cover for all areas in temporary workforce when required, for example at times of absence or high work volumes.


Administrative Responsibilities

  • To work on own initiative with minimal supervision, prioritising workload, initiating action and resolving problems as necessary.
  • Ensure all temporary workforce enquiries to the department are dealt with in an efficient, effective and courteous manner.
  • To ensure that the office and telephones are covered at all times during the working day.
  • To ensure that all relevant checks have been undertaken by agencies regarding workers engaged by the Trust.
  • To process all temporary workforce invoices.
  • Responsible for cleansing and maintaining IT systems.
  • Responsible for monitoring bank staff training updates and ensuring training is booked as required.
  • Ensuring all new starters are booked to attend a Bank welcome meeting.
  • Ensuring accurate and timely input of all data in line with payroll deadlines.


Teaching and Training Responsibilities

  • Participate in appropriate audit, quality assurance programmes and research as directed.
  • Ensure that any Trust policy or standard operating procedure that relates to temporary workforce is followed and where there are areas for improvement to be raised for inclusion / change.
  • Keep up to date with all associated employment and NHS recruitment legislation on an on-going basis.


Professional Responsibilities

  • To adhere to the rules and procedures in place regarding temporary workforce.
  • To provide a professional, courteous and efficient temporary workforce service to Trust departments and the temporary workers.

Person specification


Essential criteria
  • GCSE qualification in English and/or equivalent qualifications and or equivalent experience.
Desirable criteria
  • CIPD Level 3 and/or other relevant experience/qualification at the same level
  • European Computer Driving Licence (ECDL)
  • NVQ Level 3 Business Administration or equivalent level of qualification

Knowledge & Experience

Essential criteria
  • Administrative experience
  • Knowledge and experience of maintaining IT systems
Desirable criteria
  • NHS experience
  • HR/Recruitment experience
  • Use of HR Information systems including ESR, Allocate HealthRoster / Bank Staff
  • Workforce information experience


Essential criteria
  • Ability to work as part of a team
  • Customer service skills
  • Ability to keep clear and concise records


Essential criteria
  • Achievement focussed – ability to set targets and get things done
  • Displays the Trust values:Open & Honest, friendly and welcoming, kind and compassionate,listening and learning, respectful and considerate
  • Customer focussed
Apprenticeships logoNo smoking policyHSJ Best places to workJob share policyMindful employer.  Being positive about mental health.Age positiveDisability confident leaderCare quality commission - OutstandingDefence Employer Recognition Scheme (ERS) - GoldStep into health

Applicant requirements

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here. It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here. Not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, check if you’re eligible to apply for the Health and Care Worker visa instead. It’s cheaper to apply for and you do not need to pay the annual immigration health surcharge

Documents to download

Apply online now

Further details / informal visits contact

Lorraine Astbury
Job title
Temporary Workforce Team Leader
Email address
Telephone number
0151 290 4350