Temporary Staffing Services Officer

Job overview

Are you a proactive and customer-focused administrator looking to make a difference within one of the UK’s largest acute teaching hospitals? We are seeking a motivated individual to join our Temporary Staffing Services team, supporting the safe and effective deployment of bank and agency staff across the Trust.

This is a fast-paced and varied role where you will coordinate staffing requests, process bookings accurately and efficiently, and ensure compliance with Trust policies, NHS standards and approval processes. Working closely with managers across clinical and non-clinical services, you will provide advice on temporary staffing procedures, resolve complex queries and deliver a high standard of customer service.

The successful candidate will have substantial administrative experience, excellent organisational skills and the ability to manage competing priorities. You will be confident building relationships with stakeholders, analysing workforce information, resolving problems and contributing to service improvement. Experience within workforce, recruitment, temporary staffing or rota management, particularly in an NHS setting, would be valuable.

As part of the management team, you will support and supervise the booking team, assist with training and development, undertake compliance audits and deputise for the Team Leader when required. This is an excellent opportunity to develop leadership skills while contributing to workforce efficiency and high-quality patient care.

Main duties of the job

This role leads the day-to-day delivery of Temporary Staffing Services booking operations, ensuring bank and agency staffing requests are processed efficiently and in line with Trust policies, NHS standards, and approval processes. The post holder provides expert advice and support to managers, oversees booking systems and workforce compliance, supervises Senior Booking Assistants, and deputises for the TSS Team Leader when required. The role is also responsible for resolving complex staffing, payroll and invoicing queries, maintaining and improving procedures, delivering staff training, conducting compliance audits, and supporting projects that enhance service performance and customer experience.

Please note this vacancy is not eligible for sponsorship.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Detailed job description and main responsibilities

• Act as booking lead for bookings across the Trust, ensuring work is undertaken in accordance with agreed Trust and National guidelines and procedures. This will include liaising with managers and senior colleagues to ensure authorisation for bookings has been appropriately requested and approved.
• Maintain 247, E-Rostering, 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.
• Review and update Standard Operating Procedures (SOPs) and provide practical and innovative ideas and solutions to enhance the service and customer experience.
• Proactively work with managers to ensure a timely and customer-focussed service is always provided, offering advice and guidance on TSS processes in place within the Trust.
• Ensure the effective prioritisation and completion of work within allocated booking teams in accordance with deadlines and agreed standards, including the delegation and monitoring of completed work undertaken by the Senior Booking Assistants.
• Ensuring work is undertaken in accordance with agreed Trust guidelines and procedures and ensuring that all booking requirements have followed the relevant Trust approval process. This will include liaising with Clinical Directors and Group Managers to ensure authorisation of bookings, rates of pay, and all NHS mandatory pre-employment checks are met.
• Investigate and resolve queries and complaints received from service users within allocated booking teams, ensuring action to prevent any reoccurrence, escalating to the TSS Team Leader and/or Deputy TSS Manager when required.
• Support with administrative tasks such as processing forms, equipment ordering, and invoicing. Investigating and leading on resolution of pay and invoice queries from managers, employees and agencies.
• Responsible for training new team members in department processes and Trust guidelines, policies, and procedures. Provide support to bookings team members and point of contact so issues can be escalated and resolved effectively.
• Undertake any project work as directed e.g. obtaining information from various sources, collating and reporting of data, organising and co-ordinating project meetings, assisting in the production of reports and other documents.
• Provide day-to-day supervision for the Senior Booking Assistants, including monitoring and checking completion of work as appropriate; monitoring of sickness absence, performance, mandatory training co-ordination of leave and undertaking staff PDRs.
• Deputise for the TSS Team Leader during times of annual leave or sickness absence and provide general assistance to the TSS department, particularly in the absence of other staff, to always ensure a smooth running of the department.
• Maintain an up-to-date knowledge of recruitment and employment-related law and agency regulations/NHS agency standards.
• Undertake regular audits of agency files in accordance with NHS mandatory pre-employment checks and office procedures.

For further details please see the attached job description.