Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.
Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.
We have recently launched our new vision and values to mark the LGT10 – the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.
To achieve this we value Respect, Compassion, and Inclusion; Being accountable over staying comfortable; Listening over always knowing best; and Succeeding together over achieving alone.
Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as “good” or “outstanding” in over three-quarters of the services inspected by the Care Quality Commission.
Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.
LGT is a centre for the education and training of medical students enrolled with King’s College London’s GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.
We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.
Lewisham & Greenwich NHS Trust (L&G) Temporary Staffing Services is seeking a Lead Specialist Coordinator with extensive expertise in agency worker engagement and regulations across all staff groups, alongside a deep understanding of Temporary Worker Management and Systems. This role also demands medical engagement proficiency, as you will lead and support all engagements through our extensive Medical bank.
In this role, you will lead and work flexibly within a large, skilled team of coordinators responsible for recruiting, managing, and coordinating over 4,000 bank and agency workers supporting the Trust in both clinical and non-clinical areas. Exceptional leadership skills and the ability to influence others are crucial. Additionally, you will manage agency relationships, including price negotiations, ensuring adherence to all NHSEI price and pay rate caps.
Candidates must demonstrate advanced experience and deep knowledge of Temporary Worker engagement. Immediate participation in all aspects of Temporary Staffing operational functions with minimal supervision is expected. Comprehensive knowledge and experience with Workforce Information/Temporary Worker Booking Systems, including ESR, Optima, Bankstaff, and Health Medics, are essential.
This post will be based Queen Elizabeth Hospital site, but cross site working may be required. The post holder will also be required to be part of our flexible rota which does include some evening and weekend working
Main duties of the job
To be responsible for all Temporary Staffing bookings and the coordination of the Trusts temporary workforce. To build and maintain strong professional relationships with third party suppliers (agencies) ensuring authorisation procedures are followed at all times. The post holder will also be responsible for monitoring 3rd party supplier activity, performance and compliance, provide reports and participate in supplier review meeting. The post holder is also responsible for providing local managers and service users with advice on the bank/agency procedures to be followed and escalating through regular reports any breaches of procedural guidelines or the Temporary Workforce Policy. Also, to lead, motivate and support the booking coordinators and to support the Temporary Staffing Manager with the department’s day to day business, including demand & control analysis, worker management and compliance. Also, to provide specialist advice on Medical Locum and Allied Health bookings, both internal & external and for ensuring maximum potential of savings through Direct Engagement (PWC) are achieved.
Working for our organisation
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
2. Widening access (anchor institution) and employability
3. Improving the experience of staff with disability
4. Improving the EDI literacy and confidence of trust staff through training and development
5. Making equalities mainstream
Detailed job description and main responsibilities
To be responsible for all Temporary Staffing bookings and the coordination of the Trusts temporary workforce. To build and maintain strong professional relationships with third party suppliers (agencies) ensuring authorisation procedures are followed at all times. The post holder will also be responsible for monitoring 3rd party supplier activity, performance and compliance, provide reports and participate in supplier review meeting. The post holder is also responsible for providing local managers and service users with advice on the bank/agency procedures to be followed and escalating through regular reports any breaches of procedural guidelines or the Temporary Workforce Policy. Also, to lead, motivate and support the booking coordinators and to support the Temporary Staffing Manager with the department’s day to day business, including demand & control analysis, worker management and compliance. Also, to provide specialist advice on Medical Locum and Allied Health bookings, both internal & external and for ensuring maximum potential of savings through Direct Engagement (PWC) are achieved.
To undertake projects as instructed by the Temporary Staffing Operational Manager and to lead on relationship development with all stakeholders both internal & external.
To ensure the continued successful development of all software systems in use within the department and to contribute to the sourcing of appropriate interface software with our external suppliers
Key Result Areas & Performance:
Bank/Agency administration
·To be responsible for and supervise the daily administration processes for bank/agency workers.
·To be responsible for managing 3rd party suppliers and the production and distribution of all relative management Information as requested by the Head of Temporary Staffing Services.
·To lead the team in effective use of the bookings Software Systems linked to Temporary Worker Management. These include ESR/Optimer/Bankstaff and PWC Direct Engagement
·To liaise with all service users and stakeholders on bespoke management information as required.
·To develop excellent and profession relationships with 3rd party suppliers establishing performance KPI’s and produce Management Information Reports for performance review meetings.
·To develop robust and streamlined agency complaints procedures which are aligned to the Trust’s complaints process.
·To develop appropriate timetables and organise 3rd party review meetings ensuring appropriate stakeholder engagement and attendance.
·Responsible for the development and implementation of streamlined and efficient booking processes within the Temporary Staffing Department
·Be responsible for and lead on the booking and Co-ordination of bank & Agency workers.
·To be responsible for planning and organising the Coordination team, ensuring correct skill mix is applied at all times.
·To be responsible for the development/maintenance of good communication and data input systems and processes.
·Assist in the monitoring of staff performance.
·To assist as required in the formulation of policies and procedures as appropriate to ensure the smooth running of the service.
·Assist with the recruitment and retention of bank workers making recommendations for improvement and assist in the development of policies and procedures appropriate for bank usage.
·Assist in the training and development of bank workers.
·To support the Temporary Staffing Manager to ensure all mandatory training of bank workers is monitored and undertaken within the NHS time frame.
·Ensure the Temporary Staffing Manager is kept informed of all current issues regarding the use of bank/agency workers and the service provided.
Bank Information Systems
·To ensure all computerised bank information systems are used efficiently to maximise effective use of bank workers.
·To ensure that standards are compliant with i.e. Working Time Regulations, Professional Registration etc.
·To lead on the continued development of the PWC system ensuring potential savings are maximised.
·To ensure our data processes meet audit standards and any recommendations are actioned within the given timeframe
Development
·Assist the Temporary Staffing Manager with the development of systems for monitoring the performance of bank/agency workers.
·To assist the Temporary Staffing Manager with the development of new projects.
·Be prepared to undertake personal development training in order to keep skills up to date.
·Ensure the delivery of a first class service at all times.
Workforce
All posts with responsibility for supervising staff are expected to lead, motivate, develop and reward staff and are required to comply with the Trust's policies and Manager's Code of Conduct in the following areas:
·Identify training and development needs of the booking Coordinators in line with departmental and Trust Objectives and ensure all new staff receive core and departmental induction.
·Ensure that satisfactory systems are in place to maintain effective communication within your area and be responsible for ensuring that any Trust Communications Systems are utilised.
·Observe and comply with the Trust's policies and procedures for Health and Safety ensuring the environment in which you and your staff work is safe, clean and tidy.
·Comply with standard infection control precautions to prevent or minimise the spread of micro-organisms and communicable diseases to patients, staff and surrounding community.
·Observe and continually promote equal opportunities in compliance with the Trust's policies on Equality and Diversity and Dignity at Work.
·Ensure the benefits to patients are maximised through careful, economical and appropriate use of NHS resources including equipment, property, money, time, etc.
This job description is intended to be a guide only to the general scope of the post and not an exhaustive list of duties; you may therefore be required to undertake other duties commensurate with your grade.
Financial
·To be responsible for the day to day management of the trust Temporary Worker spend (Currently £4m each month), ensuring clear audit and financial process is followed at all times.
·To provide an accurate and detailed audit trail for every booking transaction. To carry out regular process audits on your key elements of Temporary Staffing financial responsibility.
Partnerships
Communications and Relationships
·To ensure strong and effective relationships are maintained with all external agencies.
·Develop and maintain accurate and detailed contact and hierarchy information for all 3rd party suppliers.
·To monitor all communication leaving the department, ensuring it is accurate, informative and professional.
·Develop and maintain strong communication links with all Bank Workers (currently 6,000)
General
·Communicate regularly with our service users.
·Liaise with staff at all levels of the Trust.
·Provide detailed, accurate and high level trend analysis on all Temporary Staffing Use.
·Analyse the systems bookings data to support local managers and the head of temporary staffing with cost reduction initiatives.
·Ensure demand controls are adhered to.
·Maintain reliable and accurate records and ensure Database information is updated when required.
·Prioritise daily workload ensuring all deadlines are met.
·Ensure accurate and up to date records are kept of all information that will be required by the Temporary Staffing Manager for report/audit purposes.
·Be prepared to be seated for frequent prolonged periods.
·To apply best practice to long periods of VDU use.
·To work as part of the wider team, but also independently using your own initiative.
·Able to remain calm in stressful or confrontational situations, which are common place within this very busy environment
Person specification
Essential criteria
6. •Educated to Degree Level or able to demonstrate equivalent training or experience within this or a similar role •Minimum of 3 years’ flexible worker coordination experience within an acute setting at a comparable level •Extensive knowledge of NHS Staff Management Systems
Desirable criteria
7. Preferably with the NHS
Essential
Essential criteria
8. •Supervisory and leadership experience •Previous experience in a similar role •Previous negotiator/controller experience. •Previous experience of dealing with conflict and defusing difficult situations. •Extensive experience within a Medical locum recruitment and bookings environment. •Experienced in all areas of office administration •Experience of dealing with people both internal and external •Experience of 3rd party engagement •Working as part of a team and act on own initiative •Able to contribute to policy. •Extensive experience in the production of management information reports. •Detailed understanding of the financial implications of temporary Worker Engagement and the ability to use these skills to develop Management Information reports.
Desirable criteria
9. •Excellent organisational skills •Excellent verbal communication skills •Excellent telephone manner •Excellent negotiation skills •Ability to influence others •Ability to communicate effectively at all levels •Ability to deal sensitively with difficult people and situations •Ability to work well under pressure and within tight deadlines. •Ability to maintain clear and precise records •Must have advanced knowledge of all Microsoft office products. •Must have Advanced excel skills including formulas. •Ability to support, lead and supervise and influence others •Good understanding of temporary staffing/skills balance issues •An understanding of the current issues facing the NHS •A general understanding of the NHS equal opportunity and Health and Safety policies.
We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.
As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women’s staff networks to bring staff together and celebrate diversity across our whole workforce.
Please note that sponsorship under the Skilled Worker route is subject to Trust allocation and UK Visas and Immigration (UKVI) approval.
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
To ensure fairness and manageable shortlisting processes, some vacancies may have an application cap. This means the vacancy will close once a set number of applications have been received even if this happens before the advertised closing date.
We recommend applying as early as possible to avoid missing out. All applications received before the cap is reached will be considered equally and assessed against the person specification.