Temporary Staffing Co-ordinator – Band 4 – Chertsey

We are looking for a highly organised, proactive, and customer-focused individual who thrives in a fast-paced environment and enjoys building positive relationships with a wide range of people. The postholder will have excellent attention to detail, strong administrative skills, and the ability to manage multiple priorities while maintaining accuracy and professionalism. Whether supporting managers, liaising with agencies, or guiding new staff through recruitment and onboarding processes, you will take pride in delivering an outstanding service that directly contributes to patient care.

In return, you’ll join a supportive and collaborative team where your work has a visible impact on maintaining safe staffing levels across the Trust. This is an excellent opportunity for someone looking to develop a career within NHS workforce, recruitment, or HR services, gaining valuable experience across recruitment, compliance, temporary staffing and E-Rostering, and workforce systems. If you are motivated by making a difference, enjoy problem-solving, and want to be part of an organisation dedicated to delivering exceptional patient care, we would love to hear from you.

Main duties of the job

The Temporary Staffing Co-Ordinator provides a comprehensive and professional recruitment and workforce support service, managing end-to-end bank recruitment processes for all staff groups and coordinating medical agency bookings across the Trust. The role is responsible for ensuring timely onboarding of bank workers, maintaining accurate workforce records, processing compliance documentation, supporting staffing requests through systems such as Locum’s Nest and Plus us, and acting as a key point of contact for managers, departments, agencies, and prospective applicants. The post holder plays a vital role in maintaining safe staffing levels by delivering efficient administrative support, ensuring compliance with NHS standards, and promoting the Trust’s ‘Bank On Us’ service.

Working for our organisation

Ashford and St. Peters Hospitals NHS Foundation Trust is the largest provider of acute hospital services to Surrey residents, serving a population of 410,00 people and employing approximately 4,800 staff.

Our vision is to provide an outstanding experience and best outcomes for patients and the team.  We are committed to providing continuous professional development and flexibility to deliver our workforce plan.

We are part of a collaborative Group with the Royal Surrey NHS Foundation Trust. As part of this partnership, colleagues may occasionally work across both organisations to support shared services, development opportunities and patient care.

St Peter’s Hospital delivers complex medical and surgical care, maternity and emergency services. Day and orthopaedic surgery, ophthalmology and outpatient services are delivered at Ashford Hospital.  Additional services are delivered at Woking Community Hospital.

Our Values provide us with the behaviours we respect and can commit to. By living our values through our everyday interactions, we can build a stronger, more resilient, and forward- thinking organisation, guiding us to achieve success and make a positive impact on how we deliver our services.

We can offer you the full range of NHS benefits and discounts.

Please note that adverts may close early, so early application is encouraged.

For more information about careers at ASPH please visit:
www.asph-careers.org

Detailed job description and main responsibilities

• Manage the full end-to-end recruitment process for bank staff across all staff groups, including both joiners and leavers.
• Issue recruitment correspondence and communicate with applicants throughout the onboarding process.
• Chase, receive, verify, and process recruitment documentation and pre-employment checks.
• Monitor and progress employment clearances, escalating delays where appropriate.
• Maintain accurate recruitment trackers and update workforce information on ESR and other relevant systems.
• Support the Leaver to Bank process, ensuring all required documentation and system updates are completed.
• Conduct identity checks and verify documentation required for DBS applications.
• Create and process payroll forms relating to bank worker appointments and postings.
• Maintain accurate electronic and paper-based personnel records in line with Trust requirements.

Medical Agency Coordination

• Coordinate all medical agency staffing requests on behalf of departments across the Trust using Plus Us booking system.
• Liaise with clinical departments and agency providers to source suitable temporary workers.
• Review agency rates and total booking costs, obtaining appropriate approvals prior to confirmation.
• Complete and verify compliance checks for all agency workers before engagement.
• Monitor agency bookings to ensure compliance with NHS and Trust requirements.
• Maintain accurate records relating to agency bookings, approvals, and compliance documentation.

Temporary Staffing Operations

• Promote a positive and professional image of the Trust’s Bank On Us service at all times.
• Respond promptly and professionally to telephone, email, and face-to-face enquiries from managers, staff, applicants, and agency providers.
• Investigate and respond to bank worker withdrawals, identifying reasons and escalating concerns where appropriate.
• Maintain an up-to-date understanding of bank pay rates, escalation rates, and associated approval processes.
• Develop and maintain knowledge of NHSI agency cap rates and their application.
• Assist with processing electronic invoices through Oracle and support related financial administration.
• Save and maintain staffing documentation and records within the HR Drive and other approved systems.
• Support the administration and maintenance of Bank On Us records and databases.

Staffing Systems and Shift Management

• Support the management of nursing and agency bookings through Locum’s Nest, including:
  • Booking bank and agency shifts.
  • Cancelling and amending shifts as required.
  • Creating additional shifts and bank postings.
  • Releasing vacant shifts to agency suppliers.
  • Creating and maintaining agency worker records.
  • Conducting compliance checks for new agency workers.
  • Resolving timesheet queries.
  • Re-booking redeployed workers to the correct departments.
  • Liaising with Ward Managers, Matrons, and external agency suppliers regarding staffing requirements.
• Ensure staffing systems are maintained accurately and updated in a timely manner.

Training and Workforce Support

• Maintain training records and monitor completion requirements.
• Support the distribution of uniforms and name badges to new starters.
• Order uniforms and identification badges as required and maintain associated records.

On-Call Responsibilities

• Participate in the Temporary Staffing On-Call rota as required.
• Provide staffing support outside of normal working hours, including:
  • Booking bank workers into vacant shifts.
  • Liaising with wards regarding staffing shortages and cancellations.
  • Coordinating with agency providers to fill urgent staffing gaps.
  • Supporting nursing and medical staffing issues as they arise.
• Work remotely using Trust-provided equipment while undertaking on-call duties.

Governance and Compliance

• Maintain a working knowledge of Temporary Staffing policies, procedures, and relevant NHS guidance.
• Ensure all recruitment, booking, and compliance activities are undertaken in accordance with Trust policies and legal requirements.
• Identify, report, and escalate any issues relating to compliance, policy adherence, or staffing processes.
• Support audits and provide information as required.

General Responsibilities

• Provide high-quality administrative support to the Temporary Staffing Team.
• Assist the Temporary Staffing Team Leader and Temporary Staffing Manager with service improvement initiatives and ad-hoc projects.
• Work collaboratively with colleagues across the Trust to support service objectives.
• Undertake any other duties commensurate with the grade and responsibilities of the post.