NHS Blood and Transplant People First

Admin, Clerical and Operational Roles

Admin and Clerical Roles covers any office based/clerical roles up to Band 6.

Operational roles include roles such as

  • Drivers,
  • Healthcare Technical Officers (HTOs)
  • BD Agency Team Assistants 

These workers are provided by Alexander Mann through their extended supply chain using the Fieldglass system. Their suppliers for these roles are predominately  Brook Street for AFC and Hays for Operational roles but please don't contact your local branch as any transactions must be administered by Alexander Mann. All requirements will need approval through Fieldglass from a Budget Holder, or from a Procurement Administrator if evidence of Budget Holder approval is provided.

The Fieldglass system is supported by NHSBT’s procurement Department so any queries relating to Fieldglass please contact procurement on 0117 921 7600 or log a service now call using the Finance Customer Query Form.

Some agency workers require a DBS Check which you will need to indicate on your booking form. If you are unsure please check posts requiring DBS Checks.

It is advisable to ensure that you have a Fieldglass account as early as possible if you do not already have one. To request one click here. This will avoid any unnecessary delays once you have authorization to make your booking.

Note: NHSBT has decided that we will not contract with individuals via a personal service company without prior approval from the Director of Finance. All agency workers must be set up as PAYE or via an umbrella company, this is because all contractors are deemed inside of IR35 and therefore arrangements need to allow for the payment of employment taxes.

An overview of how to make your booking is provided below under How to Book.

How to book

  1. Quick Reference Guide Public Sector Resourcing provides a Quick Reference Guide to show an overview of the process of booking and selecting and agency worker which can be found here. However below is provided some additional information to support this.

  2. Fieldglass Accounts If you do not already have Fieldglass account you will need to request one by clicking here and completing the Fieldglass Registration form.  Do this early to ensure no delays. Further information is available on the use of Fieldglass in the Public Sector Resourcing Fieldglass Hiring Manager Guide and support can be provided by procurement on request.

  3. Booking your Agency Worker on FieldglassEnter your booking on the Fieldglass system (see additional information below). After submitting your request, you will need to add your budget manager or a Purchasing administrator as the step 4 approver using the instructions provided. You will be able to track your booking by accessing your Fieldglass account. A member of AMS or their nominated supplier will be in touch to discuss your requirement in more detail.

  4. Fieldglass Requisition Completion Before you submit your Fieldglass Requisition it is important to ensure you have provided all the information necessary. The system does not prompt you for everything so extra detail must be put in the “additional information specific to this role” field. A checklist provides reminders for you to include all the relevant information and how to answer some of the questions.

  5. Provision of CVs and ShortlistingAlexander Mann Solutions will provide CVs for you to shortlist and interview if applicable or arrange this via alternative Agencies. We recommend that you respond to shortlisting and process interview outcomes as a matter of urgency as you don't want to lose candidates. All interview arrangements and selection decisions should be actioned via the Fieldglass system in conjunction with liaising with your agency contact.

  6. Pre-employment ChecksThe agency will undertake all necessary pre-appointment checks and will confirm when satisfactory checks have been received so that you can arrange a start date.

  7. Starting Salary all Agency Workers or Contractors must commence on the minimum of the salary scale and you should check this when rates are agreed with the Agency.

  8. Tax Assurance Where asked on the Requisition “is the role in or out of scope of IR35?” you must respond that it is “In Scope”. This is the case for all roles to be filled by agency workers or contractors within NHSBT.  The manager will need to check their contractor is set up as PAYE or via an umbrella company at the agency. The manager must then send an e-mail to assurance@nhsbt.nhs.uk. advising of this status.

  9. Timesheet Approval Timesheets and payments are managed through the Fieldglass system. If a worker finishes earlier than their planned assignment end date please contact procurement on 0117 921 7600 or log a service now call using the Finance Customer Query Form.

Guidance and Checklists

Use of alternative suppliers

Where it has not been  possible to use our preferred suppliers and your requirements have not been filled via Fieldglass you should contact Procurement on 0117 921 7600 or log a service now call using the Finance Customer Query Form.

You can then refer to the guide to alternative suppliers. You will also need to ask the agency to complete the clearances checklist for agency/ contract workers.

Induction

Agency workers must undertake relevant induction and mandatory training to understand what is required please see preparing for your new starter.

Leavers

It is essential that a leavers process is followed at the point of the Agency/ Contract Workers leaving to ensure relevant IT accounts are closed and/ or security passes etc are retrieved prior to them leaving. Please refer to the departments to notify.

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