Portsmouth Hospitals University NHS Trust

Rostering Systems Administrator

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Job summary

The Rostering Team, as part of the Single Corporate Service supports both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust, this role is a designated site-based role however the post holder can work in either Portsmouth or the Isle of Wight hospital sites.

Both NHS organisations use the Allocate Optima Rostering product suite, we collectively support over 12,000 staff to use our systems so any experience with this is a benefit, however full accredited training and support will be provided so we are happy to accept applications from all experience levels.

The team is small and friendly with a genuine passion for what they do, it's an exciting time as these roles are being created to enable us to continue and increase the use of our workforce planning tools to more staff.

Main duties of the job

Act as a first line support for Rostering systems users across both sites, providing straight forward advice and guidance. Working collaboratively to provide a comprehensive Rostering service to both sites for all staff groups.

Act as a systems administrator for the solutions; maintaining systems security and helping resolve issues as part of the project team.

Support with the preparation of training materials that reflect software updates / upgrades or improvements which may be made as the project progresses.

Support to ensure that best practice and uniform delivery of the solutions are provided across the Trusts.

Maintain the systems database as required and advised by the Rostering Manager, ESR Operational Lead and 3rd party supplier.

About us

Our vision for Single Corporate ServicesIsle of Wight NHS Trust (IWT) and Portsmouth Hospitals University NHS Trust (PHU) have a shared vision of a single corporate service across our two organisations, supported by a single set of identical systems and processes, under joint leadership, to drive significant efficiencies, improve employee experience, and return time to patient care.

This vacancy is part of the Single Corporate Services Division.

Why are we changing the way we deliver Corporate Services?Working as a partnership, both IWT and PHU have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this. The creation of a single corporate service is essential for us to support our clinical and operational services, and our wider transformation programme.

The single corporate service is delivered across both organisation. You may be based at either IWT or PHU and individuals may be required to undertake business travel between sites. For leaders managing staff across multi-site locations, you will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.

Date posted

13 February 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time

Reference number

REF1214E

Job locations

Queen Alexandra Hospital

Cosham

PO6 3LY

Job description

Job responsibilities

Support the with drafting and prepare data on and scheduled reporting requires for the organisations.
Create systems for logging and recording that that all users complete and sign user agreement access forms.
Raise and escalate systems issues with the relevant provider, liaising regularly to seek quick resolution.
Undertake regular review and audit of the access users have to the system to ensure that those who have had training and a user account created use the system as expected and ensure that no inappropriate access is given to the system.
Support testing, update and upgrade processes with technical advice throughout user testing period, recording any issues experienced with the system configuration.
Support to ensure that the system remains live and that robust mechanisms are in place to manage changes of roles and user access along with the management of leavers with access to the system.
Maintain access for Easy Expenses and Epay for users, dealing with queries and escalating as necessary to the People Services Team for support (Intention to move to one system in future which would potentially link to roster).

Job description

Job responsibilities

Support the with drafting and prepare data on and scheduled reporting requires for the organisations.
Create systems for logging and recording that that all users complete and sign user agreement access forms.
Raise and escalate systems issues with the relevant provider, liaising regularly to seek quick resolution.
Undertake regular review and audit of the access users have to the system to ensure that those who have had training and a user account created use the system as expected and ensure that no inappropriate access is given to the system.
Support testing, update and upgrade processes with technical advice throughout user testing period, recording any issues experienced with the system configuration.
Support to ensure that the system remains live and that robust mechanisms are in place to manage changes of roles and user access along with the management of leavers with access to the system.
Maintain access for Easy Expenses and Epay for users, dealing with queries and escalating as necessary to the People Services Team for support (Intention to move to one system in future which would potentially link to roster).

Person Specification

Experience

Essential

Experience of providing administrative support to a system.
Strong Administrative skills.
Experience of working in a busy / demanding customer service environment.

Desirable

Experience of dealing with rostering software in the NHS (full training will be provided.)
Experience of using ESR.

Qualifications

Essential

Level 3 Diploma or equivalent qualification.

Knowledge

Essential

Knowledge of IT systems management and IT solutions.
Ability to communicate effectively.

Person Specification

Experience

Essential

Experience of providing administrative support to a system.
Strong Administrative skills.
Experience of working in a busy / demanding customer service environment.

Desirable

Experience of dealing with rostering software in the NHS (full training will be provided.)
Experience of using ESR.

Qualifications

Essential

Level 3 Diploma or equivalent qualification.

Knowledge

Essential

Knowledge of IT systems management and IT solutions.
Ability to communicate effectively.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.