Portsmouth Hospitals University NHS Trust

Rostering Systems Administrator

The closing date is 22 April 2026

Job summary

This post is only open for applications for internal applicants for Portsmouth Hospitals University NHS Trust and Isle of Wight NHS Trust.

NHS Band 3: £25,760 - £27,476 per annum

Hours Per Week: 37.5 full time

Contract Type: Permanent

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.

Main duties of the job

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.

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

Specific Core Functions:

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.

About us

Working as a partnership, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust 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 single corporate service is delivered across both organisations. 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.

The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veterans' status, colour, religion, disability, sexual orientation, and beliefs.

Date posted

07 April 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year

Contract

Permanent

Working pattern

Full-time

Reference number

REF2174U

Job locations

Queen Alexandra Hospital

Southwick Hill Road

Cosham

Portsmouth

PO6 3LY

Job description

Job responsibilities

Key Responsibilities:

Communication and Working Relationships

The post holder will be providing and receiving routine information orally, in writing or electronically to inform work colleagues, patients, clients, carers, the public or other external contacts. The communication will include;

Providing and receiving routine information which requires tact or persuasive skills or where there are barriers to understanding
providing and receiving complex or sensitive information,
providing advice, instruction, or training to groups, where the subject matter is straightforward.

Analytical and Judgement

Judgements involving facts or situations, some of which require analysis.

Planning and organising

The post holder organises own day-to-day work tasks or activities.

Physical Skills

The post requires physical skills which are normally obtained through practice over a period of time or during practical training e.g. standard driving or keyboard skills, use of some tools and types of equipment.

Patient Client Care

Assists patients/clients/relatives during incidental contacts.

Policy and Service Development

The post holder follows policies in own role which are determined by others; no responsibility for service development, but may be required to comment on policies, procedures, or possible developments.

For Further information please refer to job description.

Job description

Job responsibilities

Key Responsibilities:

Communication and Working Relationships

Providing and receiving routine information which requires tact or persuasive skills or where there are barriers to understanding
providing and receiving complex or sensitive information,
providing advice, instruction, or training to groups, where the subject matter is straightforward.

Analytical and Judgement

Judgements involving facts or situations, some of which require analysis.

Planning and organising

The post holder organises own day-to-day work tasks or activities.

Physical Skills

The post requires physical skills which are normally obtained through practice over a period of time or during practical training e.g. standard driving or keyboard skills, use of some tools and types of equipment.

Patient Client Care

Assists patients/clients/relatives during incidental contacts.

Policy and Service Development

The post holder follows policies in own role which are determined by others; no responsibility for service development, but may be required to comment on policies, procedures, or possible developments.

For Further information please refer to job description.

Person Specification

Qualifications

Essential

Diploma or equivalent qualification.

Experience

Essential

Experience of providing administrative support to a system.
Good customer services skills.
A desire to build good relationships with our systems users.
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.

Skills and Knowledge

Essential

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

Desirable

Knowledge of NHS rostering practices.

Person Specification

Qualifications

Essential

Diploma or equivalent qualification.

Experience

Essential

Experience of providing administrative support to a system.
Good customer services skills.
A desire to build good relationships with our systems users.
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.

Skills and Knowledge

Essential

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

Desirable

Knowledge of NHS rostering practices.

Employer details

Employer name

Portsmouth Hospitals University NHS Trust

Address

Queen Alexandra Hospital

Southwick Hill Road

Cosham

Portsmouth

PO6 3LY

Employer's website

https://www.porthosp.nhs.uk/work-for-us/ (Opens in a new tab)

Employer details

Employer name

Portsmouth Hospitals University NHS Trust

Address

Queen Alexandra Hospital

Southwick Hill Road

Cosham

Portsmouth

PO6 3LY

Employer's website

https://www.porthosp.nhs.uk/work-for-us/ (Opens in a new tab)