Job responsibilities
Key Result Areas
Work to support managers in maintaining safe staffing levels that meet service requirements by ensuring managers understand demand templates vs budget.
Will undertake regular roster reviews with Heads of Nursing, Matrons and Ward, Finance, General and HR Managers to ensure KPI reports remain current and meaningful.
be responsible for maintaining and monitoring Roster Perform KPIs in line with Trust requirements and to engage users in understanding and improving them where needed and to assist with production of reports including project updates, board and unify reports as directed.
work closely with team managers to improve the efficient and equitable use of staff through E-Rostering and staff bank/agency usage.
be responsible for reporting any deviations from the roll out plan to the Deputy Director of Nursing & E-Rostering Project Board and appraising them of any significant issues that may arise.
Be responsible for training managers and administrators to use the E-Rostering function ensuring that they are sufficiently trained to run complex duty rosters on the system.
Be responsible for working with unit managers using E-Rosters to regularly review system rules and personalised working patterns to ensure that they continue to be relevant. Working with managers to find solutions when new complexities appear in their rosters.
Provide on-going support to end-users including updates, further training and advice when needed.
Assist in the collation of information for reports as required, including the monthly system generated KPI reports from Roster Perform and to support unit managers with further analysis and understanding when necessary.
Attend and participate at regional and national Allocate User Group meetings to maintain competences understand new system elements and share best practice.
Create and maintain quick reference user guides and publish on E-Rostering web page.
Responsible for leading on E-Rostering and Staff Bank system changes and upgrades working closely with IT Services, Employment services and ESR Leads to review requirements, plan for the change and prepare necessary communication messages.
To meet monthly with the Strategic User Group to share and discuss any issues arising and actions needed.
To provide support/cover for the Staff Bank Team during Leads absence.
To provide expert system advice and ad hoc training to support the transition of E-Expenses, payroll and personnel elements to business as usual.
Support the implementation and enforcement of new and existing policies and procedures.
Monitor the approval of rosters feeding back to the appropriate managers where rosters have not been approved on time.
Ensure the HealthRoster system is configured in accordance with the Roster Policy.
Ensure the HealthRoster system remains appropriately configured.
Provide support and on-going training to the users of Health roster.
Communication & Relationship Skills
The post holder will have the responsibility for providing and receiving detailed and highly complex sensitive and potentially contentious documents that will need reviewing and validating. The post holder will have to deal with staff and stakeholders at all levels so the ability to negotiate, persuade and motivate is key.
Act as the first point of contact for all user queries and first level of support.
Part of the role will be to develop and present information to key groups, understanding the different audiences and the requirement to produce things in different formats and complexities to meet the needs of the required audience.
The post holder will attend some high level meetings that at times can be confrontational and in which the content can be of sensitive and confidential.
Liaise with the HealthRoster Support Team to resolve system issues as required.
Analytical & Judgemental Skills
Required to cross reference documents to ensure that consistency is maintained and resolve issues identified using own initiative.
Reviewing large amounts of highly complex data to develop performance reports and identification benefits produced from the project. This will include having to take raw data analyse it and translate it in to graphs, spreadsheets and reports with narrative regarding the findings.
Planning & Organisation Skills
Responsibility for event planning.
Planning and co-ordinating events in relation to the roster review meetings Dealing with competing deadlines, which may mean having to negotiate with other parties to be able to either meet or revise plans.
The post holder will need to work under pressure and within tight timescales to meet the requirement for delivery of weekly/2weekly, monthly and ad hoc project documentation.
Responsible for setting deadlines to provide project information, monitoring and reviewing, ensuring that these are adhered to and taking appropriate action if identified that this is not the case.
Physical Skills & Mental Effort
Frequent need for intense concentration with a predictable work pattern. Analysis of data, writing reports, updating and preparing information.
Reviewing large amounts highly complex information which needs manipulating and translating in to report format.
Working Conditions
Requirement to use VDU equipment more or less continuously daily.
Responsibility for Policy/Service Development
Will be responsible for the design and ongoing development for the protocols and governance arrangements for the health roster implementation and ongoing usage based on and meeting best practice and guidelines.
Post holder will be responsible for the co-ordination and delivery of this area, ensuring that the organisation remains compliant in its processes.
Post holder will be the key contact for individuals involved in the implementation and use of the health roster.
Responsibility for Human Resources
Provides support and training to E-roster users.
Responsibility for Information Resources
Will be required to use a range of information applications and data bases data sources to create and produce reports.
Freedom to Act
The post holder is managed rather than supervised and will be expected to work on own initiative, problem solving and resolving issues on a daily basis.
The post holder will need to resolve issues relating to project documentation and/or project detail/ reporting, only escalating exceptions as required.
Organisational Responsibilities
Information Security and Confidentiality
During the course of your employment you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly relating to patients or staff. All person identifiable information must be held in the strictest confidence and should be disclosed only to authorised people in accordance with NHS Confidentiality Guidelines and the Data Protection Act 1998 unless explicit written consent has been give by the person identified, or where information sharing protocols exist.
Care Quality Commission (CQC)
The CQC provides a framework for continuous improvement in quality of the care that people receive. As an employee you will be expected to work within this framework and assist with the process of ensuring that SWFT offers effective and high quality services.
Risk Management
Staff at all levels has a responsibility for ensuring that risks are managed at work group and local level. This process will include the assessment and effective control of all acceptable risk situations.
As an employee you will be expected to maintain a high level of awareness and assist in the process of reporting incidents, assessing risks and reporting unsafe occurrences and co-operate with any investigations undertaken.
Employees will be required to adhere to SWFT policies and procedures and attend statutory and mandatory training.
Equality & Diversity Aims
As a member of staff at SWFT you have a personal responsibility to ensure you do not discriminate, harass or bully or contribute to the discrimination, harassment or bullying of any colleague(s), patients, carers or visitors or condone discrimination, harassment or bullying by others.
Development
All employees have a responsibility to participate in regular performance and development reviews with their manager where they will identify performance standards for the post. As part of the appraisal process there is a joint manager/staff responsibility to identify learning and development needs to meet the performance standards required of the post holder.
Standards of Business Conduct & Conflict of Interest
The NHS Code of Conduct and Standards of Business conduct for NHS Staff require all employees to declare all situations where you or a close relative or associate has a controlling interest in a business [such as a private company, public organisation or other NHS or voluntary organisation] or in any activity which may compete for any NHS contracts to supply goods or services to the PCT. All such interests must be declared in the PCTs register of interests either on appointment or when such interests are gained.
