Job summary
Are you passionate about healthcare and technology? Do you thrive in dynamic environments where you can make a real impact? University Hospitals Coventry and Warwickshire NHS Trust is looking for a dedicated and innovative Medical E-Rostering Advisor to join our team!
- Role Title:Medical E-Rostering Advisor
- Band: 5
- Contract:Permanent Full-time
About Us: At UHCW NHS Trust, our vision is to be a national and international leader in healthcare, rooted in our communities. We aim to deliver the best care for our communities by providing proactive, joined-up support for local people and delivering specialised services for those with the most complex health conditions. Our values of Compassion, Openness, Pride, Partnership, Improve, Learn, and Respect guide everything we do.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Main duties of the job
Key Responsibilities:
- Support the delivery, development, and maintenance of the Trust's E-Rostering system to improve workforce planning, staff experience, and service efficiency.
- Provide ongoing support on the design, coordination, and optimisation of medical rotas across the Trust, ensuring compliance with workforce regulations and safe staffing standards.
- Conduct training sessions and workshops, and provide expert advice to rota coordinators, medical staff, and managers.
- Coordinate the setup and maintenance of doctors' rotations within the E-Rostering system, ensuring alignment with national and local training programme requirements.
- Contribute to system development by identifying areas for improvement and supporting change initiatives.
What We Offer:
- A supportive and collaborative work environment.
- Opportunities for professional development and career growth.
- The chance to be part of a forward-thinking organisation committed to excellence in healthcare.
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description
Job responsibilities
E-Rostering System Support:
- Support the rollout, implementation, and maintenance of the Trusts E-Rostering system.
- Conduct training sessions and workshops in support of the E-Rostering project
- Provide advice, and guidance to rota coordinators, medical staff, and managers on the effective use of E-Rostering functionality.
- Conduct data quality audits to ensure the accuracy and integrity of roster and rota information.
- Produce reports and workforce dashboards (e.g., fill rates, compliance, annual leave utilisation, job plan alignment).
- Contribute to system development by identifying areas for improvement and supporting change initiatives.
- Maintain data integrity across E-Rostering and ESR systems.
- Doctors Rotations Management: Coordinate the setup and maintenance of doctors rotations within the E-Rostering system, ensuring alignment with national and local training programme requirements.
- Advising in the drafting and amending of a UHCW Medic E-Rostering Policy
- Work with Medical Education, HR, and Clinical Leads to ensure accurate allocation of doctors to posts/rotations, taking into account training needs, service delivery, and EWTD compliance.
- Supporting the Project Manager to implement an effective system to evaluate and measure benefits, setting objectives with managers
- Liaising with third party suppliers to ensure that issues are resolved in a timely fashion
- Ensure rotations are accurately reflected in E-Rostering and ESR, providing timely updates to reflect starters, leavers, and mid-rotation changes.
- Link doctors rotation data with recruitment and establishment data to maintain accurate workforce information and support medical recruitment campaigns.
- Act as a key point of contact for doctors, rota coordinators, and programme administrators, resolving queries related to placements, rotations, and roster allocations.
Medical Rota Design & Coordination:
- Support with ongoing management of compliant medical rotas, ensuring adherence to EWTD, New Deal, and contractual requirements, where necessary.
- Work with Clinical Leads, rota coordinators, and service managers to balance rota requirements, including service delivery, training needs, and staff wellbeing.
- Provide expert advice and guidance for ongoing rota design or governance queries.
- Ensure clear and timely communication of rota information to staff and managers to enable roster creation.
Leadership & Service Development:
- Provide support and mentorship to colleagues, ensuring consistency and accuracy of processes.
- Deputise for the E-Rostering Project Manager when required.
- Participate in workforce planning projects and contribute to service improvement initiatives.
- Promote equality, diversity, and inclusion in all aspects of service delivery.
General:
- Lead on any project work as directed, e.g. obtaining information from various sources, collation and reporting of data, assisting in the production of reports and other documents.
- Line manage the Medical Workforce rostering team, including completion of appraisals, monitoring of sickness absence and coordination of annual leave.
- Provide general assistance in the Medical Workforce Department, particularly in the absence of other staff, to ensure the smooth running of the department at all times.
- Assist with the preparation and documentation of minutes for designated meetings
- Maintain an up-to-date knowledge of Junior doctors contract and working conditions guidance related to working arrangements.
- Any other duties deemed to be within the capability of the role.
For further details of the role please see the attached job description.
Job description
Job responsibilities
E-Rostering System Support:
- Support the rollout, implementation, and maintenance of the Trusts E-Rostering system.
- Conduct training sessions and workshops in support of the E-Rostering project
- Provide advice, and guidance to rota coordinators, medical staff, and managers on the effective use of E-Rostering functionality.
- Conduct data quality audits to ensure the accuracy and integrity of roster and rota information.
- Produce reports and workforce dashboards (e.g., fill rates, compliance, annual leave utilisation, job plan alignment).
- Contribute to system development by identifying areas for improvement and supporting change initiatives.
- Maintain data integrity across E-Rostering and ESR systems.
- Doctors Rotations Management: Coordinate the setup and maintenance of doctors rotations within the E-Rostering system, ensuring alignment with national and local training programme requirements.
- Advising in the drafting and amending of a UHCW Medic E-Rostering Policy
- Work with Medical Education, HR, and Clinical Leads to ensure accurate allocation of doctors to posts/rotations, taking into account training needs, service delivery, and EWTD compliance.
- Supporting the Project Manager to implement an effective system to evaluate and measure benefits, setting objectives with managers
- Liaising with third party suppliers to ensure that issues are resolved in a timely fashion
- Ensure rotations are accurately reflected in E-Rostering and ESR, providing timely updates to reflect starters, leavers, and mid-rotation changes.
- Link doctors rotation data with recruitment and establishment data to maintain accurate workforce information and support medical recruitment campaigns.
- Act as a key point of contact for doctors, rota coordinators, and programme administrators, resolving queries related to placements, rotations, and roster allocations.
Medical Rota Design & Coordination:
- Support with ongoing management of compliant medical rotas, ensuring adherence to EWTD, New Deal, and contractual requirements, where necessary.
- Work with Clinical Leads, rota coordinators, and service managers to balance rota requirements, including service delivery, training needs, and staff wellbeing.
- Provide expert advice and guidance for ongoing rota design or governance queries.
- Ensure clear and timely communication of rota information to staff and managers to enable roster creation.
Leadership & Service Development:
- Provide support and mentorship to colleagues, ensuring consistency and accuracy of processes.
- Deputise for the E-Rostering Project Manager when required.
- Participate in workforce planning projects and contribute to service improvement initiatives.
- Promote equality, diversity, and inclusion in all aspects of service delivery.
General:
- Lead on any project work as directed, e.g. obtaining information from various sources, collation and reporting of data, assisting in the production of reports and other documents.
- Line manage the Medical Workforce rostering team, including completion of appraisals, monitoring of sickness absence and coordination of annual leave.
- Provide general assistance in the Medical Workforce Department, particularly in the absence of other staff, to ensure the smooth running of the department at all times.
- Assist with the preparation and documentation of minutes for designated meetings
- Maintain an up-to-date knowledge of Junior doctors contract and working conditions guidance related to working arrangements.
- Any other duties deemed to be within the capability of the role.
For further details of the role please see the attached job description.
Person Specification
Qualification /Training
Essential
Desirable
Experience
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
Person Specification
Qualification /Training
Essential
Desirable
Experience
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospital Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
Employer's website
https://www.jobsatuhcw.co.uk (Opens in a new tab)
