Job summary
The Healthroster System Administrator will work as a key member of the Healthroster Team to ensure the effective and efficient management of the Healthroster system across all areas of the Trust. This role is central to supporting both clinical and non-clinical services in making best use of the rostering system, helping to deliver safe staffing, effective workforce planning, and improved service delivery.
The post holder will act as the first point of contact for end users of the Healthroster suite of systems, managing first line support queries received via phone, email, or the dedicated Healthroster inbox. They will provide timely advice, troubleshooting, and practical solutions to managers and staff, ensuring that issues are resolved promptly and that staff feel supported in using the system confidently.
In addition to providing first line support, the post holder will play an active role in training delivery. They will also support both group and one-to-one training sessions, ensuring staff have the knowledge and skills required to use the system effectively.
A sound understanding of HR policies and procedures is required, enabling the post holder to provide staff with basic workforce advice and guidance when required. The role will involve working closely with colleagues across Workforce, HR, and clinical services to ensure consistency, compliance, and high standards of rostering practice.
Main duties of the job
To provide first-line advice and support to managers and staff on the Trust's HealthRoster system (including LOOP) via the dedicated HealthRoster inbox, escalating complex queries to the HealthRoster Manager.
To maintain a good working knowledge of NHS terms and conditions of service, and of Trust HR policies and procedures, applying this knowledge to support system users.
To assist managers in resolving queries relating to HealthRoster, including annual leave entitlements, sickness/absence, and unsocial hours pay enhancements.
To act as a key point of contact for HealthRoster system queries, responding promptly to emails and telephone calls.
To support the delivery of training and guidance to staff on the use of HealthRoster, adapting training materials as required to meet the needs of different audiences.
To encourage and persuade managers and staff to use the system effectively, providing clear guidance, reassurance, and practical solutions where difficulties arise.
To share knowledge and promote best practice within the HealthRoster team, contributing to continuous improvement in rostering processes.
To accurately maintain staff data within HealthRoster.
To liaise with Payroll on queries relating to HealthRoster extracts, including pay enhancements, absence, and leave records.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
The Healthroster System Administrator will work as a key member of the Healthroster Team to ensure the effective and efficient management of the Healthroster system across all areas of the Trust. This role is central to supporting both clinical and non-clinical services in making best use of the rostering system, helping to deliver safe staffing, effective workforce planning, and improved service delivery.
The post holder will act as the first point of contact for end users of the Healthroster suite of systems, managing first line support queries received via phone, email, or the dedicated Healthroster inbox. They will provide timely advice, troubleshooting, and practical solutions to managers and staff, ensuring that issues are resolved promptly and that staff feel supported in using the system confidently.
In addition to providing first line support, the post holder will play an active role in training delivery. They will contribute to the rollout and embedding of Healthroster version 11 across the Trust, assisting in the development, design, and adaptation of training materials to meet local needs. They will also support both group and one-to-one training sessions, ensuring staff have the knowledge and skills required to use the system effectively.
A sound understanding of HR policies and procedures is required, enabling the post holder to provide staff with basic workforce advice and guidance when required. The role will involve working closely with colleagues across Workforce, HR, and clinical services to ensure consistency, compliance, and high standards of rostering practice.
The Healthroster Team as a whole is committed to supporting end users and colleagues across Oxleas in maximising the benefits of e-rostering. This includes providing clear advice, promoting best practice in rostering, and identifying opportunities for improvement to ensure the system contributes effectively to safe staffing, cost efficiency, and staff wellbeing.
To provide first-line advice and support to managers and staff on the Trusts HealthRoster system (including EOL) via the dedicated HealthRoster inbox, escalating complex queries to the HealthRoster Manager.
To maintain a good working knowledge of NHS terms and conditions of service, and of Trust HR policies and procedures, applying this knowledge to support system users.
To assist managers in resolving queries relating to HealthRoster, including annual leave entitlements, sickness/absence, and unsocial hours pay enhancements.
To act as a key point of contact for HealthRoster system queries, responding promptly to emails and telephone calls.
To support the delivery of training and guidance to staff on the use of HealthRoster version 11, adapting training materials as required to meet the needs of different audiences.
To encourage and persuade managers and staff to use the system effectively, providing clear guidance, reassurance, and practical solutions where difficulties arise.
To share knowledge and promote best practice within the HealthRoster team, contributing to continuous improvement in rostering processes.
To accurately maintain staff data within HealthRoster, including new starters, position changes, terminations, work patterns, and restrictions, ensuring alignment with ESR.
To liaise with Payroll on queries relating to HealthRoster extracts, including pay enhancements, absence, and leave records.
To support the HealthRoster Manager in running weekly and monthly time and attendance, absence, and expenses extracts, ensuring accuracy and compliance.
To act as a HealthRoster super-user, running reports, managing the ESRHealthRoster Gateway process, and ensuring high standards of data quality.
To prepare and provide reports and data as required to HR, Nursing, Finance, and operational colleagues, contributing to KPI reporting and workforce planning.
Job description
Job responsibilities
The Healthroster System Administrator will work as a key member of the Healthroster Team to ensure the effective and efficient management of the Healthroster system across all areas of the Trust. This role is central to supporting both clinical and non-clinical services in making best use of the rostering system, helping to deliver safe staffing, effective workforce planning, and improved service delivery.
The post holder will act as the first point of contact for end users of the Healthroster suite of systems, managing first line support queries received via phone, email, or the dedicated Healthroster inbox. They will provide timely advice, troubleshooting, and practical solutions to managers and staff, ensuring that issues are resolved promptly and that staff feel supported in using the system confidently.
In addition to providing first line support, the post holder will play an active role in training delivery. They will contribute to the rollout and embedding of Healthroster version 11 across the Trust, assisting in the development, design, and adaptation of training materials to meet local needs. They will also support both group and one-to-one training sessions, ensuring staff have the knowledge and skills required to use the system effectively.
A sound understanding of HR policies and procedures is required, enabling the post holder to provide staff with basic workforce advice and guidance when required. The role will involve working closely with colleagues across Workforce, HR, and clinical services to ensure consistency, compliance, and high standards of rostering practice.
The Healthroster Team as a whole is committed to supporting end users and colleagues across Oxleas in maximising the benefits of e-rostering. This includes providing clear advice, promoting best practice in rostering, and identifying opportunities for improvement to ensure the system contributes effectively to safe staffing, cost efficiency, and staff wellbeing.
To provide first-line advice and support to managers and staff on the Trusts HealthRoster system (including EOL) via the dedicated HealthRoster inbox, escalating complex queries to the HealthRoster Manager.
To maintain a good working knowledge of NHS terms and conditions of service, and of Trust HR policies and procedures, applying this knowledge to support system users.
To assist managers in resolving queries relating to HealthRoster, including annual leave entitlements, sickness/absence, and unsocial hours pay enhancements.
To act as a key point of contact for HealthRoster system queries, responding promptly to emails and telephone calls.
To support the delivery of training and guidance to staff on the use of HealthRoster version 11, adapting training materials as required to meet the needs of different audiences.
To encourage and persuade managers and staff to use the system effectively, providing clear guidance, reassurance, and practical solutions where difficulties arise.
To share knowledge and promote best practice within the HealthRoster team, contributing to continuous improvement in rostering processes.
To accurately maintain staff data within HealthRoster, including new starters, position changes, terminations, work patterns, and restrictions, ensuring alignment with ESR.
To liaise with Payroll on queries relating to HealthRoster extracts, including pay enhancements, absence, and leave records.
To support the HealthRoster Manager in running weekly and monthly time and attendance, absence, and expenses extracts, ensuring accuracy and compliance.
To act as a HealthRoster super-user, running reports, managing the ESRHealthRoster Gateway process, and ensuring high standards of data quality.
To prepare and provide reports and data as required to HR, Nursing, Finance, and operational colleagues, contributing to KPI reporting and workforce planning.
Person Specification
Experience
Essential
- Experience / good understanding of systems
Experience
Desirable
- Training Experience in HealthRoster (or similar workforce management systems)
Experience
Desirable
- Healthroster / ESR / Workforce / Other similar system experience
Person Specification
Experience
Essential
- Experience / good understanding of systems
Experience
Desirable
- Training Experience in HealthRoster (or similar workforce management systems)
Experience
Desirable
- Healthroster / ESR / Workforce / Other similar system experience
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).
