Job summary
The e-Rostering Managers main objectives will be to manage the e-Rostering system and oversee the work of the team in implementing good rostering practice that supports safe, effective and efficient use of Trust's workforce.
Main duties of the job
- Provide high quality, advanced, specialized knowledge and technical rostering expertise to Department Managers, Clinicians, Ward Managers and all other Trust staff in the effective use of the e-Rostering systems.
- Involve in project work to ensure the system configuration supports the needs of the service, and allows for accurate management information and analytics.
- Provide high quality reports on rostering activity for all divisions to support effective workforce planning.
- Support the implementation of e-Rostering systems for the newly added cost centres and services to be able to consistently maintain rostering processes electronically.
About us
Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.
We have nearly 7,000 members of staff that are PROUD to Care for nearly one million people.
Both hospitals provide full clinical services, including full maternity, emergency and children's, in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.
We're one of the best performing Trusts in the country. We're also one of the top trusts to work for - our staff says they're engaged, motivated, and would recommend us as a place to work and receive treatment.
Our Trust has been rated by the Care Quality Commission as 'Good' in all five of the main domains of safe, effective, caring, responsive and well-led, giving an us overall rating of 'Good'. We've also been awarded an 'Outstanding' rating for 'use of resources' by an NHS Improvement inspection.
Our facilities are some of the best in the country. We have been investing significant Capital year on year in our estate.
We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminster and are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.
Job description
Job responsibilities
- Responsible to deliver day to day user support and system management for the e-Rostering system, feeding into payroll processes, develop and implement staff rosters that are compliant with EWTD, Trust staffing requirements, Trust Rostering Policy and any other relevant policies for efficient use of staff resources.
- Lead, manage and support the business change process across the Trust in relation to rostering and effective workforce planning.
- Work closely and collaboratively with ward managers, clinical leads and team leaders, department leads to ensure a successful and effective implementation of e-Rostering system and embedding the best rostering practices.
- Ensure that the e-Rostering systems are linked and interfaces with ESR, Payroll and other relevant HR systems for the payment of unsocial hours, on-call and overtime duties, e-Expenses, annual leave and sickness absence.
- Ensure that the data flow between e-Rostering systems and ESR is comprehensive, timely and accurate.
- Act as the lead point of contact for managing the contract and service level agreement with the software supplier, raising and resolving technical issues, advising in relation to contract changes and working in partnership to improve overall service delivery.
- Act as the main point of contact in the Trust to raise awareness of the e-Rostering software and the change activities to staff who may wish to use it and to feedback any difficulties or issues to the relevant departments.
- Implement effective processes to evaluate and measure the benefits of e-Rostering systems to the Trust.
- Lead on the project management and implementation of any major systems implementation, integration or upgrade projects within a delegated budget ensuring that the project is costed, resourced and delivered to time and budget.
- Hold responsibility for planning and facilitating designated work streams for programme implementation, undertaking all activities in a timely manner to ensure that each phase is rolled out in accordance with deadlines.
- Responsible to arrange and deliver training for new users specially who are ward managers, matrons and department heads to ensure best knowledge of how to use the e-Rostering systems effectively to achieve their rostering KPIs and staffing goals.
- Responsible to arrange and deliver training on e-Rostering systems to the key stakeholders for reporting on KPIs and Bank and Agency spend.
- Produce and maintain high quality user guides and training materials on effective use of e-Rostering systems to support training and incoming business as usual queries.
- Ensure the provision of a high quality, responsive support service for e-Rostering with calls logged and appropriately escalated.
- Develop policy and procedures for the appropriate and effective use of e-Rostering systems throughout the Trust, working closely with clinicians and other stakeholders, to ensure benefits realisation.
- Ensure that the Trust e-Rostering Policy is applied consistently by all departments and escalating any issues to Head of temporary Staffing and e-Rostering.
- Carry out regular analysis and produce reports on rostering practices, drawing conclusion and presenting recommendations to the senior management teams across the Trust.
- Provide adequate support to the HRBPs with required information relevant to the rostering practices.
- Lead regular e-Rostering Operational Group meetings designed to encourage open communication on the effective use of HealthRoster.
- Be accountable for maintaining high data quality and confidentiality standards within the system.
- Ensure effective establishment control is maintained for all the live rosters by regularly updating HealthRoster information from Finance ledger as well as ESR.
- Ensure regular maintenance of the gateway.
- Lead the provision of on-going technical support, maintenance, upgrades and development of the e-Rostering software (HealthRoster, BankStaff, EOL/MOL, SafeCare or any other new system Trust may implement in future) so that the Trust may benefit from enhancements to the product functionality.
- Participate and lead the e-Rostering systems upgrade process consisting liaising with supplier, arranging suitable upgrade dates, check systems requirements, testing new version in PreProd, checking release notes for changes, and arranging Trust wide communication to all users about the systems down times.
- Own and maintain the Intranet section for e-Rostering with up to date e-Rostering related information, top tips, roster publications dates, contact details for support and all other relevant information to support the users for effective rostering.
- Manage and develop the performance and capability of members of the e-rostering team including setting performance standards, promoting regular feedback and carrying out appraisals.
- Identify, undertake/implement any relevant recruitment, development and training for the e-Rostering team as necessary.
- Hold responsibility for undertaking of sickness absence monitoring, return to work interviews, performance and grievance issues in line with the Trusts policies and procedures
- Conduct appraisal and agree Personal Development Plans with each member of the team and provide regular coaching as necessary.
- Lead and participate in a range of workforce systems initiatives as delegated by the Head of Temporary Staffing and e-Rostering, in order to ensure the integration of operational and strategic issues.
Job description
Job responsibilities
- Responsible to deliver day to day user support and system management for the e-Rostering system, feeding into payroll processes, develop and implement staff rosters that are compliant with EWTD, Trust staffing requirements, Trust Rostering Policy and any other relevant policies for efficient use of staff resources.
- Lead, manage and support the business change process across the Trust in relation to rostering and effective workforce planning.
- Work closely and collaboratively with ward managers, clinical leads and team leaders, department leads to ensure a successful and effective implementation of e-Rostering system and embedding the best rostering practices.
- Ensure that the e-Rostering systems are linked and interfaces with ESR, Payroll and other relevant HR systems for the payment of unsocial hours, on-call and overtime duties, e-Expenses, annual leave and sickness absence.
- Ensure that the data flow between e-Rostering systems and ESR is comprehensive, timely and accurate.
- Act as the lead point of contact for managing the contract and service level agreement with the software supplier, raising and resolving technical issues, advising in relation to contract changes and working in partnership to improve overall service delivery.
- Act as the main point of contact in the Trust to raise awareness of the e-Rostering software and the change activities to staff who may wish to use it and to feedback any difficulties or issues to the relevant departments.
- Implement effective processes to evaluate and measure the benefits of e-Rostering systems to the Trust.
- Lead on the project management and implementation of any major systems implementation, integration or upgrade projects within a delegated budget ensuring that the project is costed, resourced and delivered to time and budget.
- Hold responsibility for planning and facilitating designated work streams for programme implementation, undertaking all activities in a timely manner to ensure that each phase is rolled out in accordance with deadlines.
- Responsible to arrange and deliver training for new users specially who are ward managers, matrons and department heads to ensure best knowledge of how to use the e-Rostering systems effectively to achieve their rostering KPIs and staffing goals.
- Responsible to arrange and deliver training on e-Rostering systems to the key stakeholders for reporting on KPIs and Bank and Agency spend.
- Produce and maintain high quality user guides and training materials on effective use of e-Rostering systems to support training and incoming business as usual queries.
- Ensure the provision of a high quality, responsive support service for e-Rostering with calls logged and appropriately escalated.
- Develop policy and procedures for the appropriate and effective use of e-Rostering systems throughout the Trust, working closely with clinicians and other stakeholders, to ensure benefits realisation.
- Ensure that the Trust e-Rostering Policy is applied consistently by all departments and escalating any issues to Head of temporary Staffing and e-Rostering.
- Carry out regular analysis and produce reports on rostering practices, drawing conclusion and presenting recommendations to the senior management teams across the Trust.
- Provide adequate support to the HRBPs with required information relevant to the rostering practices.
- Lead regular e-Rostering Operational Group meetings designed to encourage open communication on the effective use of HealthRoster.
- Be accountable for maintaining high data quality and confidentiality standards within the system.
- Ensure effective establishment control is maintained for all the live rosters by regularly updating HealthRoster information from Finance ledger as well as ESR.
- Ensure regular maintenance of the gateway.
- Lead the provision of on-going technical support, maintenance, upgrades and development of the e-Rostering software (HealthRoster, BankStaff, EOL/MOL, SafeCare or any other new system Trust may implement in future) so that the Trust may benefit from enhancements to the product functionality.
- Participate and lead the e-Rostering systems upgrade process consisting liaising with supplier, arranging suitable upgrade dates, check systems requirements, testing new version in PreProd, checking release notes for changes, and arranging Trust wide communication to all users about the systems down times.
- Own and maintain the Intranet section for e-Rostering with up to date e-Rostering related information, top tips, roster publications dates, contact details for support and all other relevant information to support the users for effective rostering.
- Manage and develop the performance and capability of members of the e-rostering team including setting performance standards, promoting regular feedback and carrying out appraisals.
- Identify, undertake/implement any relevant recruitment, development and training for the e-Rostering team as necessary.
- Hold responsibility for undertaking of sickness absence monitoring, return to work interviews, performance and grievance issues in line with the Trusts policies and procedures
- Conduct appraisal and agree Personal Development Plans with each member of the team and provide regular coaching as necessary.
- Lead and participate in a range of workforce systems initiatives as delegated by the Head of Temporary Staffing and e-Rostering, in order to ensure the integration of operational and strategic issues.
Person Specification
Education and Qualifications
Essential
- Educated to degree level or equivalent
Skills and knowledge
Essential
- Excellent communication skills and ability to communicate effectively with a wide range of people including Senior managers and directors and external partners both at local and national level
- Knowledge of recruitment software applications and technical awareness of systems and system implementation
Experience
Essential
- Knowledge and experience in the build, use and training of Healthroster
- Substantial experience of managing a workforce or information system within a complex and challenging environment
Person Specification
Education and Qualifications
Essential
- Educated to degree level or equivalent
Skills and knowledge
Essential
- Excellent communication skills and ability to communicate effectively with a wide range of people including Senior managers and directors and external partners both at local and national level
- Knowledge of recruitment software applications and technical awareness of systems and system implementation
Experience
Essential
- Knowledge and experience in the build, use and training of Healthroster
- Substantial experience of managing a workforce or information system within a complex and challenging environment
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.