Job summary
This role requires a person who can deal with complex facts or situations which require analysis, interpretation and comparison of a range of options. Being able to make judgements where there are conflicting views and still being able to make a sound decision.
The role requires a high level of knowledge within Allocate and Employee Online platforms as well as Trust policy and procedures to ensure fairness and accuracy of data and process is maintained. Deputising for the e-Rostering manager in team supervising and management of the team, ensuring day to day running of the system and business as usual activity.
- Interview Date 13/12/2023
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
A sample of everyday duties within the role are as follows:
- Supporting e-Rostering projects, being responsible for day to day running of Allocate HealthRoster, Employee Online, SafeCare, RosterPerform and Timeclocks.
- Provide support to the implementation of software upgrades, assessing staff training requirements and considering impact on existing operational procedures.
- Ensure users understand software changes and follow any revised instructions.
- Manage e-Rostering workload for external contractors.
- Fully inform required groups of issues and developments related to e-Rostering.
- The regular production of routine and ad hoc reports on e-Rostering and associated issues.
- Responsible for e-Rostering systems to ensure the accurate documentation, reporting and audit of projects.
- Assist in defining and delivering e-Rostering strategies.
- Regularly working with Information Systems to diagnose and troubleshoot errors and problems.
- Use in house, 3rd party and online knowledge bases and documentation in order to resolve technical issues.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with over 18,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 1.84 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- Deputise for the ERA Manager for team supervising and management.
- Deputise for the ERA Manager for the overall management and successful delivery of the Electronic Rostering & Attendance (ERA) system to the required quality and standard.
- Deputise for ERA Manager to ensure day to day system running and business as usual activity.
- Responsible for day to day running of Allocate HealthRoster, Employee Online, SafeCare, RosterPerform and Timeclocks.
- Responsible for timely and accurate overall Trust monthly submission of payroll.
- Support numerous e-rostering projects, with additional support from the People Systems and Data Manager.
- Liaise with Nursing and Midwifery Safe Staffing Lead to ensure rosters compliance is monitored and improved.
- Liaise and engage with key stakeholders at RLDatix re product development, SLA agreements and system issues.
- Supports the e-Rostering Systems Manager in the continued upgrade schedule of the system and the communication of key new features / changes.
- Updating training and system documentation, attending project team meetings, system testing and training.
- On a day-to-day basis act as lead system administrator for e-Rostering system. Maintaining system security, providing advice and guidance, resolving software and system problems.
- Provide e-Rostering System Administration.
- Undertake and maintain system configuration to ensure the availability of up to date and timely data items within systems.
- Preparation of documentation and training guides associated with system upgrades. Schedule software installation into training and live environments following thorough testing, using standard test scripts.
- Provide support and guidance to the team in relation to all new system users, ensuring that adequate training and appropriate system access levels to for their role is assigned. Ensuring that the process for all users to complete and sign user access agreement documentation is carried out.
- Liaise with Human Resources Department and Systems Team to obtain regular details of system users leaving employment or changing roles, ensuring that system access is deleted or amended.
- Act as first line support for systems users, providing advice and guidance, resolving software problems where possible.
- Liaise with IT Department for technical support and the roll-out of systems to new users and departments, and the resolution of hardware and networking issues.
- Liaise with system suppliers on software problems to ensure effective solutions where possible.
- Discuss and agree any planned system downtime with e-Rostering Systems Manager, IT Department, system suppliers and all system users to ensure minimal disruption. Make certain all departments have robust back up arrangements to maintain adequate provision of services.
- Assist with the ongoing specification and implementation of Trust systems.
- Attend the e-Rostering user group to share knowledge / experiences of other Trusts and identify areas of improvement / development.
- Arrange regular System User Group meetings, prepare agenda, take minutes, and institute appropriate follow up action where necessary.
- Establish and maintain close working relationships with IM&T Development and Project Management Office, ensuring a cohesive approach to service delivery.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
- Deputise for the ERA Manager for team supervising and management.
- Deputise for the ERA Manager for the overall management and successful delivery of the Electronic Rostering & Attendance (ERA) system to the required quality and standard.
- Deputise for ERA Manager to ensure day to day system running and business as usual activity.
- Responsible for day to day running of Allocate HealthRoster, Employee Online, SafeCare, RosterPerform and Timeclocks.
- Responsible for timely and accurate overall Trust monthly submission of payroll.
- Support numerous e-rostering projects, with additional support from the People Systems and Data Manager.
- Liaise with Nursing and Midwifery Safe Staffing Lead to ensure rosters compliance is monitored and improved.
- Liaise and engage with key stakeholders at RLDatix re product development, SLA agreements and system issues.
- Supports the e-Rostering Systems Manager in the continued upgrade schedule of the system and the communication of key new features / changes.
- Updating training and system documentation, attending project team meetings, system testing and training.
- On a day-to-day basis act as lead system administrator for e-Rostering system. Maintaining system security, providing advice and guidance, resolving software and system problems.
- Provide e-Rostering System Administration.
- Undertake and maintain system configuration to ensure the availability of up to date and timely data items within systems.
- Preparation of documentation and training guides associated with system upgrades. Schedule software installation into training and live environments following thorough testing, using standard test scripts.
- Provide support and guidance to the team in relation to all new system users, ensuring that adequate training and appropriate system access levels to for their role is assigned. Ensuring that the process for all users to complete and sign user access agreement documentation is carried out.
- Liaise with Human Resources Department and Systems Team to obtain regular details of system users leaving employment or changing roles, ensuring that system access is deleted or amended.
- Act as first line support for systems users, providing advice and guidance, resolving software problems where possible.
- Liaise with IT Department for technical support and the roll-out of systems to new users and departments, and the resolution of hardware and networking issues.
- Liaise with system suppliers on software problems to ensure effective solutions where possible.
- Discuss and agree any planned system downtime with e-Rostering Systems Manager, IT Department, system suppliers and all system users to ensure minimal disruption. Make certain all departments have robust back up arrangements to maintain adequate provision of services.
- Assist with the ongoing specification and implementation of Trust systems.
- Attend the e-Rostering user group to share knowledge / experiences of other Trusts and identify areas of improvement / development.
- Arrange regular System User Group meetings, prepare agenda, take minutes, and institute appropriate follow up action where necessary.
- Establish and maintain close working relationships with IM&T Development and Project Management Office, ensuring a cohesive approach to service delivery.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- Educated to a Degree level in an IM& T related subject or equivalent or equivalent experience
Knowledge & Experience
Essential
- Post Graduate level or equivalent experience in: o Knowledge of Information Governance Toolkit o Have experience of managing complex rostering systems. o Knowledge of Role Based Access Control and Position Based Access Control
- Experience of leadership and managing staff
- Experience of and ability to promote and deliver group and 1-1 training, education and awareness, information security and confidentiality
- Experience of working in an information security environment
- Relevant NHS experience
- Report writing and information monitoring experience
- Awareness of the NHS Code of Practice, Freedom of Information Act, Caldicott Guidance and the Data Protection Act
Desirable
- Knowledge of NHS Structures and functions
- Experience of working in a e-Rostering management role
- Experience of project and change management
- Experience of carrying out audits
- Experience of working in a customer led service
Skills & Abilities
Essential
- Excellent documentation writing skills
- Excellent decision-making ability
- Ability to work unsupervised
- Excellent troubleshooting skills
- Proven project management skill
- Excellent organisational skills
- Excellent interpersonal skills
Person Specification
Qualifications & Education
Essential
- Educated to a Degree level in an IM& T related subject or equivalent or equivalent experience
Knowledge & Experience
Essential
- Post Graduate level or equivalent experience in: o Knowledge of Information Governance Toolkit o Have experience of managing complex rostering systems. o Knowledge of Role Based Access Control and Position Based Access Control
- Experience of leadership and managing staff
- Experience of and ability to promote and deliver group and 1-1 training, education and awareness, information security and confidentiality
- Experience of working in an information security environment
- Relevant NHS experience
- Report writing and information monitoring experience
- Awareness of the NHS Code of Practice, Freedom of Information Act, Caldicott Guidance and the Data Protection Act
Desirable
- Knowledge of NHS Structures and functions
- Experience of working in a e-Rostering management role
- Experience of project and change management
- Experience of carrying out audits
- Experience of working in a customer led service
Skills & Abilities
Essential
- Excellent documentation writing skills
- Excellent decision-making ability
- Ability to work unsupervised
- Excellent troubleshooting skills
- Proven project management skill
- Excellent organisational skills
- Excellent interpersonal skills
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).
