Job summary
Division: Corporate
Department:People & OD
Band/Salary:Band 5 (£31,049-£37,796)
Reporting to: Operational Support Manager, Medical e-Rostering & Temporary Staffing
Hours: 37.5hrs
The post holder will activelyparticipate in the continued roll-out and maintenance of the Trust's electronic rostering system for the Medical, Surgical and Dental workforce. The post holder will work closely with the Operational Support Manager, e-Rostering Team, Medical Core Rota Team and Temporary Staffing Team.
The role will take responsibility in providing a range of project support functions to support the implementation and delivery of the e-Rostering project and to ensure our business processes are aligned to the system.
The role will involve supporting the team's operational activities, co-ordination of internal project activity and providing expert subject matter guidance and support in relation to the implementation and use of the system. There is a requirement to deliver training trust-wide, virtually and face-to-face for new and existing users of the e-Rostering system.
Main duties of the job
Key Responsibilities
To work as part of a team to implement the e-Rostering system across all Doctors, Dentists and Surgeons at GHNFT.
- Background administrative duties of buildingthe medical rotas.
- Monitoring of rota communications.
- Shift changeswhere required, including shift adjustments and safe staffing levels. Building rotas for self-rostering.
- Monitoring system for compliance against WTD.
- Building templates, assigningoffsets and generating work schedules ahead of new starters to the trust and frequent rotations.
- Managing resident Doctor contracts and updating consultant job plans.
- Monitor and action theMedical e-Rostering team inbox.
- Handling generalrota queries from both Doctors and administrators.
- Being a system expert for the e-Roster system on both the desktop and user app.
- Supporting the publication of shifts through temporary staffing and understanding the integrationwith the e-Roster system.
- Be a champion for the e-Roster system and deliver training on-site, on Teams and in classroom settings.
- To provide an excellent level of customer service to internal and external stakeholders at all levels.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in theSouth West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.
As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Equality, Diversity and Inclusion
Equality, Diversity and Inclusion is crucial to ensuring fairness, celebrating differences and creating environments where everyone feels valued and empowered to contribute.
To deliver the highest standard of care at Gloucestershire Hospitals, we foster an environment that promotes inclusivity
Job description
Job responsibilities
Key Results Areas
- GHNFT policies, procedures and guidelines are to be adhered to as a condition of your employment. These can be found on the Trusts website.
- To becomean e-Roster Implementer/Trainer for the medical e-Rostering system.
- To provideefficient administrative support to the Medical Rostering Team which may include; agenda building, minute taking and the production of action notes.
- Work closely with our operational service lines, including Clinical Leads, Doctors/Dentists/Surgeons, corporate services to effectively imbed the system andits processes across the Trust.
- Use feedback and audit information to improve quality.
- Ensure that the e-Roster system is effectivelymonitored and issues reported to management and the system supplier appropriately.
- Liaise and work closely with key stakeholders to ensure that information issubmitted for reports to meet trust deadlines where required.
Communications and Working Relationships
- Communicate ina clear way to a variety of people using a variety of methods (e.g. verbal, written)
- Assist with arrangement and chairing of the Project Delivery Group.
- Develop andmaintain positive relationships with internal and external stakeholders.
- Provide and receive information which may be routine,complex or sensitive to:
HR and Clinical Management
Doctors, Dentists, Surgeons
Medical e-Rostering Team and Temporary Staffing Team
The IM&T Team
Finance Team
Payroll Team
Recruitment Team
Most Challenging Part of the Job
- Being the first port of call to staff queriesregarding any medical rotas across the Trust and maintaining a responsive and knowledgeable service.
- Developing the skill of change management anddealing with resistance. Complexity of issues within and between departments, across sites and the healthcare community.
- Being an intermediary between the Trusts need to deliver its financial and service plans, and the clinicians need to put patient priorities and quality of care first.
- Complexity of managing workload balancingrotas across multiple sub-specialties and divisions with conflicting priorities.
- Assisting the management of, and reacting to, an unpredictable workload with constantly changing priorities, whilst being involved in longer term strategic planning, change and development.
- Assisting with a range of requirements across a large diverse group of personnel, across multiple sites with potentially differing philosophies, ensuring to help break down the barriers of communication and developing new ways of working.
- To develop innovative, practical and solutions focused approach which ensure processes are developed in line with national priorities.
General Working Conditions
Physical Effort
- Travelling between Victoria Warehouse, GRH and CGH on a regular basis.
- Potentially carrying a laptop and occasional carrying of other work-related items.
- Continuous use of VDUequipment that requires a high standard of speed and accuracy.
- There will be a requirement for light physical effort for short periods, such as lifting and handling of stationery,files and office equipment.
- There may bethe requirement to move tables/chairs and presentation equipment for project meetings.
- Travel to meetings andtrust wide engagement events.
Mental Effort
- Frequent concentration for advice either in person, video call, email or via telephone.
- Occasional periods of long concentration.
- Day-to-day workflow can be unpredictable and will require the post holder to shift concentration quickly between tasks when deadlines have been imposed.
- Able to remain calm under pressure.
Emotional Effort
- Pressure to meet deadlines.
- Conflicting priorities.
- Dealing with complex information and taking minutes.
Working Conditions
- Openplan office conditions.
- Using a VDU for most of the workingday.
- Ability to travel to other community-based sites around thecounty which may include NHS and non-NHS organisations for meetings.
- Flexible and adaptable.
- Flexibility around working hours; there is a possibility of needing to work outside of agreed shift times
Job description
Job responsibilities
Key Results Areas
- GHNFT policies, procedures and guidelines are to be adhered to as a condition of your employment. These can be found on the Trusts website.
- To becomean e-Roster Implementer/Trainer for the medical e-Rostering system.
- To provideefficient administrative support to the Medical Rostering Team which may include; agenda building, minute taking and the production of action notes.
- Work closely with our operational service lines, including Clinical Leads, Doctors/Dentists/Surgeons, corporate services to effectively imbed the system andits processes across the Trust.
- Use feedback and audit information to improve quality.
- Ensure that the e-Roster system is effectivelymonitored and issues reported to management and the system supplier appropriately.
- Liaise and work closely with key stakeholders to ensure that information issubmitted for reports to meet trust deadlines where required.
Communications and Working Relationships
- Communicate ina clear way to a variety of people using a variety of methods (e.g. verbal, written)
- Assist with arrangement and chairing of the Project Delivery Group.
- Develop andmaintain positive relationships with internal and external stakeholders.
- Provide and receive information which may be routine,complex or sensitive to:
HR and Clinical Management
Doctors, Dentists, Surgeons
Medical e-Rostering Team and Temporary Staffing Team
The IM&T Team
Finance Team
Payroll Team
Recruitment Team
Most Challenging Part of the Job
- Being the first port of call to staff queriesregarding any medical rotas across the Trust and maintaining a responsive and knowledgeable service.
- Developing the skill of change management anddealing with resistance. Complexity of issues within and between departments, across sites and the healthcare community.
- Being an intermediary between the Trusts need to deliver its financial and service plans, and the clinicians need to put patient priorities and quality of care first.
- Complexity of managing workload balancingrotas across multiple sub-specialties and divisions with conflicting priorities.
- Assisting the management of, and reacting to, an unpredictable workload with constantly changing priorities, whilst being involved in longer term strategic planning, change and development.
- Assisting with a range of requirements across a large diverse group of personnel, across multiple sites with potentially differing philosophies, ensuring to help break down the barriers of communication and developing new ways of working.
- To develop innovative, practical and solutions focused approach which ensure processes are developed in line with national priorities.
General Working Conditions
Physical Effort
- Travelling between Victoria Warehouse, GRH and CGH on a regular basis.
- Potentially carrying a laptop and occasional carrying of other work-related items.
- Continuous use of VDUequipment that requires a high standard of speed and accuracy.
- There will be a requirement for light physical effort for short periods, such as lifting and handling of stationery,files and office equipment.
- There may bethe requirement to move tables/chairs and presentation equipment for project meetings.
- Travel to meetings andtrust wide engagement events.
Mental Effort
- Frequent concentration for advice either in person, video call, email or via telephone.
- Occasional periods of long concentration.
- Day-to-day workflow can be unpredictable and will require the post holder to shift concentration quickly between tasks when deadlines have been imposed.
- Able to remain calm under pressure.
Emotional Effort
- Pressure to meet deadlines.
- Conflicting priorities.
- Dealing with complex information and taking minutes.
Working Conditions
- Openplan office conditions.
- Using a VDU for most of the workingday.
- Ability to travel to other community-based sites around thecounty which may include NHS and non-NHS organisations for meetings.
- Flexible and adaptable.
- Flexibility around working hours; there is a possibility of needing to work outside of agreed shift times
Person Specification
Qualifications
Essential
- Degree Level within a relevant field or equivalent experience
- Recent and continued professional development CPD
Knowledge and Experience
Essential
- Knowledge of confidentiality and data protection legislation and can use discretion where necessary.
- Ability to establish and maintain working relationships with all levels internally and externally.
- Enhanced IT skills and experience using packages such as Excel, Word, Outlook, PPT
- Able to work as a team but also manage one's own workload efficiently.
Desirable
- Has worked with an e-Roster system previously.
Experience
Essential
- Experience of working in a busy administrative environment, delivering a full range of administrative procedures.
- Experience organising and planning activities and being able to react to changes.
- Previous experience of establishing and maintaining new systems of working.
- Previous experience and knowledge of clinical or corporate systems.
Desirable
- Previous NHS/Healthcare experience.
- Previous experience delivering training/teaching to a group of staff.
Personal Attributes
Essential
- Tactful and diplomatic.
- Willingness to learn new skills and holds a proactive approach to personal development.
- Flexible and adaptable approach to work and duties.
- Ability to travel within the boundaries of the Trust
Person Specification
Qualifications
Essential
- Degree Level within a relevant field or equivalent experience
- Recent and continued professional development CPD
Knowledge and Experience
Essential
- Knowledge of confidentiality and data protection legislation and can use discretion where necessary.
- Ability to establish and maintain working relationships with all levels internally and externally.
- Enhanced IT skills and experience using packages such as Excel, Word, Outlook, PPT
- Able to work as a team but also manage one's own workload efficiently.
Desirable
- Has worked with an e-Roster system previously.
Experience
Essential
- Experience of working in a busy administrative environment, delivering a full range of administrative procedures.
- Experience organising and planning activities and being able to react to changes.
- Previous experience of establishing and maintaining new systems of working.
- Previous experience and knowledge of clinical or corporate systems.
Desirable
- Previous NHS/Healthcare experience.
- Previous experience delivering training/teaching to a group of staff.
Personal Attributes
Essential
- Tactful and diplomatic.
- Willingness to learn new skills and holds a proactive approach to personal development.
- Flexible and adaptable approach to work and duties.
- Ability to travel within the boundaries of the Trust
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.
