Job summary
The E-Rostering Team is looking to recruit an experienced E-Rostering Systems Administrator to centrally roster specific services.
The post holder will be predominantly home working and will be creating rosters for set units on Health Roster, meeting the unit managers through MS Teams and site visits to bases around the county. The post holder will also be monitoring rotas for changes and potential issues and reporting back to management, this includes running regular reports.
The E-Rostering Team is responsible for the development and maintenance of the trust E-Rostering System. We have over 150 live rotas to manage, as well as ensuring that payroll is accurate and submitted every week and every month. The team is also responsible for training managers and staff on how to use the system effectively and efficiently and supporting these staff in how to resolve any errors that may have occurred. The team are very supportive of each other and are always willing to support other colleagues as needed.
Main duties of the job
- Buildingclinical rotas ensuring that they are produced in a timely and efficient manner utilising substantive and temporary staffing.
- Maintaining, configuring and continuing to develop the E-Rostering function across clinical and non-clinical services.
- Running reports from the E-Rostering system to enable management overview of the use of the system.
- Working closely with staff bank colleagues so that all shifts are filled appropriately, maximising staffing efficiencies and ensuring continuity of service provision
The post holder will need to be able to work without supervision to achieve objectives, to prioritise own workload, work under pressure and meet tight deadlines. Excellent organisational and communication skills and the ability to communicate with colleagues at all levels are needed.
Training for Allocate will be provided as needed.
Applicants should have excellent IT skills, including the ability to collate and analyse complex information and produce concise reports and presentations for a wide variety of audiences.
Ability to travel around the county is essential.
The post will be based at Invista/Edward Jenner Court. This post will be split with home working but will require travelling to sites and attending the main office as required.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility,inclusivityand diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us.In the latest staff survey, 61% of colleagues gave us their views.It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement.However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
To assist in the maintenance and development of the Trust E-Rostering system.
To build clinical rotas ensuring that they are produced in a timely and efficient manner utilising substantive and temporary staffing
To provide centralised cover where needed for other unit rosters
To work closely with service managers and staff to ensure that the rostering system is used appropriately, efficiently and effectively
Run reports from the E-Rostering system to enable management overview of the use of the system.
To work effectively with team members to ensure that the rostering system reflects information held in ESR.
Provide expert E-Rostering advice and support for staff and managers in the full use of the system, this will include the E-Rostering approval process.
Maintain strict confidentiality over the holding and dissemination of personal information both within and outside of the organisation.
Provide regular feedback to managers and staff about system usage including hints and tips about how to improve efficiency and effectiveness of the system.
To work effectively with the E-Rostering system provider so that the system is used to its full potential
To carry out regular audits of the system to ensure that it is used appropriately and that staff are paid correctly.
To continuously strive for improvement in services
To be a key contact for any system issues and work to resolve these effectively and in a timely manner.
To assist senior team members in ensuring that all staff are paid correctly and efficiently
Complete necessary specialist training through Allocate Software for Health Roster systems
Manage the service information systems to ensure accurate intelligence is available about gaps and fill, and ensure that service Managers and Directors are aware of any concerns using own judgement and initiatives
To manage workload within a busy office environment, dealing with a wide range of telephone calls and queries
Work accurately and effectively whilst under pressure in a busy, changing environment with frequent interruptions from staff
To work without supervision in managing own time, planning and prioritising workload and using own initiative
To support the E-Rostering team in any other necessary tasks and cover tasks due to absence
Job description
Job responsibilities
To assist in the maintenance and development of the Trust E-Rostering system.
To build clinical rotas ensuring that they are produced in a timely and efficient manner utilising substantive and temporary staffing
To provide centralised cover where needed for other unit rosters
To work closely with service managers and staff to ensure that the rostering system is used appropriately, efficiently and effectively
Run reports from the E-Rostering system to enable management overview of the use of the system.
To work effectively with team members to ensure that the rostering system reflects information held in ESR.
Provide expert E-Rostering advice and support for staff and managers in the full use of the system, this will include the E-Rostering approval process.
Maintain strict confidentiality over the holding and dissemination of personal information both within and outside of the organisation.
Provide regular feedback to managers and staff about system usage including hints and tips about how to improve efficiency and effectiveness of the system.
To work effectively with the E-Rostering system provider so that the system is used to its full potential
To carry out regular audits of the system to ensure that it is used appropriately and that staff are paid correctly.
To continuously strive for improvement in services
To be a key contact for any system issues and work to resolve these effectively and in a timely manner.
To assist senior team members in ensuring that all staff are paid correctly and efficiently
Complete necessary specialist training through Allocate Software for Health Roster systems
Manage the service information systems to ensure accurate intelligence is available about gaps and fill, and ensure that service Managers and Directors are aware of any concerns using own judgement and initiatives
To manage workload within a busy office environment, dealing with a wide range of telephone calls and queries
Work accurately and effectively whilst under pressure in a busy, changing environment with frequent interruptions from staff
To work without supervision in managing own time, planning and prioritising workload and using own initiative
To support the E-Rostering team in any other necessary tasks and cover tasks due to absence
Person Specification
QUALIFICATIONS
Essential
- Educated to Higher Diploma Level or equivalent work experience
Desirable
LENGTH AND / OR NATURE OF EXPERIENCE
Essential
- Experience of working with rostering systems, preferably Health Roster (Allocate), including developing and maintaining rosters
- Administration experience to include use of Microsoft office applications i.e. word, excel and outlook
- Ability to travel to multiple sites across Gloucestershire and nationally to occasional
Desirable
- Experience working in a Temporary Staffing Team and knowledge of processes
PROFESSIONAL / MANAGERIAL / SPECIALIST KNOWLEDGE
Essential
- Knowledge of Information Governance and Data Protection
- Excellent communication skills both oral and written
- Able to work independently and effectively as part of a wider team
- Able to communicate complex information
Desirable
- Knowledge of payroll processes
Person Specification
QUALIFICATIONS
Essential
- Educated to Higher Diploma Level or equivalent work experience
Desirable
LENGTH AND / OR NATURE OF EXPERIENCE
Essential
- Experience of working with rostering systems, preferably Health Roster (Allocate), including developing and maintaining rosters
- Administration experience to include use of Microsoft office applications i.e. word, excel and outlook
- Ability to travel to multiple sites across Gloucestershire and nationally to occasional
Desirable
- Experience working in a Temporary Staffing Team and knowledge of processes
PROFESSIONAL / MANAGERIAL / SPECIALIST KNOWLEDGE
Essential
- Knowledge of Information Governance and Data Protection
- Excellent communication skills both oral and written
- Able to work independently and effectively as part of a wider team
- Able to communicate complex information
Desirable
- Knowledge of payroll processes
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.
