Job summary
We are looking to recruit a motivated, conscientious and flexible individual with a willingness to take responsibility to support the usage andimplementation of Allocate E-Rostering systems across the Trust enabling managers to deliver quality rosters that are safe, cost-effective, efficientand fair. The ideal candidate must have extensive working knowledge of HealthRoster and have implemented or supported the softwarepreviously.
The post holder will work closely with managers and staff (clinical and non-clinical) to support the service in collaboration with the E-Rosteringcoordinator, Temporary Staffing Team, ESR Team, Payroll Team and Recruitment Team etc,
You will:
o Be the first point of contact for advice, guidance, support and training on all aspects of E-Rostering for Trust employees.o Monitor compliance, produce rosters and management reports, using the data available from the E-Rostering system to assist managers with the efficient uses of resources through deployment of staff.o Carry out data quality assurance investigating discrepancies between the E-Rostering system and ESR and any other HR database. Ensure pay-roll data is accurate, up to date and prepared ready for payroll to run on time.
Main duties of the job
To support Trust staff in the use of the E-rostering system, providing expert advice, guidance and solutions to enhance the use of the software.
To ensure that the system is fully and accurately maintained so that it meets the needs of the Trust, and provides efficient, cost effective and safe rosters in line with Trust policies.
Conduct analysis of highly complex data including shift patterns and rules/working practices in order to support on-going improvements in the E-rostering BAU (Business As Usual) and Implementation Projects for both medical and non-medical workforce. This includes data gathering, system set up, testing, conducting training sessions and workshops, project support, helpdesk advice, ensuring high quality data input.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
Key Responsibilities
- Lead the provision of helpdesk advice and support for the e-rostering project to departmental / ward managers.
- Provide day to day support for the staff and ensure appropriate investigation of any errors or problems with the e-rostering system.
- To provide advice on rostering policy and its implementation, suggested changes to the policy as appropriate.
- Accurate input of information into the e-rostering system and Maintain high quality data and reports from the e-rostering system.
- Produce accurate and timely Key Performance Indicators (KPIs) for Trust meetings, General Management, Ward staff, Finance and other relevant parties.
- Support local training programmes for the e-rostering systems.
- Manage change processes with all stakeholders and ensure effective communication, ensure potential blocks and difficulties are communicated to the staff group.
- Ensure there is an effective system to evaluate and measure benefits, setting objectives with managers.
- Liaise with third party suppliers to ensure that system issues are resolved in a timely fashion
- Act as a champion and be an effective communicator at all levels
Payroll & ESR
- Run monthly and weekly payroll from HealthRoster and submit extract to the payroll provider
- Liaise with the payroll provider for failed records to investigate, rectify and re submit.
- Manage monthly interfaces to ensure data accuracy and integrity, including but not limited to: weekly payroll, monthly payroll, monthly absence
- Effectively communicate with all users to ensure timely finalisation of their rosters.
On-going support of the e-rostering system
- To provide day to day support for the users, and diagnose and remedy any errors or malfunctions of the e-rostering system, software provider and IT Provide support and knowledge to the nursing and medical staff group.
- Maintain Gateway on a regular basis to make sure staff upload is completed and no incomplete data exists investigating and resolving differences between ESR and HealthRoster.
- Facilitate workshops with the ward manager / deputies / roster creators in a timely fashion, using persuasion skills and a flexible approach to meeting staff time commitments.
- Assist in the collection of data and produce ward/department roster data including staff working restrictions in line with Trust policies and procedures, indicating to ward managers / matrons where work restrictions in place are unworkable and need to be discussed with the staff.
- To audit complex data sets, establishing problems using analysis skills such as reading audit logs, verify the applicability of rules and restrictions and analysis of staff working restrictions and the impact they have on the roster. Rectifying these issues until a workable roster is produced.
- To input staff data / ward data as required. Act proactively to ensure that the erostering and ESR data is identical and updated on a regular basis.
- Undertake such duties as may be required to ensure that the system is fully incorporated within the ward/department. Analysis of complex problems that occur with the users / software and rectification of the issue/s.
- To provide advice to all Managers, Heads of Nursing, Matrons, Ward Managers and their deputies on improving the efficiency of their roster highlighting any unachievable rosters.
- Manage the software upgrade process to maintain the latest version of the products including upgrade testing and new interfaces as required.
- Assist in the roll out of any other rostering modules including medical and non-medical areas
Training and Workshops
- Responsible for the co-ordination and delivery of training to ensure staff use the system appropriately in order for the Trust to meet its financial targets through the delivery or a programme of training for new users and refresher courses for existing users.
- Arrange and facilitate planning workshops to review existing rotas and rota materials with nursing staff including Ward Managers and/or roster creators.
- To work with other team members to produce materials and conduct training sessions for all staff required to use the e-rostering system.
- Participate in the orientation and training of newly appointed staff to the system, identifying and providing additional support and coaching where necessary.
- Identify any lack of understanding / competence with users and rectify with further training sessions or one to one support.
- Accountable for the delivery of revised training programmes to all users to support all upgrades to the software.
Reporting
- Work with key stakeholders in Nursing, Medical Workforce, IT, Finance and HR to ensure timely and accurate rostering information is provided to support evidence based decision making for workforce planning.
- Responsible for the preparation and distribution of KPI reports, Carter metrics and all reports relating to e-rostering for Business Unit meetings.
- To work with key stakeholders in Finance and HR on budget setting and workforce planning based on e-rostering data.
- Ensure maintenance of an effective system to evaluate and measure systems software benefits.
- To collect and prepare activity data as required including efficiency indicators on roster production, utilisation of staff and performance of the software.
- To lead in analysis and audit of information produced by HealthRoster.
- Understand the clinical governance requirements for all areas to ensure rotas are being planned accordingly.
- Responsible for the production for all reports relating to e-rostering for Divisional / Trust Performance Management meetings
Job description
Job responsibilities
Key Responsibilities
- Lead the provision of helpdesk advice and support for the e-rostering project to departmental / ward managers.
- Provide day to day support for the staff and ensure appropriate investigation of any errors or problems with the e-rostering system.
- To provide advice on rostering policy and its implementation, suggested changes to the policy as appropriate.
- Accurate input of information into the e-rostering system and Maintain high quality data and reports from the e-rostering system.
- Produce accurate and timely Key Performance Indicators (KPIs) for Trust meetings, General Management, Ward staff, Finance and other relevant parties.
- Support local training programmes for the e-rostering systems.
- Manage change processes with all stakeholders and ensure effective communication, ensure potential blocks and difficulties are communicated to the staff group.
- Ensure there is an effective system to evaluate and measure benefits, setting objectives with managers.
- Liaise with third party suppliers to ensure that system issues are resolved in a timely fashion
- Act as a champion and be an effective communicator at all levels
Payroll & ESR
- Run monthly and weekly payroll from HealthRoster and submit extract to the payroll provider
- Liaise with the payroll provider for failed records to investigate, rectify and re submit.
- Manage monthly interfaces to ensure data accuracy and integrity, including but not limited to: weekly payroll, monthly payroll, monthly absence
- Effectively communicate with all users to ensure timely finalisation of their rosters.
On-going support of the e-rostering system
- To provide day to day support for the users, and diagnose and remedy any errors or malfunctions of the e-rostering system, software provider and IT Provide support and knowledge to the nursing and medical staff group.
- Maintain Gateway on a regular basis to make sure staff upload is completed and no incomplete data exists investigating and resolving differences between ESR and HealthRoster.
- Facilitate workshops with the ward manager / deputies / roster creators in a timely fashion, using persuasion skills and a flexible approach to meeting staff time commitments.
- Assist in the collection of data and produce ward/department roster data including staff working restrictions in line with Trust policies and procedures, indicating to ward managers / matrons where work restrictions in place are unworkable and need to be discussed with the staff.
- To audit complex data sets, establishing problems using analysis skills such as reading audit logs, verify the applicability of rules and restrictions and analysis of staff working restrictions and the impact they have on the roster. Rectifying these issues until a workable roster is produced.
- To input staff data / ward data as required. Act proactively to ensure that the erostering and ESR data is identical and updated on a regular basis.
- Undertake such duties as may be required to ensure that the system is fully incorporated within the ward/department. Analysis of complex problems that occur with the users / software and rectification of the issue/s.
- To provide advice to all Managers, Heads of Nursing, Matrons, Ward Managers and their deputies on improving the efficiency of their roster highlighting any unachievable rosters.
- Manage the software upgrade process to maintain the latest version of the products including upgrade testing and new interfaces as required.
- Assist in the roll out of any other rostering modules including medical and non-medical areas
Training and Workshops
- Responsible for the co-ordination and delivery of training to ensure staff use the system appropriately in order for the Trust to meet its financial targets through the delivery or a programme of training for new users and refresher courses for existing users.
- Arrange and facilitate planning workshops to review existing rotas and rota materials with nursing staff including Ward Managers and/or roster creators.
- To work with other team members to produce materials and conduct training sessions for all staff required to use the e-rostering system.
- Participate in the orientation and training of newly appointed staff to the system, identifying and providing additional support and coaching where necessary.
- Identify any lack of understanding / competence with users and rectify with further training sessions or one to one support.
- Accountable for the delivery of revised training programmes to all users to support all upgrades to the software.
Reporting
- Work with key stakeholders in Nursing, Medical Workforce, IT, Finance and HR to ensure timely and accurate rostering information is provided to support evidence based decision making for workforce planning.
- Responsible for the preparation and distribution of KPI reports, Carter metrics and all reports relating to e-rostering for Business Unit meetings.
- To work with key stakeholders in Finance and HR on budget setting and workforce planning based on e-rostering data.
- Ensure maintenance of an effective system to evaluate and measure systems software benefits.
- To collect and prepare activity data as required including efficiency indicators on roster production, utilisation of staff and performance of the software.
- To lead in analysis and audit of information produced by HealthRoster.
- Understand the clinical governance requirements for all areas to ensure rotas are being planned accordingly.
- Responsible for the production for all reports relating to e-rostering for Divisional / Trust Performance Management meetings
Person Specification
Qualifications
Essential
- Educated to degree level
- IT qualification or significant demonstrable experience of IT systems including databases
Desirable
- PRINCE2 Foundation Level or higher
Experience
Essential
- Experience of maintaining the background of Allocate Software HealthRoster system
- Significant experience in working in a complex administrative environment
- Experience in using databases and the ability to extract and understand the information
- Experience of delivering training to diverse stakeholders particularly on IT systems
- Experience in providing a technical support service to users
- Experience in supporting an Erostering implementation, or similar service improvement project
Desirable
- Previous experience of working in an NHS environment
- Experience in identifying and taking opportunities to make improvements to a service
Knowledge
Essential
- Thorough understanding of contemporary HR practices and procedures e.g. EWTD
- In-depth knowledge of e-Rostering and temporary staff management systems
- Detailed understanding of the principles of change management and contribution of the HR function to organisational change
- An understanding of the factors affecting the operational and staffing requirements
Personal Skills
Essential
- Excellent communication skills, both verbal and written
- Strong analytical skills and the ability to analyse complex information from multiple sources
- Ability to cope with tight deadlines and competing priorities
- Excellent attention to detail
Person Specification
Qualifications
Essential
- Educated to degree level
- IT qualification or significant demonstrable experience of IT systems including databases
Desirable
- PRINCE2 Foundation Level or higher
Experience
Essential
- Experience of maintaining the background of Allocate Software HealthRoster system
- Significant experience in working in a complex administrative environment
- Experience in using databases and the ability to extract and understand the information
- Experience of delivering training to diverse stakeholders particularly on IT systems
- Experience in providing a technical support service to users
- Experience in supporting an Erostering implementation, or similar service improvement project
Desirable
- Previous experience of working in an NHS environment
- Experience in identifying and taking opportunities to make improvements to a service
Knowledge
Essential
- Thorough understanding of contemporary HR practices and procedures e.g. EWTD
- In-depth knowledge of e-Rostering and temporary staff management systems
- Detailed understanding of the principles of change management and contribution of the HR function to organisational change
- An understanding of the factors affecting the operational and staffing requirements
Personal Skills
Essential
- Excellent communication skills, both verbal and written
- Strong analytical skills and the ability to analyse complex information from multiple sources
- Ability to cope with tight deadlines and competing priorities
- Excellent attention to detail
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).
