E-Rostering Manager

Job description

Job responsibilities

General

Carry out detailed project planning, project deliverables, success criteria, change control and reporting compliance against project plan

Develop methodologies for the analysis and interpretation of data using expertise to make recommendations

Collate and summarise national data sets and compare against locally available data. Making recommendations where appropriate

Utilise a range of software from Allocate, as well as, but not limited to: Office 365, Power BI and ESR

Prepare and provide data and analysis for a number of groups, which will include the Trust Board and Workforce Committee

Maintain knowledge of Optima functionality and other rostering information systems in order to provide best practice guidance to colleagues and managers.

Work with senior staff across Human Resources with projects as and when required.

Act as the expert for carrying out rostering related research and surveys that support service development and delivery of organisational objectives.

Contribute to effective team working within the wider Rostering and Workforce Team, by transferring skills and knowledge to appropriate staff and ensuring working procedures are documented and properly maintained so that tasks can be covered in the absence of the post holder

Keep up to date with employment law, CQC and HR best practice

To carry-out any appropriate designated tasks within the Workforce service

Build strong partnerships with departmental managers to gain engagement, challenge existing practices and facilitate change management / performance improvement

System Maintenance, Training and Administration

Leading on the implementation, maintenance and development of the system to ensure that the Trust gains maximum utilisation and cost benefit gain from the system in place

Evaluate and assess forthcoming software releases and advise on potential impact and benefits to support Trust needs

Oversee management of ensuring the appropriate access to Optima, ensuring that the local procedure for approvals is followed at all times and developing harmonised profiles/roles across all sites

Maintain and audit user access and permissions to the systems, whilst additionally helping to resolve software system operational issues

Deliver training to senior stakeholders and assist with upskilling the E-Rostering team members, creating and sign posting to national training and best practice guidance provided by RLDatix

Oversee the management of interface requirements between ESR and Optima on a weekly and monthly basis in accordance with strict payroll deadlines

Plan and ensure the team provide an in-depth training programme for new roster users and regular updates for current users on any changes to functionality

The role holder will act as a point of escalation for any complex issues the Roster Advisors encounter, as a result of the embedding sessions they undertake

Consider improvements to the Allocate products, raising tickets via the RLDatix Portal as necessary

Maintain regular communication links to all Optima users, promoting best practice and informing users of issues, solutions, new functions, upgrades and changes to the rostering system.

Reporting, Audit and Compliance

Provide monitoring activity reports and dashboards where required to senior management, Trust Board and Workforce Committee. Identifying risks and issues to assist in evaluating and measuring the benefits of electronic rostering to achieve corporate objectives

To generate reports against agreed Key Performance Indicators (KPIs) across the clinical wards and to distribute said reports. To suggest any remedial actions that are required to ensure KPIs are met to clinical leads

To undertake specific audit preparation work as requested.

To run regular compliance reports and to ensure that any exceptions are escalated as necessary.

Produce regular information reporting and analysis to meet internal and external information requirements, as well as responding to ad-hoc information requests including Freedom of Information (FOI) requests

Assist in ensuring that system security meets information and data legislation requirements, attending Information Steering Group meetings to keep up to date with important changes

To lead on internal and external audits around rostering data

Creation and on-going development of a Trust-wide E-Rostering (Non-Medics) Policy, that will look to embed best practices and harmonise processes, roles and responsibilities of staff

Compare agreed key performance indicators and present regular reports to the Service Lines, Finance and other senior management

Work alongside the Workforce Information and Registration Authority Manager, to ensure the Trust has the best workforce data and planning tools available to make system and data-led informed decision-making and that Optima and ESR are fully integrated

Management

Ensure the E-Rostering team provide a responsive, knowledgeable, customer service for all users

Provide leadership and line management of Deputy E-Rostering Manager and wider team

Support reconfigurations by setting up new rosters and re-designing existing rosters as required by consulting with managers and agreeing changes (splitting rosters and joining rosters as required)

Working with Workforce and Finance by monitor the funded establishment and budget against the shift requirements provided by the Manager, raising any under-funding or over-funding issues and resolving discrepancies

Provide specialist advice and guidance on specific issues including: system usage, proposed improvements, training, data quality & interfaces to other Trust systems

Adopt a project management approach and lead on any system enhancements, which become available to the Trust.

Setting up an appropriate project management methodologies, developing project plans to include relevant stakeholders to ensure delivery and engagement of the system development and service provision

Support the integration and training with the Trust temporary staffing service to improve bank and agency controls

Responsible for the day-to-day prioritising, co-ordination and supervision of the tasks of the E-Rostering Team to ensure the most efficient use of resources to enable the department to deliver a first-class, comprehensive and proactive service to the Trust

Person Specification

Role Specific

Essential

• HealthRoster / Optima Management Experience
• MS Office and Excel Skills

Desirable

• ESR Reporting Knowledge
• Database or PowerBI Experience

Management Experience

Essential

• Experience of Managing a Team

Desirable

• Experience of Managing a Team in a multi-site Trust

Project Management

Essential

• Experience of Project Management
• Leading on large-scale projects

Desirable

• Project Management Qualification

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust

Address

Bedford / L&D

Bedford

MK42 9DJ

Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)