Job summary
E-Rostering Administrator, GMS Band B1 (20 hours a week)
Gloucestershire Managed Services (GMS) is seeking a motivated and detail-focused E-Rostering Administrator to support the effective management of electronic staff rosters across the organisation.
The post holder will help ensure workforce rosters are accurate, timely, and compliant with GMS policies, contractual requirements, and working time regulations. Acting as a key point of contact for e-rostering queries, you will support managers and staff in using the system effectively and contribute to the delivery of an efficient, well-planned workforce service.
This role is ideal for someone with strong organisational and IT skills who enjoys working with data, solving problems, and supporting others.
Please note this job will attract GMS Terms and Conditions of Service (TCS)
Please see attached TCS for reference
Main duties of the job
- Maintain accurate workforce data within the e-rostering system, including new starters, leavers, role changes, and absences.
- Support the creation, maintenance, and approval of staff rosters, ensuring compliance with agreed standards and deadlines.
- Process annual leave, sickness, and other absence data to ensure timely and accurate records.
- Produce reports on roster usage, staffing patterns, and compliance with organisational and regulatory requirements.
- Provide first-line support to managers and staff on system queries, escalating technical issues where necessary.
- Assist with system upgrades, testing, and development activities.
- Support the production of user guides and training materials for staff.
- Work collaboratively with HR, Payroll, and Operational colleagues to ensure data accuracy and process efficiency.
About us
GMS is a wholly owned subsidiary of Gloucestershire Hospitals NHS Foundation Trust (GHNHSFT), delivering essential support services across our hospitals. Our teams play a vital role in ensuring patients, visitors, and staff benefit from safe, efficient, and well-managed services.
As a member of GMS, you'll join a friendly, inclusive, and supportive workplace where your development and wellbeing are valued.
Key benefits include:
- Access to training and development opportunities to support your career progression.
- Wellbeing initiatives and support services for staff.
- Participation in staff engagement and recognition schemes.
- Flexible and hybrid working options, where applicable.
- Access to staff discount schemes.
- Pro-rata salary and annual leave for the fixed term, with access to GMS pension scheme in line with GMS terms and conditions.
Please note that this role is employed by GMS and therefore not subject to NHS Agenda for Change (AfC) terms and conditions.
Job description
Job responsibilities
- Maintain accurate workforce data within the e-rostering system, including updates for new starters, leavers, role changes, and absences.
- Coordinate the creation, maintenance, and approval of staff rosters to meet organisational deadlines and standards.
- Ensure accurate recording and processing of annual leave, sickness, and other absence information.
- Produce regular reports on roster usage, staffing patterns, and compliance with policies and working time regulations.
- Monitor system performance and escalate any technical issues or faults as required.
- Support implementation of system upgrades, testing, and process improvements.
- Maintain confidentiality of staff information in line with GDPR and data protection policies.
- Provide first-line support to managers and staff, resolving queries and offering guidance on system use.
- Collaborate with HR, Payroll, and Operational colleagues to ensure workforce data supports accurate payroll and reporting
- Contribute to the development of training materials, user guides, and FAQs to support system users. Participate in continuous improvement activities and share learning within HR, OD & Comms teams.
- Demonstrate flexibility to meet service demands, particularly around roster deadlines and payroll cycles.
Job description
Job responsibilities
- Maintain accurate workforce data within the e-rostering system, including updates for new starters, leavers, role changes, and absences.
- Coordinate the creation, maintenance, and approval of staff rosters to meet organisational deadlines and standards.
- Ensure accurate recording and processing of annual leave, sickness, and other absence information.
- Produce regular reports on roster usage, staffing patterns, and compliance with policies and working time regulations.
- Monitor system performance and escalate any technical issues or faults as required.
- Support implementation of system upgrades, testing, and process improvements.
- Maintain confidentiality of staff information in line with GDPR and data protection policies.
- Provide first-line support to managers and staff, resolving queries and offering guidance on system use.
- Collaborate with HR, Payroll, and Operational colleagues to ensure workforce data supports accurate payroll and reporting
- Contribute to the development of training materials, user guides, and FAQs to support system users. Participate in continuous improvement activities and share learning within HR, OD & Comms teams.
- Demonstrate flexibility to meet service demands, particularly around roster deadlines and payroll cycles.
Person Specification
Qualifications
Essential
- GCSEs (or equivalent) in English and Maths
Desirable
- Further training or certification in administration or HR systems
Experience
Essential
- Previous administrative experience in HR, workforce, or rota management
Desirable
- Experience of using e-rostering or workforce systems
- Experience working in healthcare, FM, or a complex multi-site organisation
Knowledge/ Skills
Essential
- Competence in Microsoft Office, particularly Excel
- Ability to explain system processes clearly to non-technical users
- Excellent attention to detail and data accuracy
- Proactive approach to problem solving and issue resolution
Desirable
- Knowledge of e-rostering systems (e.g., Allocate / Health Roster)
Person Specification
Qualifications
Essential
- GCSEs (or equivalent) in English and Maths
Desirable
- Further training or certification in administration or HR systems
Experience
Essential
- Previous administrative experience in HR, workforce, or rota management
Desirable
- Experience of using e-rostering or workforce systems
- Experience working in healthcare, FM, or a complex multi-site organisation
Knowledge/ Skills
Essential
- Competence in Microsoft Office, particularly Excel
- Ability to explain system processes clearly to non-technical users
- Excellent attention to detail and data accuracy
- Proactive approach to problem solving and issue resolution
Desirable
- Knowledge of e-rostering systems (e.g., Allocate / Health Roster)
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.
