Centralised E-Rostering Staffing Coordinator

Job overview

1 x Fixed Term contract/secondment opportunity for up to 12 months (18.75 hours per week)

Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment

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

• Building clinical 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.

Detailed job description and main 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