Eroster Manager

Job description

Job responsibilities

Role summary

The post holder will be responsible for the management, development and delivery of the e-rostering system, safe staffing solution and e-expenses system for The Walton Centre NHS Foundation Trust.

As the Trust expert on e-rostering, the post holder will provide leadership and support to senior managers and staff on the effective use of the system and provide specialist advice on improvement opportunities and benefits realisation. Supporting the Trust to progress against the Levels of Attainment framework, and leading the delivery of new system functionality.

The post holder will manage and lead the e-roster team in providing an effective, efficient and customer focused e-rostering support service across the Trust. They will be expected to maintain close working relationships with various stakeholders across the Trust, in particular Ward Managers and Heads of Department, the Senior Nursing, HR/Recruitment, Workforce Information, Finance and Payroll teams.

Key Responsibilities

1. Responsible for the overall management and successful delivery of the e-rostering system, safe staffing solution and e-expenses system.Ensuring the systems work effectively and have seamless integration with other workforce functions (e.g., ESR and temporary staffing systems).

2. To provide direct line management to the E-roster Administrator and ensure the team are supported to carry out all appropriate duties and responsibilities in a timely and effective manner.

3. To provide expert support for complex issues with the e-rostering and related systems, including liaising with the system provider, and other internal workforce functions, as required to solve issues, and ensure appropriate solutions are delivered.

4. Manage more complex system maintenance requirements, updates and queries (e.g., payroll related changes).

5. Support clinical staff with the roster review process and check, coach and challenge meetings

6. To lead the continued roll out and implementation of the e-rostering system across the Trust.

7. Audit the effectiveness of the erostering system and provide advice and feedback where system utilisation could be improved to ensure rosters are as safe, effective and efficient as possible, including minimising reliance on temporary staffing.

8. Identify and drive forward future improvements and developments to ensure the Trust workforce systems are used to their full potential, maximising the Trusts return on investment.

9. Lead on work to improve benefits realisation in accordance with the Levels of Attainment (LOA) for e-rostering action plan.

10. Lead the rollout of any future modules which may be added to the electronic rostering, safe staffing or e-expenses systems in the future, including but not limited to clinical e-job planning systems.

11. Responsible for the roll out of any system upgrades, testing thoroughly prior to live roll out and highlighting in advance any that may affect business continuity, ensuring any risk to payroll submission date is minimised/avoided.

12. To work with Finance and HR Colleagues to support business planning and establishment reviews.

13. Participating in workforce redesign, alongside HR colleagues, for example changes to shift times/patterns, as required

14. To contribute to the development of operational procedures relating to safe staffing to ensure effective operation.

15. To produce and present regular data reports for senior management on the development, implementation, and utilisation of the e-rostering system to provide assurance, drive improvement or escalate risk as appropriate.

16. To ensure robust KPIs are developed, and regularly reviewed, and that plans are put in place to improve areas as required.

17. Maintain expert knowledge of legislation, best practice, and market developments, in relation to e-rostering and e-expenses, and ensure all related policies and procedures are reviewed and updated as required.

18. To provide expert guidance for staff and managers in relation to e-rostering, including the provision of appropriate training and education (e.g., roster creation and management training).

19. To oversee the maintenance of user guides and the e-roster / e-expenses staff intranet page, ensuring relevant documentation is available and updated when required.

20. Manage the e-roster and e-expenses systems contracts, including monitoring KPIs, attending contract meetings, escalating system issues, negotiating adjustments as required, and leading future tender processes.

21. Manage the payroll and NHSP interfaces.

22. Ensure business continuity plans are in place, and any risks in relation to the delivery of e-rostering services are identified and resolved or escalated, as required.

23. Attend national and regional meetings/forums to build wider relationships and participate in the sharing of best practice across the NHS.

24. To ensure that the Information Governance Policy and Data Protection Act are strictly followed when managing sensitive information.

25. Complete national returns, FOIs and various ad hoc reporting requests.

Person Specification

Qualifications

Essential

• Educated to degree level or equivalent level of qualification or experience.
• Evidence of continuing personal and professional development.

Desirable

• RLDatix (Allocate) Certified Training certification.
• Leadership or management qualification or equivalent training.
• Project management qualification.

Experience

Essential

• Significant experience of working with e-rostering systems (e.g., Healthroster, Safe Care).
• Experience of managing staff.
• Knowledge of NHS Terms and Conditions of Service Handbook.
• Knowledge and awareness in relation to e-rostering and safe staffing (e.g., Levels of Attainment, Shelford model).
• Demonstrable experience of delivering on projects or programmes within set timescale and budget.
• Experience of change management and influencing complex audiences.
• Experience of working in a dynamic environment with changing priorities and challenging deadlines.
• Experience of designing and delivering training to individuals and groups.
• Highly competent utilising Microsoft Office Suite.
• Ability to interpret, analyse and present highly complex information in a manner appropriate to the recipient.
• Good interpersonal skills and the ability to develop and maintain complex relationships.
• Excellent planning and organisational skills.
• Ability to balance, prioritise and progress multiple tasks.
• Ability to negotiation and influence.
• Able to work independently to timelines, escalating any risks or delays.
• Excellent problem-solving skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to challenge professionally as appropriate.
• Commitment to the provision of a high-quality HR service, which supports the improvement of patient services.

Desirable

• Experience in other electronic systems e.g., e-expenses
• Experience working in, or with, other workforce functions (e.g., HR, payroll, workforce information).
• Experience of working in a unionized environment.

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

The Walton Centre NHS Foundation Trust

Address

The Walton Centre

Lower Lane

Liverpool

L9 7LJ

Employer's website

https://www.thewaltoncentre.nhs.uk/ (Opens in a new tab)