E-Rostering Advisor (Non Medical)

Job description

Job responsibilities

Main Duties & Responsibilities

To assist in the implementation and development of the Trusts electronic rostering system,

To facilitate, train and support users in the implementation of electronic rostering to ensure that it meets the needs of the organisation

To work with units/departments to map out ongoing training requirements and implementation roll-out, adjusting plans where required

To deliver presentation as required

To support users with advice and guidance on using the e-rostering system and effective rostering principles

To support the development of quality rosters, monitoring key performance indicators and taking necessary steps to improve the creation of rosters

To input data in to the e-rostering system to include new units, new starters, contract variations and processing leavers. This also includes system configuration, such as unit/grade mappings, suspect records and assignment issues.

Build and develop hierarchical structures within the e-rostering system

To use ESR data in order to add new staff to the e-rostering system, ensuring that all data is complete and accurate

Ability to analyse, investigate and interpret complex information or issues

To feedback progress to the E-Rostering Manager

To support the rollout of any future modules which may be added to the e-rostering system

To support the effective use of the electronic rostering system by providing technical expertise to resolve queries in a timely manner

To resolve technical and process/management queries regarding HealthRoster and associated modules

Where necessary, escalate complex issues to the E-Rostering Manager

To undertake review work to ensure that roster templates align to the departments budgets, safety and agreed key performance indicators

To review completed rosters and offer advice on an alternative use of the system and, or required revision to local rostering rules to improve efficiency, cost savings and safety. This includes the creation, amendment, uploading and removal of templates as required.

To undertake routine checks to identify non-compliance and escalating where necessary

To run reports on rosters and information held within the system as required and taking the necessary corrective action

To deliver specialist training

Assess users IT literacy and training needs to deliver user/unit/department specific training in a group and, or one-to-one basis as necessary

Analyse and resolve a range of problems including system issues, access problems and data errors

To communicate clear and concise information in a format that is relatable to the recipient

To enter and maintain e-rostering training records

To feedback progress to the E-Rostering Manager

To support the delivery of an efficient electronic rostering support and data quality function

To an accessible point of contact for advice, guidance and support on all aspects of electronic rostering

To deal with telephone, email and written communications

To receive and process data/information, which can be of a sensitive nature, taking in to account electronic rostering processes/policy, Trust policies and procedures, guidelines and government legislation

To act as the first point of escalation for technical queries and system configuration from the E-Rostering Administrator

To maintain accurate, timely and complete records

To regularly communicate with stakeholders within the organisation

To communicate with the electronic rostering supplier to raise service requests and resolve performance issues and queries

To assist with the development of the e-rostering homepage

Assist with answering any Freedom of Information Act requests for information

To collate, run, manipulate and distribute reports from the e-rostering system and other data sources as required

To highlight data quality and compliance issues, and escalating where necessary

Assist with the monthly preparation and submission of the time & attendance and absence information

To assist managers to maintain, in correct order, information on electronic rosters to be forwarded to payroll, including recording of sickness, maternity and other leave.

To ensure that electronic rostering and payroll deadlines are met when submitting data

To work closely with the E-Rostering Manager and Payroll to ensure a seamless interface between HealthRoster and ESR. This includes being directly involved in preparing and submitting the information as required. This also includes making retrospective changes, where payroll errors have been made by unit managers.

To ensure all enhancements are appropriately authorised via the system and actioned in accordance with existing system requirements

To address queries from staff where there may be issues surrounding non-payments, incorrect or late payments resulting from the receipt of incorrect information, and agree and execute a satisfactory outcome

To assist managers to maintain, in correct order, information on electronic rosters to be forwarded to payroll, including recording of sickness, maternity and other leave.

To ensure that the inter-dependant relationship with the system and ESR is monitored and issues escalated where necessary

Other Duties

Plan and organise appointments and meetingsTo keep up to date with legislation, NHS Employers standards and processes and business developments which are applicable to serviceTo be involved in the service development of administration processes and proceduresTo work autonomously and collaborativelyThe ability to switch tasks whilst managing multiple strands of work as a result of interruptions and, or arising situations requiring urgent attentionTo attend applicable steering groups to advise on technical aspects and to contribute to the review of the systemAttending in person and virtual eventsFlexibility required in working hours during peak times and out of hours working, including evenings, weekends and bank holidays.To undertake specific tasks and projects as identified by the E-Rostering Manager and, or any other duties commensurate with the grade

Person Specification

Qualifications

Essential

• NVQ Level 4 or equivalent / experience in a systems or information area

Experience/Skills

Essential

• Experience of using an electronic rostering system to administer and manage rosters or experience of using a workforce system
• Able to provide advice and guidance on NHS terms of conditions, HR policies & procedures, legislation such as the Working Time Directive
• Significant IT skills in particular Excel including data entry, sorting, formatting, extracting and manipulating of data accurately in a format appropriate to end users
• Ability to deliver training sessions to groups and individuals
• Ability to assess, resolve and refer, that requires some analysis, involving facts and situations such as pay.
• Able to prioritise and organise work to meet established deadlines and respond to urgent requirements

Desirable

• Experience of RL DATIX packages

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

The Royal Wolverhampton NHS Trust

Address

New Cross Hospital

Wolverhampton

WV10 0QP

Employer's website

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