Job summary
If going the extra mile with customer service, in a fast paced environment, is your thing then this could be the perfect opportunity. You will develop workforce systems knowledge and be part of a team that supports the delivery of patient safety and safe staffing levels across the Trust using a range of E-Rostering Solutions.
This role is for you if you like variety, and providing first class support that is solution focused to deliver high quality customer service. We want people who can contribute to efficiency and effectiveness, willing to try out new ways of working and have ideas about how we can continuously improve.
You will be faced with both technical and procedural queries that will involve drawing upon various skills sets to achieve timely resolutions. As first point of contact for verbal and written enquiries to the team, you will be perfectly placed to identify the opportunities for change.
You will need to provide a timely, accurate and informative administration service. Our successful candidate needs to be flexible, motivated, possess excellent communication skills and have an eye for detail. If you relish a challenge then do not delay, apply straightaway.
The successful applicant will be expected to work both from the office and remotely from home to support agile working. You will need to be flexible to cover our new opening hours which will be Mon - Fri 8am-8pm and Sat/Sun 9am-4pm so please bear this in mind when applying.
Main duties of the job
The Workforce Deployment Administrator will be responsible for supporting the maintenance of accurate records held in Trust Rostering Systems meeting Trust needs, providing systems advice relating to efficient and effective electronic rostering practices.
The Workforce Deployment Administrator will act as first point of contact for queries, liaising with and aiding staff queries on system issues and raising cases with Allocate to ensure the smooth day to day running of HealthRoster system modules.
The post holder will be required to work as part of a team supporting Temporary Staffing demands also over a 7 day roster and be expected to manage their own workload, use own initiative and communicate effectively, escalating issues to the HealthRoster Facilitators or E-Rostering Manager as appropriate. The role will also support delivery of Employee Online Training sessions as per the Training Schedule.
About us
We know we can provide you with a great place to work, alongside fantastic teams who are all pulling together to give the people of Bolton the best care possible. We have a unique family feel here in the Trust and this has been recently evidenced by our staff telling us, through the NHS Staff Survey, that we are the best place to work in Greater Manchester. We are so proud of this and it is so wonderful that our staff feel this way, especially in the midst of one of the biggest challenges we have faced.
The aims of this Trust are to improve the health of our people and provide the best possible care to the population in which we serve and ensure that our staff have joy and pride in their work. We are striving to recruit a workforce that reflects the communities in which we serve. Staff are valued and we can offer excellent opportunities for further training and development.
Job description
Job responsibilities
The postholder carries responsibility to:
- Assist Temporary Staffing Co-ordinators in their day to day running of Bankstaff ensuring all temporary staffing shift requests are dealt with in a timely manner, allocating staff appropriately to the required shifts as per booking protocols to support a 7 day service.
- Provide day to day support to users of the system, analysing, investigating and resolving technical problems across HealthRoster/Bankstaff/Safecare
- Act as first point of contact from end users and raise cases through the Allocate portal and liaise with Allocate Support as required to ensure smooth day to day running of the HealthRoster system.
- To aid the HealthRoster Facilitators to ensure system upgrades are implemented with as little disruption as possible to end users and support systems testing.
- Ensure rosters are finalised, escalating any non-compliance until resolved. Undertaking appropriate checks and adjustments to ensure correct payments.
- Ensure the HealthRoster system Gateway is run daily, importing data from ESR ensuring aligned records across systems
- Use the HealthRoster Gateway to problem solve and resolve errors on staff hours and grades anomalies
- Action daily Simplesaf forms to ensure that ESR and HealthRoster systems are in sync within agreed deadlines.
- Add new starters to HealthRoster to ensure future rosters are up to date including bank new starters.
- Upload and maintain annual leave accrual plans in HealthRoster working under the supervision of the HealthRoster Facilitators, respond to email queries
- Respond to all enquiries either written or verbal in a professional, courteous and timely manner and ensuring a high standard of customer service is provided.
- Recognise where problems/issues need to be escalated.
- Dealing with User password resets and technical support for queries from a wide range of end users
- Provide effective communications to include the distribution of confidential information, including promotion of new communication technologies to the Trust and system users.
- Maintain an effective working relationship with other members of the department, other employees within the Trust and external organisations to deliver a professional service focused on achieving a high level of customer satisfaction.
- Develop and maintain close working relationships and work collaboratively with the Health Roster Facilitators.
- To liaise with a range of staff who are requesting advice on HealthRoster reports and information and report progress to the E-Rostering Manager
- Plan own workload in conjunction with the Rostering Facilitators to ensure continuity of service.
- Take responsibility for ones own continuing professional development including keeping up to date with the activities of the wider HealthRoster team.
- To provide cover for colleagues during periods of leave enabling team business continuity.
- Support delivery of Employee Online Training Sessions in line with the Teams Annual Training Schedule and maintain relevant user guides.
Job description
Job responsibilities
The postholder carries responsibility to:
- Assist Temporary Staffing Co-ordinators in their day to day running of Bankstaff ensuring all temporary staffing shift requests are dealt with in a timely manner, allocating staff appropriately to the required shifts as per booking protocols to support a 7 day service.
- Provide day to day support to users of the system, analysing, investigating and resolving technical problems across HealthRoster/Bankstaff/Safecare
- Act as first point of contact from end users and raise cases through the Allocate portal and liaise with Allocate Support as required to ensure smooth day to day running of the HealthRoster system.
- To aid the HealthRoster Facilitators to ensure system upgrades are implemented with as little disruption as possible to end users and support systems testing.
- Ensure rosters are finalised, escalating any non-compliance until resolved. Undertaking appropriate checks and adjustments to ensure correct payments.
- Ensure the HealthRoster system Gateway is run daily, importing data from ESR ensuring aligned records across systems
- Use the HealthRoster Gateway to problem solve and resolve errors on staff hours and grades anomalies
- Action daily Simplesaf forms to ensure that ESR and HealthRoster systems are in sync within agreed deadlines.
- Add new starters to HealthRoster to ensure future rosters are up to date including bank new starters.
- Upload and maintain annual leave accrual plans in HealthRoster working under the supervision of the HealthRoster Facilitators, respond to email queries
- Respond to all enquiries either written or verbal in a professional, courteous and timely manner and ensuring a high standard of customer service is provided.
- Recognise where problems/issues need to be escalated.
- Dealing with User password resets and technical support for queries from a wide range of end users
- Provide effective communications to include the distribution of confidential information, including promotion of new communication technologies to the Trust and system users.
- Maintain an effective working relationship with other members of the department, other employees within the Trust and external organisations to deliver a professional service focused on achieving a high level of customer satisfaction.
- Develop and maintain close working relationships and work collaboratively with the Health Roster Facilitators.
- To liaise with a range of staff who are requesting advice on HealthRoster reports and information and report progress to the E-Rostering Manager
- Plan own workload in conjunction with the Rostering Facilitators to ensure continuity of service.
- Take responsibility for ones own continuing professional development including keeping up to date with the activities of the wider HealthRoster team.
- To provide cover for colleagues during periods of leave enabling team business continuity.
- Support delivery of Employee Online Training Sessions in line with the Teams Annual Training Schedule and maintain relevant user guides.
Person Specification
Qualifications
Essential
- oMinimum of GCSE Grade C or equivalent in Maths and English Language
Desirable
- oHealthroster Administration Allocate Initial training course
Experience
Essential
- oExperience of delivering internal customer support, professionally dealing with a range of situations by email, over the phone and face to face with positive outcomes. oExperience using Microsoft Office to an intermediate level. oExperience of managing a varied range of tasks and activities oPrevious experience of, and a strong commitment to delivering a customer focused service oExperience of rostering systems/processes in NHS or similar environment oExperience of working within defined administrative procedures oSystematic and logical with demonstrated ability to problem solve, analyse and evaluate data
Desirable
- oExperience of working within a project environment oAble to identify problems and their causes oExperience of working with IT systems, e.g., ESR and Healthroster oKnowledge of the healthcare setting an understanding of the need to provide an effective 24 hour service oPrevious experience of working within an administration role in a Health Roster service
Skills and Abilities
Essential
- oAble to sensitively yet assertively deal with resistance or conflict of interests
Desirable
- oAbility to quickly learn new software systems
Knowledge
Essential
- oUnderstanding of staffing demands
Desirable
Values and Behaviours
Essential
- oDesire to achieve the Trust objectives and ensure service meets demands oDesire to achieve project objectives and timelines oAct in a professional manner at all times. oRespects all members of the multi-disciplinary team. oAble to manage own time and work load
Desirable
- oAspirations to improve services for patients and staff
Person Specification
Qualifications
Essential
- oMinimum of GCSE Grade C or equivalent in Maths and English Language
Desirable
- oHealthroster Administration Allocate Initial training course
Experience
Essential
- oExperience of delivering internal customer support, professionally dealing with a range of situations by email, over the phone and face to face with positive outcomes. oExperience using Microsoft Office to an intermediate level. oExperience of managing a varied range of tasks and activities oPrevious experience of, and a strong commitment to delivering a customer focused service oExperience of rostering systems/processes in NHS or similar environment oExperience of working within defined administrative procedures oSystematic and logical with demonstrated ability to problem solve, analyse and evaluate data
Desirable
- oExperience of working within a project environment oAble to identify problems and their causes oExperience of working with IT systems, e.g., ESR and Healthroster oKnowledge of the healthcare setting an understanding of the need to provide an effective 24 hour service oPrevious experience of working within an administration role in a Health Roster service
Skills and Abilities
Essential
- oAble to sensitively yet assertively deal with resistance or conflict of interests
Desirable
- oAbility to quickly learn new software systems
Knowledge
Essential
- oUnderstanding of staffing demands
Desirable
Values and Behaviours
Essential
- oDesire to achieve the Trust objectives and ensure service meets demands oDesire to achieve project objectives and timelines oAct in a professional manner at all times. oRespects all members of the multi-disciplinary team. oAble to manage own time and work load
Desirable
- oAspirations to improve services for patients and staff
Additional information
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).
