Job summary
An exciting opportunity has arisen for two enthusiastic and motivated individuals to join the Rostering Operations Team. The post holders will support users of the Trust eRostering systems (Allocate HealthRoster) with day-to-day queries by phone, email and Teams.
The Rostering Coordinator role plays a critical role in providing support to the Rostering Operations Team in the delivery of an efficient and effective rostering service whilst supporting the strategic direction of the Trust.
Main duties of the job
Delivering exceptional customer service, the post holders will work primarily with the Trust's Allocate eRostering solution, HealthRoster, alongside other associated Allocate systems.
The role will require a high level of system/database administration, whilst providing support and guidance on the systems to Trust staff at all levels ensuring the delivery of an exceptional customer focused service. As critical members of the busy team working in a fast paced environment, the post holders will be required to exercise excellent organisation and problem solving skills to be able to deal with complex queries and find suitable solutions.
Excellent communication, problem solving skills and the ability to develop good working relationships with all Trust staff is essential to the success of this role.
Whilst not essential, an understanding of workforce systems such as HealthRoster would be advantageous.
The post holders will be based at our Worthing site with occasional travel to our other sites. This is for 2 x posts for Roster Coordinator to join the team.
If you hold strong customer service skills and have experience in providing support whilst promoting best practice, we would love to hear from you! For an informal chat please contact Clair Levett, Rostering Operations Manager (clair.levett@nhs.net).
About us
AtUHSxwe're proud to be at the heart of the NHS. As one of theUK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that haveembodied the NHS for over 70 years.
Improving lives:We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put ourPatientFirst. Our mission is summed up by our 'where better never stops' motto and no matter the role atUHSx, you will play a part in driving us forwards and in improving the lives ofpatients across Sussex. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above andbeyond to meet their needs. This can be seen in ourwellbeing programmefor staff which is extensive and designed to support you when you need it because we know that to look afterothers we must first look after ourselves.
Build a career with us:As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSx you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do
Job description
Job responsibilities
- Lead on the day-to-day system support to all users of eRostering.
- Diagnose and resolve highly complex queries of the system.
- Deal professionally with support calls and emails effectively and efficiently within agreed timescales, escalating unresolved issues as necessary.
- To support managers in maintaining accurate and up-to-date employee records.
- Process system changes from users in order to resolve problems and update the system. This will include changing contact details on the system, including global personal and shared patterns, roster templates and duties, clinical skills as well managing security settings and password access on the system.
- Develop in-depth knowledge of Allocate Suite of Systems and ESR Electronic Staff Records.
- To promote the use and value of rostering throughout the Trust taking full account of information Governance principles
- Involvement in the implementation of new systems/areas, system configuration, training, testing and other relevant tasks.
- The post holder will be required to run training sessions alone, via Teams, but sometimes 1-1, drop-in sessions or small groups.
- To identify training needs, recommend appropriate levels of training for staff and participate in the training programme, providing support at training sessions as necessary.
- The post is based at Worthing with occasional visits to all trust sites for drop in sessions and scheduled training, as well as troubleshooting system issues and configuration will be expected.
- To improve eRostering processes and best practice, within the service and across the Trust.
- Contribute to the production and maintenance of SOPs and training materials.
- Assist with the production/upkeep of public training documents/user guides which are available on the trust intranet and regularly referred to by system users across the trust.
- Regular contact with the supplier(s) of eRostering systems, raising support tickets and following up to ensure issues are resolved.
- The post holder will aid in the production of reports and data. These may be related to departmental activity, or to rostering itself across the trust.
- Keep abreast of developments throughout the UK in the field of eRostering; to be an expert in the field.
- Promote the Trusts eRostering systems, and to champion the concept to encourage best practices with users across the Trust. This may involve some challenging conversations with staff who are not engaged with the concept.
- Provide input and guidance at relevant Trust meetings on eRostering support and implementation.
- Contribute ideas and knowledge to the department to facilitate audit, minimise errors and improve efficiency.
- Help promote a learning environment in all areas so staff can learn from each other and share best practice. Work to train and develop the super users so that they can act as champions for rostering and help to enforce best practice.
- Ensure that all tasks relating to Payroll are completed accurately and within agreed timescales.
- Undertake data cleansing of the Trusts eRostering Systems and assist in work around the improvement of the data contained within ESR to align with and be in sync. This will require use of pivot tables and other statistical analysis such as vlookup, pivot tables and formulas in Excel to identify duplicates errors etc.
- Analysing and supporting complex Trust pay queries and issues, including Bank employees, use of judgemental skills to identify and provide appropriate solutions to such queries and issues
- Attend occasional courses to build skills regarding training, systems and other skills related to the post.
Job description
Job responsibilities
- Lead on the day-to-day system support to all users of eRostering.
- Diagnose and resolve highly complex queries of the system.
- Deal professionally with support calls and emails effectively and efficiently within agreed timescales, escalating unresolved issues as necessary.
- To support managers in maintaining accurate and up-to-date employee records.
- Process system changes from users in order to resolve problems and update the system. This will include changing contact details on the system, including global personal and shared patterns, roster templates and duties, clinical skills as well managing security settings and password access on the system.
- Develop in-depth knowledge of Allocate Suite of Systems and ESR Electronic Staff Records.
- To promote the use and value of rostering throughout the Trust taking full account of information Governance principles
- Involvement in the implementation of new systems/areas, system configuration, training, testing and other relevant tasks.
- The post holder will be required to run training sessions alone, via Teams, but sometimes 1-1, drop-in sessions or small groups.
- To identify training needs, recommend appropriate levels of training for staff and participate in the training programme, providing support at training sessions as necessary.
- The post is based at Worthing with occasional visits to all trust sites for drop in sessions and scheduled training, as well as troubleshooting system issues and configuration will be expected.
- To improve eRostering processes and best practice, within the service and across the Trust.
- Contribute to the production and maintenance of SOPs and training materials.
- Assist with the production/upkeep of public training documents/user guides which are available on the trust intranet and regularly referred to by system users across the trust.
- Regular contact with the supplier(s) of eRostering systems, raising support tickets and following up to ensure issues are resolved.
- The post holder will aid in the production of reports and data. These may be related to departmental activity, or to rostering itself across the trust.
- Keep abreast of developments throughout the UK in the field of eRostering; to be an expert in the field.
- Promote the Trusts eRostering systems, and to champion the concept to encourage best practices with users across the Trust. This may involve some challenging conversations with staff who are not engaged with the concept.
- Provide input and guidance at relevant Trust meetings on eRostering support and implementation.
- Contribute ideas and knowledge to the department to facilitate audit, minimise errors and improve efficiency.
- Help promote a learning environment in all areas so staff can learn from each other and share best practice. Work to train and develop the super users so that they can act as champions for rostering and help to enforce best practice.
- Ensure that all tasks relating to Payroll are completed accurately and within agreed timescales.
- Undertake data cleansing of the Trusts eRostering Systems and assist in work around the improvement of the data contained within ESR to align with and be in sync. This will require use of pivot tables and other statistical analysis such as vlookup, pivot tables and formulas in Excel to identify duplicates errors etc.
- Analysing and supporting complex Trust pay queries and issues, including Bank employees, use of judgemental skills to identify and provide appropriate solutions to such queries and issues
- Attend occasional courses to build skills regarding training, systems and other skills related to the post.
Person Specification
Qualifications
Essential
- Educated to NVQ Level 3 or able to demonstrate equivalent knowledge/experience
- 5 or more GCSE's or equivalent including English and Maths
Desirable
Knowledge/Experience
Essential
- Understanding of NHS processes and challenges for different staff groups, e.g. admin staff, nursing, medical
- Experience in a system administrative role, or experience of working within an administrative role supporting staff via phone, email and Teams
- Excellent organisation and time management skills
- Experience of developing training materials
Desirable
- Experience of working on a helpdesk
- Knowledge and understanding of ESR staff database
- Experience of working within the NHS
Communication and Relationship Skills
Essential
- Experience of dealing with difficult situations both face to face and over the telephone with positive outcomes
- Excellent verbal and written communication and presentation skills
Desirable
- Customer service experience
Analytical and Judgmental
Essential
- Able to use IT skills to extract meaningful information from data that has been collected/exported
- Excellent problem solving skills
IT and Physical
Essential
- Able to learn highly complex systems in order to become an expert in the use of eRostering
- Experience of database administration
- Ability to utilise proficiently Microsoft Office (Word, Excel, Outlook, Powerpoint)
Desirable
- Knowledge of electronic rostering and related staffing software packages i.e Allocate Suite of Systems/ HealthRoster
Human Resources
Essential
- Experience of training groups of staff formally and informally, and production of training documentation
Person Specification
Qualifications
Essential
- Educated to NVQ Level 3 or able to demonstrate equivalent knowledge/experience
- 5 or more GCSE's or equivalent including English and Maths
Desirable
Knowledge/Experience
Essential
- Understanding of NHS processes and challenges for different staff groups, e.g. admin staff, nursing, medical
- Experience in a system administrative role, or experience of working within an administrative role supporting staff via phone, email and Teams
- Excellent organisation and time management skills
- Experience of developing training materials
Desirable
- Experience of working on a helpdesk
- Knowledge and understanding of ESR staff database
- Experience of working within the NHS
Communication and Relationship Skills
Essential
- Experience of dealing with difficult situations both face to face and over the telephone with positive outcomes
- Excellent verbal and written communication and presentation skills
Desirable
- Customer service experience
Analytical and Judgmental
Essential
- Able to use IT skills to extract meaningful information from data that has been collected/exported
- Excellent problem solving skills
IT and Physical
Essential
- Able to learn highly complex systems in order to become an expert in the use of eRostering
- Experience of database administration
- Ability to utilise proficiently Microsoft Office (Word, Excel, Outlook, Powerpoint)
Desirable
- Knowledge of electronic rostering and related staffing software packages i.e Allocate Suite of Systems/ HealthRoster
Human Resources
Essential
- Experience of training groups of staff formally and informally, and production of training documentation
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.
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).
Additional information
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.
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).
