e-rostering system adminstrator

Job description

Job responsibilities

JOB DESCRIPTION

Job Details

Job Title:

e-Rostering & Attendance (ERA) System Administrator

Band:

Band 5

Directorate:

Nursing and Midwifery

Responsible To:

e-Rostering & Attendance System Manager

Accountable To:

e-Rostering Clinical Lead

Job Purpose

To provide effective and efficient system support services to users of our e-Rostering & Attendance (ERA) System within the Trust known as HealthRoster and its allied modules (Safecare, Employee Online). Work includes answering and logging all calls and emails in order to deliver a positive customer service and ability to share and learn from trends and feedback. Provide a single point of contact for all HealthRoster and associated module queries, troubleshooting issues, actively managing incidents and service requests, and delivering feedback to end users. You will work as a team in the delivery of training/development to end users, to enable the best use of people resources and in support of strong people management.

Duties and Responsibilities

Communication & Working Relationships

Build effective working relationships and promote positive and timely communication with the wider workforce community and other key stakeholders across the organisation

Advise and support managers in the understanding, use of the e-Rostering and Attendance system (HealthRoster) and its associated modules (Employee online, SafceCare, AutoRoster).

Communicate complicated technical concepts and information to a non- technical audience (i.e., rota management rules in line with working time regulations)

Deal with routine queries from end users of all grades, professions and skills

Communicate with local and national service providers, and other third-party support organisations

Planning & Organisation

Work with others to plan and implement any new/developed e-Rostering and associated HealthRoster module systems, leading and participating in projects

as appropriate. This will involve working collaboratively with colleagues from finance, IT, Human Resources and Clinical Leads in the roll-out of the system

Responsibility for Judgement and Analysis

Identify upgrades and development to existing systems and ensure the wider team are appraised of potential implications

Provide operational feedback and reports to the e-Rostering and Attendance Systems Manager identifying and escalating potential serious operational issues or risk to service delivery including option appraisals for resolution

Reviewing the provision of digital rostering solutions and advice on suitability

Policy, Service, Research & Development Responsibility

Development of policies in line AFC taking into account NHSi guidance for Nursing and Midwifery e-Rostering.

Develop processes and end user guidance in relation to the HealthRoster and its associated modules (Employee online, SafeCare, Auto roster, Roster perform.

Research and investigate new systems or upgrades to ensure the Trust is using them to maximum effect

Support the continuous review and development of e-Rostering systems function, including identifying and implementing improvements to the delivery of services, processes, systems and working practices in line with audits.

Regularly review activity to identify themes and trends from the workforce systems activity and suggest developments from which the organisation can learn and benefit.

Ability to work closely with the Ward Managers and Departments to resolve rostering queries

Responsibility for Supervision, Leadership & Management

Design, develop and deliver of a range of training packages and toolkits in relation to the trusts e-rostering software and associated modules.

To assist the e-Rostering & Attendance Systems Manager in developing capacity and capability of Trust managers make best use of e-Rostering systems.

Day-to-day line management of the e-Rostering and Attendance Support Administrators, providing guidance, answering queries, ensuring workload is manageable and requirements of the service are covered.

Responsible for managing annual leave, return to work interviews, providing feedback on performance and completing appraisals.

In the absence of the e-Rostering & Attendance Systems Manager, deputise and co-ordinate the Trust, QEF and Bank attendance and absence uploads in line with agreed timescales.

Have knowledge in the absence of the e-Rostering & Attendance Systems Manager to be able to produce the monthly staffing submission (currently know as NHS Choice).

Possess awareness of local demands and timescales to be able to direct and delegate the e-Rostering Team according to skill set and align with service needs. Chair e-Rostering/Bank huddles (3 times per week), document and evaluate completion of tasks.

Information Resources

Responsible for ensuring the data integrity and system build meets all local, regional and national regulatory requirements

Maintain system security, including ongoing user access in line with IT policies and procedures

Raise issues with system suppliers as and when required, ensuring timely resolution

Update training/user guides associated with e-Rostering systems, particularly

following upgrades and ensuring compliance with Trust procedures for business continuity

Any Other Specific Tasks Required

To assist with ad hoc projects or tasks when required

Provide cover for colleagues within the team in their absence or when capacity dictates.

Participate in own professional development, supervision and annual appraisal.

Person Specification

essential

Essential

• oExperience of working in an NHS environment

essential

Essential

• oEducated to degree level in an Informatics/Systems/Statistics related subject or equivalent technical qualification, or experience
• oEvidence of continued professional development
• oExperience of using/interrogating workforce/data systems
• oMust have up-to-date knowledge and working experience of using Microsoft Excel
• oAble to multi-task and deal with constant interruptions

Desirable

• oAbility to develop strong working relationships quickly
• oKnowledge of ESR and/or HealthRoster
• oAllocate Certified Administrator qualification or willingness to undertake this training.

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

Gateshead Health NHS Foundation Trust

Address

Queen Elizabeth Hospital

Sheriff Highway

Gateshead

NE9 6SX

United Kingdom

Employer's website

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