Job summary
An exciting opportunity has arisen for an E-Rostering Administrator to join the E-Rostering Team at GHC. We are a small friendly team committed to delivering the maximum benefits to the trust from our e-Rostering system.
The E-Rostering Administrator role will include providing day-to-day systems support, requiring someone who has strong IT skills and knowledge of Microsoft Office packages, together with effective interpersonal and communication skills (written and verbal), a can-do attitude and the confidence to support staff and managers to resolve their queries. The role is fast-paced and varied and requires a passion for problem-solving plus the ability to prioritise own workload.
The E-Rostering Team is responsible for the development and maintenance of the trust E-Rostering System. We have over 150 live rotas to manage, as well as ensuring that payroll is accurate and submitted every week and every month. The team is also responsible for training managers and staff on how to use the system effectively and efficiently and supporting these staff in how to resolve any errors that may have occurred. The team are very supportive of each other and are always willing to support other colleagues as needed.
Main duties of the job
- To maintain and develop the E-Rostering utility across clinical and non-clinical services within the Trust
- To provide support in the use of the E-Rostering system to staff who use the system which will ensure that full benefits are realised.
- To provide support to staff members in the use of the web based E-Rostering system as and when required to enable staff to request shifts, and view their individual profiles.
- To carry out audits of the E-Rostering system ensuring that the system is used appropriately
- To support implementation of new features of the system to enable a more streamlined service
About us
We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.
The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:
- 89.7% believe they are making a positive difference to patients/service users;
- 73.3% would recommend the organisation as a place to work;
- 82.4% agree that care of patients and service users is the organisations priority;
- 76.7% would be happy with the standard of care for a friend or relative
Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.
Job description
Job responsibilities
- To assist in the maintenance and development of the Trust E-Rostering system.
- To work closely with service managers and staff to ensure that the rostering system is used appropriately, efficiently and effectively
- Run reports from the E-Rostering system to enable management overview of the use of the system.
- To work effectively with team members to ensure that the rostering system reflects information held in ESR.
- Use ESR to maintain the integrity of both systems ensuring that any anomalies are fed back to workforce information colleagues.
- To run BI reports from ESR so that the E-Rostering system can be checked for accuracy.
- Provide E-Rostering support for staff and managers in the full use of the system, this will include the E-Rostering approval process.
- Maintain strict confidentiality over the holding and dissemination of personal information both within and outside of the organisation.
- To provide expert advice and guidance on all aspects of the E-Rostering system, which will include links to ESR and payroll.
- To work closely with staff bank colleagues so that all shifts are filled appropriately, maximising staffing efficiencies and ensuring continuity of service provision.
- To work effectively with the E-Rostering system provider so that the system is used to its full potential
- To carry out regular audits of the system to ensure that it is used appropriately, and that staff are paid correctly.
- To continuously strive for improvement in services
- To be a key contact for any system issues and work to resolve these effectively and in a timely manner.
Support managers and roster creators in the creation of work rosters. This may include providing advice and guidance on how to produce efficient, cost effective and fair rosters in line with the Trusts E-Rostering Policy
Provide first line support to staff and users experiencing difficulties accessing the system.
- To take on any additional duties that are commensurate with this post.
Job description
Job responsibilities
- To assist in the maintenance and development of the Trust E-Rostering system.
- To work closely with service managers and staff to ensure that the rostering system is used appropriately, efficiently and effectively
- Run reports from the E-Rostering system to enable management overview of the use of the system.
- To work effectively with team members to ensure that the rostering system reflects information held in ESR.
- Use ESR to maintain the integrity of both systems ensuring that any anomalies are fed back to workforce information colleagues.
- To run BI reports from ESR so that the E-Rostering system can be checked for accuracy.
- Provide E-Rostering support for staff and managers in the full use of the system, this will include the E-Rostering approval process.
- Maintain strict confidentiality over the holding and dissemination of personal information both within and outside of the organisation.
- To provide expert advice and guidance on all aspects of the E-Rostering system, which will include links to ESR and payroll.
- To work closely with staff bank colleagues so that all shifts are filled appropriately, maximising staffing efficiencies and ensuring continuity of service provision.
- To work effectively with the E-Rostering system provider so that the system is used to its full potential
- To carry out regular audits of the system to ensure that it is used appropriately, and that staff are paid correctly.
- To continuously strive for improvement in services
- To be a key contact for any system issues and work to resolve these effectively and in a timely manner.
Support managers and roster creators in the creation of work rosters. This may include providing advice and guidance on how to produce efficient, cost effective and fair rosters in line with the Trusts E-Rostering Policy
Provide first line support to staff and users experiencing difficulties accessing the system.
- To take on any additional duties that are commensurate with this post.
Person Specification
Qualifications
Essential
- NVQ 3 Business Administration or equivalent experience
Desirable
Experience
Essential
- Previous experience of providing first line advice in response to queries
- Administration experience to include use of Microsoft office applications i.e. word, excel and outlook
Desirable
- Experience of working with rostering systems, preferably Health Roster (Allocate)
- Significant experience of working within the NHS or large complex multisite organisation
- Experience and use of ESR
- Experience and use of ESR Business Intelligence
Knowledge
Essential
- Knowledge of Information Governance and Data Protection
- Ability to travel to multiple sites across Gloucestershire and nationally to occasional meetings - this can be via public transport or personal vehicle
Desirable
- Knowledge of payroll processes
Knowledge
Essential
- Excellent communication skills both oral and written
- Able to work independently and effectively as part of a wider team
- Able to communicate complex information
- Able to manage own workload effectively
- Able to influence staff at all levels across an organisation
Person Specification
Qualifications
Essential
- NVQ 3 Business Administration or equivalent experience
Desirable
Experience
Essential
- Previous experience of providing first line advice in response to queries
- Administration experience to include use of Microsoft office applications i.e. word, excel and outlook
Desirable
- Experience of working with rostering systems, preferably Health Roster (Allocate)
- Significant experience of working within the NHS or large complex multisite organisation
- Experience and use of ESR
- Experience and use of ESR Business Intelligence
Knowledge
Essential
- Knowledge of Information Governance and Data Protection
- Ability to travel to multiple sites across Gloucestershire and nationally to occasional meetings - this can be via public transport or personal vehicle
Desirable
- Knowledge of payroll processes
Knowledge
Essential
- Excellent communication skills both oral and written
- Able to work independently and effectively as part of a wider team
- Able to communicate complex information
- Able to manage own workload effectively
- Able to influence staff at all levels across an organisation
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.
