E-Rostering Assistant Administrator

Job description

Job responsibilities

Job Purpose

1. Act as a key and proactive member of the E-Roster Team to enable capacity to be flexed to meet the peaks in workload across the department

2. Provide first line service support to teams across the Trust in operation of the E-Rostering system. Updating information and problem-solving issues affecting service users in their day-to-day operation of the E-Roster.

3. Assist in the future development and implementation of the E-Rostering system across the wider Trust and its teams.

4. Assist in the delivery of mandatory, initial and refresher training in the operation and management of the E-Roster system.

5. Assist in the implementation, monitoring and reporting of both national and local KPIs (Key Performance Indicators). Providing reports to management teams across the Trust to allow continual improvements in efficiency and effectiveness.

6. Assist in the administration, maintenance, review and improvement of team rosters held within the E-Roster system.

7. Assist in the maintenance, review and improvement of the E-Rostering FOCUS (intranet) site, providing useful information and guidance to E-Roster users to empower them to self-resolution of issues.

8. Ability to work flexibly with other E-Roster colleagues to ensure that workload pressures and critical incidents are resolved effectively.

9. To assist in the production of documents, charts, tables, etc., by use of Microsoft IT Packages, e.g. Word, Excel, Access and use Outlook to disseminate certain information/documents to people by Email.

1. To utilise personal initiative and judgement to implement effective systems of prioritisation and organisation ensuring that work is completed within agreed timescale.

2. Exercise independent judgement and initiative based on acquired experience and knowledge when queries or problems arise, by taking appropriate action to resolve the problems or referring them to the appropriate person. Be expected to make decisions within the boundaries of this role.

1. To realise the importance of confidentiality when dealing with data, in accordance with the Data Protection Act.

2. Maintain the high standards of the service by contributing towards individual, team and service objectives and acting at all times in the best interest of service users.

3. To accurately collect, collate and input data to Trust Information Systems as required by Trust procedures to ensure that database records are up to date and accurate.

1. To attend all mandatory and role specific training required by the Trust.

2. To keep up to date with and attend training on revisions to information systems or changes in protocols for the inputting of data in the light of Local and national initiatives. To adhere to agreed protocols at all times.

3. To participate in Individual Performance Review and Personal Development plans, and to undertake training and development as identified within these discussions and as indicated by the requirements of the post.

4. To actively participate in regular supervision sessions.

1. Liaise with internal departments and outside agencies, ensuring that all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act, and that complicated issues are communicated in a simplified form and fully understood by all parties.

2. Work with other E-Roster team members to collectively implement policies and procedures within the service, to introduce smarter and more efficient working practices.

3. Communicate and liaise with other internal Trust departments and individuals through a range of interpersonal and IT media solutions.

4. Provide cover for colleagues during their absence.

Autonomy/Scope within Role

1. Will work within set policies and procedures with guidance and supervision. As the person develops knowledge and experience, they should be able to confidently suggest changes and improvements in own area.

Working Environment:

1. Primarily office based at Kingsway House, Kingsway Hospital, Derby during the initial stages of training / role development, there may be opportunities for hybrid working (part office / part home) in the future.

2. Requirement to use VDU/ Keyboard for significant periods of time for management of the E-Roster and video calling.

3. Will be required to attend any virtual or face to face classes/workshops as required by the Training Provider (which may include traveling to the college)

Health and Safety

1. To have responsibility for health, safety and welfare of self and others at work. This includes being conversant with Trust Health & Safety policies and procedures and ensuring incidents, accidents and near misses are reported; taking part in the risk management process and carrying out tasks/using equipment only when competent to do so

2. Be responsible for ensuring the general environment is clear of all hazards.

1. The Derbyshire Health Care NHS Foundation Trust requires its staff to comply with Information Governance related standards and policies at all times when dealing with confidential information.

2. All NHS employees are bound by a duty of confidentiality and must conduct their duties in line with the NHS Confidentiality Code of Practice, Data Protection Act and Freedom of information Act.

3. Post-holders must maintain high standards of quality in corporate record keeping, ensuring information is always recorded accurately, timely and kept updated as appropriate. The post-holder must only access information, whether paper, electronic or in other media, which is authorised to them as part of their duties.

4. All Information obtained or held during the post-holders period of employment that relates to the business of the Trust and its service users and employees will remain the property of the Trust. Information may be subject to disclosure under legislation at the Trusts discretion and in line with national rules on exemption.

Any breach of confidentiality or computer misuse could lead to disciplinary action, and in serious cases could result in dismissal. Breaches after the post-holders employment has ended could result in the Trust taking legal action against them

Person Specification

Experience

Essential

• 12 months Experience using RLDatx Optima roster system as an administrator

Desirable

• RLDatix Certified Administrator Qualification

Experience

Essential

• Experience in an IT related customer service desk role

Desirable

• Customer Service Level 2 Qualification / Apprenticeship

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.

Employer details

Employer name

Derbyshire Healthcare NHS Foundation Trust

Address

Kingsway House, Kingsway Hospital

Derby

DE22 3LZ

Employer's website

http://www.derbyshirehealthcareft.nhs.uk/ (Opens in a new tab)