Job summary
Applications are invited to join our e-Resourcing Team based at Whiston Hospital as e-Resourcing System Assistant.
The eRostering team are responsible for the maintenance of electronic rostering to all staff groups across the Trust, and then the subsequent delivery of support and guidance required by managers and staff.
The team work closely with departments to build automated staffing rosters which interface with the Trust's ESR system to process leave, absence and payroll. This ensures that managers have the tools at their disposal to ensure services are staffed safely with the required grades of staff and necessary skill and consequently has an impact on improved patient care.
The team also work closely with the Trust's software provider to ensure rostering systems are being utilised fully and are regularly involved in projects and pilots to trial new and more developed ways of rostering.
The position is full time, 37.5 hours per week fixed term for 12 months covering maternity leave. Office hours are open from 8am - 6pm Monday to Friday.
Please be advised this post may close early due to the number of applicants.
Interview Date: TBC
Main duties of the job
The role will include working to tight deadlines and timescales whilst developing and maintaining effective communication.
We know how important it is to ensure that services have safe levels of staffing in order to meet the needs of our patients whilst meeting the rostering needs of our workforce.
We need a customer focussed and flexible individual to join the team so that we can continue to meet the demand of e-Resourcing requirements that exists in our services.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Job description
Job responsibilities
KEY DUTIES
- To deliver training to clinical and non-clinical staff.
- To work closely with the e-Resourcing Administrators and e-Resourcing Team Leader to ensure all tasks are completed or escalated to the Resourcing Manager.
- To assist with rotation planning and co-ordination.
- To support all new system upgrades by pre-testing new versions and ensure data integrity and quality.
- Participate in staff meetings and training initiatives as required.
PROJECTS
- To be a member of e-Rostering and provide an efficient administration support to the e-Resourcing Administrators.
- To deal with the telephone, e-mail, and written communications for the team.
- Review requests through email/telephone for roster support and take action ensuring difficulties are reported to the e-Resourcing Administrator if further action is required.
- Provide support to the e-Resourcing Administrators to ensure all required data is available at each phase of the project to enable it to be input into the systems database.
- Work with Ward Managers/Rostering Leads to effectively manage the rostering systems across the Organisation.
- To ensure positive promotion of all e-Resourcing activity, utilising a variety of communication channels to maximise engagement across the organisation.
TRAINING
- Provide agreed training, and training materials required to ensure effective implementation of the systems across the Organisation.
- To provide on-going training and support to users Trust-wide.
- To refer to the Electronic Systems Administrators for support with complex system queries.
GENERAL DUTIES
- To observe the provisions of and adhere to all Trust policies and procedures.
- To actively participate in the annual performance review to identify personal development needs
- To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
- To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust Statement of Policy on Health and Safety at Work and the Trust corporate Health and Safety Policies and Procedures. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
- To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently, and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
- The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
- All staff will be treated with respect by management, colleagues, patients, and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
- You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
- To ensure that when creating, managing, and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures, and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous
- In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
- To adhere to relevant Code of Practice of Professional body (if appropriate)
- The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
- The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.
- To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
- The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.
Job description
Job responsibilities
KEY DUTIES
- To deliver training to clinical and non-clinical staff.
- To work closely with the e-Resourcing Administrators and e-Resourcing Team Leader to ensure all tasks are completed or escalated to the Resourcing Manager.
- To assist with rotation planning and co-ordination.
- To support all new system upgrades by pre-testing new versions and ensure data integrity and quality.
- Participate in staff meetings and training initiatives as required.
PROJECTS
- To be a member of e-Rostering and provide an efficient administration support to the e-Resourcing Administrators.
- To deal with the telephone, e-mail, and written communications for the team.
- Review requests through email/telephone for roster support and take action ensuring difficulties are reported to the e-Resourcing Administrator if further action is required.
- Provide support to the e-Resourcing Administrators to ensure all required data is available at each phase of the project to enable it to be input into the systems database.
- Work with Ward Managers/Rostering Leads to effectively manage the rostering systems across the Organisation.
- To ensure positive promotion of all e-Resourcing activity, utilising a variety of communication channels to maximise engagement across the organisation.
TRAINING
- Provide agreed training, and training materials required to ensure effective implementation of the systems across the Organisation.
- To provide on-going training and support to users Trust-wide.
- To refer to the Electronic Systems Administrators for support with complex system queries.
GENERAL DUTIES
- To observe the provisions of and adhere to all Trust policies and procedures.
- To actively participate in the annual performance review to identify personal development needs
- To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
- To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust Statement of Policy on Health and Safety at Work and the Trust corporate Health and Safety Policies and Procedures. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
- To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently, and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
- The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
- All staff will be treated with respect by management, colleagues, patients, and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
- You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
- To ensure that when creating, managing, and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures, and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous
- In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
- To adhere to relevant Code of Practice of Professional body (if appropriate)
- The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
- The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.
- To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
- The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.
Person Specification
Qualifications
Essential
- Experience of working with specialist IT/HR systems acquired through formal training and/or experience to diploma level and/or equivalent qualification
- NVQ level 3 in Administration or equivalent level of knowledge
Knowledge and experience
Essential
- Experience of working in an administration role
- Experience of working with electronic systems
- Experience in providing advice on systems, policies and procedures
Desirable
- Experience of working in a customer service environment and providing helpdesk advice
- Experience of working in the NHS
- Experience of manging own workload and working to deadlines
- Knowledge of Agenda for Change and Medical & Dental Terms and Conditions
- Experience of delivering training
Skills
Essential
- Good organisational skills including the ability to work to conflicting deadlines
- Excellent communications skills
- Ability to use initiative
- Ability to maintain strict confidentiality
- Excellent attention to details, e.g. data input and analysis
- Ability to identify and problem solve including an awareness of when to escalate to management
- Well-honed I.T. skills including Word, Excel, PowerPoint, ESR and software packages e.g. MS Project
- Ability to work alone and as part of a team
Person Specification
Qualifications
Essential
- Experience of working with specialist IT/HR systems acquired through formal training and/or experience to diploma level and/or equivalent qualification
- NVQ level 3 in Administration or equivalent level of knowledge
Knowledge and experience
Essential
- Experience of working in an administration role
- Experience of working with electronic systems
- Experience in providing advice on systems, policies and procedures
Desirable
- Experience of working in a customer service environment and providing helpdesk advice
- Experience of working in the NHS
- Experience of manging own workload and working to deadlines
- Knowledge of Agenda for Change and Medical & Dental Terms and Conditions
- Experience of delivering training
Skills
Essential
- Good organisational skills including the ability to work to conflicting deadlines
- Excellent communications skills
- Ability to use initiative
- Ability to maintain strict confidentiality
- Excellent attention to details, e.g. data input and analysis
- Ability to identify and problem solve including an awareness of when to escalate to management
- Well-honed I.T. skills including Word, Excel, PowerPoint, ESR and software packages e.g. MS Project
- Ability to work alone and as part of a team
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.
