Job summary
We are looking to recruit a eRoster Co-ordinator to join our friendly Team in the ESR, Roster and Payroll Department.
You will act as a system administrator for the HealthRoster system and associated modules
Provide specialist advice to end users throughout the Trust either as first point of contact or when escalated from the Workforce Support Administrators.
Knowledge of ESR, HealthRoster and Selenity systems and a general understanding of payroll would be desirable, but not essential, as training will be given however a good level of IT skill is essential as the team support a range of staff systems.
Main duties of the job
- Reporting into the Roster & Systems Project Manager, act as a system administrator for the HealthRoster system , to ensure that the system and associated modules meet the business needs of the organisation
- Develop, implement and maintain a system maintenance/housekeeping plan to ensure the system and associated modules meet recommendations from provider, auditors and best practice
- Design, implement and review access roles in line with role based methodology.
- Ensure that rules and settings are reviewed and set as per recommendations from provider or best practice
About us
We are ESNEFT and we provide hospital and community health services to almost one million people across east Suffolk and north Essex. Our dedicated staff deliver care from acute hospitals in Colchester and Ipswich, community hospitals, surgeries, community clinics and in patients' own homes.
We are one of the largest NHS organisations in England, employing more than 12,000 staff.
We pride ourselves on supporting our staff. We offer a wide range of training and development opportunities, as well as flexible working options.
Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.
Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which cause time delays for our staff and patients.
We are investing in our commitment to Time Matters with a partnership with leading electronic patient record (EPR) supplier Epic. This digital transformation will bring what's widely regarded as the world's best EPR system to ESNEFT, transforming life in hospital for staff and patients.
If you are passionate about patient care and want to develop your skills and knowledge, then we want to hear from you.
Find out about living and working here - www.youtube.com/watch?v=GkPu7HphU8A
Job description
Job responsibilities
Leadership
- Ensure that a series of local procedures (Standard Operating Procedures) have been developed, reviewed and maintained for system administration of the HealthRoster system and associated modules which support the Trusts eRoster Policy and Procedure.
- Develop, review and maintain a work plan with the eRoster team to ensure that daily/weekly/monthly tasks are completed to support the organisation. For example, payroll extracts, UNIFY2.
- Work in partnership with Electronic Staff Record (ESR)/Finance/Medical Staffing teams to ensure that HealthRoster and other systems are aligned as much as possible. For example sickness codes, cost centres, staffing budget, e-Rota information.
- To facilitate meetings with system provider or other organisations who wish to share knowledge.
- To attend Trust meetings relevant to role, system and associated modules in the absence or at the request of the Workforce Systems Manager.
- To attend system user groups (when the agenda is relevant)
Service Delivery and Improvement
- Develop, implement and maintain a system maintenance/housekeeping plan to ensure the system and associated modules meet recommendations from provider, auditors and best practice
- Design, implement and review access roles in line with role based methodology.
- Ensure that rules and settings are reviewed and set as per recommendations from provider or best practice
- To liaise with the Trusts IT department and the system provider to resolve technical issues.
- To log calls on behalf of the organisation with the system providers support desk.
- Responsible for reviewing release for system upgrades, to consider any risks to organisation for upgrading and escalate risks via appropriate channels.
- To develop and test the system to meet the needs of the organisation to maximise the use of the system and associated modules functionality.
- To support the Workforce Systems Manager Projects to implement the system throughout the organisation
- To be a nominated point of contact with the provider for facilitating upgrades.
- To complete User Acceptance Testing processes for future products and upgrades.
- Responsible for set up management and maintenance of the bank/agency system interface, including mapping codes.
- Complete any other reasonable duties specifically identified by the Workforce Systems Manager Projects.
- Develop, implement and review lesson plans, training schedule and documentation for system and associated modules
- Deliver training to end users at all levels throughout the organisation.
- Tailor training delivery to the needs of the individual, their skills and abilities.
- Support end users to take ownership of the system.
- Ensure all training and communication documents are up to date and available in various media formats.
- Develop and maintain the intranet/internet pages owned by the eRoster Team using specialist software and HTML code
- To develop a range of eRoster reports for senior managers and human resources colleagues:
- Manipulating and interrogating eRoster to extract information
- Use IT packages and specialist reporting software to effectively produce the information in the required and user friendly format.
- Anticipate the information needs of managers requesting ad-hoc data and adapt the presentation of the data into a meaningful format in to inform management decisions
- Ensure the attendance/absence extract is uploaded to the external payroll provider.
Financial and Performance Management
- Facilitate template creation, redesign/amendments for Medics Rosters, liaising with finance and end users.
- Liaise with payroll systems team to ensure pay scales/enhancements are reviewed an updated in system when provided.
Risk Management and Governance
- Provide evidence as required for external/internal auditors, Care Quality Commission etc.
- Complete routine monitoring reports against Standard Operating Procedures, take remedial action where required and escalate repeat offenders/noncompliance through appropriate channels.
Job description
Job responsibilities
Leadership
- Ensure that a series of local procedures (Standard Operating Procedures) have been developed, reviewed and maintained for system administration of the HealthRoster system and associated modules which support the Trusts eRoster Policy and Procedure.
- Develop, review and maintain a work plan with the eRoster team to ensure that daily/weekly/monthly tasks are completed to support the organisation. For example, payroll extracts, UNIFY2.
- Work in partnership with Electronic Staff Record (ESR)/Finance/Medical Staffing teams to ensure that HealthRoster and other systems are aligned as much as possible. For example sickness codes, cost centres, staffing budget, e-Rota information.
- To facilitate meetings with system provider or other organisations who wish to share knowledge.
- To attend Trust meetings relevant to role, system and associated modules in the absence or at the request of the Workforce Systems Manager.
- To attend system user groups (when the agenda is relevant)
Service Delivery and Improvement
- Develop, implement and maintain a system maintenance/housekeeping plan to ensure the system and associated modules meet recommendations from provider, auditors and best practice
- Design, implement and review access roles in line with role based methodology.
- Ensure that rules and settings are reviewed and set as per recommendations from provider or best practice
- To liaise with the Trusts IT department and the system provider to resolve technical issues.
- To log calls on behalf of the organisation with the system providers support desk.
- Responsible for reviewing release for system upgrades, to consider any risks to organisation for upgrading and escalate risks via appropriate channels.
- To develop and test the system to meet the needs of the organisation to maximise the use of the system and associated modules functionality.
- To support the Workforce Systems Manager Projects to implement the system throughout the organisation
- To be a nominated point of contact with the provider for facilitating upgrades.
- To complete User Acceptance Testing processes for future products and upgrades.
- Responsible for set up management and maintenance of the bank/agency system interface, including mapping codes.
- Complete any other reasonable duties specifically identified by the Workforce Systems Manager Projects.
- Develop, implement and review lesson plans, training schedule and documentation for system and associated modules
- Deliver training to end users at all levels throughout the organisation.
- Tailor training delivery to the needs of the individual, their skills and abilities.
- Support end users to take ownership of the system.
- Ensure all training and communication documents are up to date and available in various media formats.
- Develop and maintain the intranet/internet pages owned by the eRoster Team using specialist software and HTML code
- To develop a range of eRoster reports for senior managers and human resources colleagues:
- Manipulating and interrogating eRoster to extract information
- Use IT packages and specialist reporting software to effectively produce the information in the required and user friendly format.
- Anticipate the information needs of managers requesting ad-hoc data and adapt the presentation of the data into a meaningful format in to inform management decisions
- Ensure the attendance/absence extract is uploaded to the external payroll provider.
Financial and Performance Management
- Facilitate template creation, redesign/amendments for Medics Rosters, liaising with finance and end users.
- Liaise with payroll systems team to ensure pay scales/enhancements are reviewed an updated in system when provided.
Risk Management and Governance
- Provide evidence as required for external/internal auditors, Care Quality Commission etc.
- Complete routine monitoring reports against Standard Operating Procedures, take remedial action where required and escalate repeat offenders/noncompliance through appropriate channels.
Person Specification
Knowledge
Essential
- Knowledge of HealthRoster Optima Product Suite
- Data analysis
Qualifications
Essential
- Educated to A Level or equivalent experience
- Advanced MS Excel
Desirable
- Certified Professional Accreditation (System Administration)
Experience
Essential
- eRoster System experience
- 1 Years System Administration experience
- Training delivery experience
- Experience of delivering internal customer support, professionally dealing with a range of situations
Desirable
- NHS experience
- Experience of system implementation
- Use of Electronic Staff Records (ESR)
Personal Skills
Essential
- Ability to communicate verbally in a clear and concise manner, including the ability to liaise with other professionals
- Ability to prepare and present subjects to large and small audiences
Person Specification
Knowledge
Essential
- Knowledge of HealthRoster Optima Product Suite
- Data analysis
Qualifications
Essential
- Educated to A Level or equivalent experience
- Advanced MS Excel
Desirable
- Certified Professional Accreditation (System Administration)
Experience
Essential
- eRoster System experience
- 1 Years System Administration experience
- Training delivery experience
- Experience of delivering internal customer support, professionally dealing with a range of situations
Desirable
- NHS experience
- Experience of system implementation
- Use of Electronic Staff Records (ESR)
Personal Skills
Essential
- Ability to communicate verbally in a clear and concise manner, including the ability to liaise with other professionals
- Ability to prepare and present subjects to large and small audiences
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.
