Job summary
An exciting opportunity has arisen for an Allocate Advisor to join the HR Operations Team to support the strategic E-Rostering agenda.
Your role will involve being a key contact with the Divisional Teams in terms of providing systems expertise to influence positive change to ensure successful implementation of new rosters and the improvement of existing rosters working with a variety of multi-disciplinary teams.
We are looking for an experienced candidate in Erostering solutions who will work as part of a team to embed efficient and effective Rostering practices, offer expert advice to our end users, deliver systems training and support ongoing projects. If you want a role that has day in- day out variety and links to supporting safe staffing levels across the organisation, then this could be for you.
The Trust is committed to supporting managers and staff to plan for optimal staffing levels across all staff groups through the utilisation of electronic rostering systems. This position requires significant experience of working with the Optima (formerly Healthroster) suite of systems (EOL/Healthroster/Safecare) and strong customer service skills with experience of providing advisory support on the use of these systems.
Main duties of the job
The post holder will be part of the Trust E-rostering team, working closely with the Workforce Information team and HR teams in the Trust. The post holder will be responsible for the maintenance of the Allocate Health Roster system as well as assisting the maintenance of elements of ESR to aid in delivering the organisation's needs.
The post holder will be the focal point for communication between Trust users and the E-rostering team.
The post holder will establish and maintain excellent communication and working relationships with managers and colleagues as well as a range of external stakeholders.
About us
Just as we care about our patients' wellbeing, we care about yours!
We can offer you:
- A comprehensive induction into the community service followed by a local induction to introduce you to the role
- Single occupancy accommodation in Central London - (we can help you find accommodation in London, support you with your deposit)
- Support with gaining your driving license *T&C's apply
- Car lease scheme *T&C's apply
- Flexible working options
- Annual travel card loan
- Training, support and development in your career
To have a full look at our benefits and what it's like working for us please go here: https://www.clch.nhs.uk/job/pay-and-benefits
Job description
Job responsibilities
- In conjunction with the Workforce Information team, HR Capita teams and managers, be responsible for the maintenance of accurate and up to date staff records on the Electronic Staff Records (ESR) as necessary and the appropriate Allocate computer systems;
- To create and edit rotas on the Allocate Health Roster system;
- Responsible for the accurate and timely entry of information on the Allocate system ensuring that the information input is accurately maintained and in line with the ESR;
- To support and be part of a client focused service in the provision of high quality statistical and management reports on which sound business/workforce plans can be developed;
- To ensure all activities are undertaken in the context of improving the efficiency and effectiveness of service provision, proposing changes to workforce practices and procedures as necessary;
- To produce a range of management reports complied from computerised systems and other HR records, ensuring that they are accessible, fit for purpose, up to date and accurate;
- To assist in the development and maintenance of the Allocate system structures, ensuring that they are accurate and provide a meaningful level of detail for reporting;
- To provide Allocate log ins for general users and roster creators/approvers;
- The post holder will trouble shoot issues encountered by Allocate users, raining alerts through the Allocate portal or to the Rostering manager if the issue requires escalation;
- To conduct audits of e-rostering activity as requested by the Head of Workforce Information & Systems or Rostering Manager;
- To review monthly payroll returns, liaising with the payroll department to identify areas not finalised and to engage with the appropriate managers to ensure the information is returned by payroll deadlines;
- To ensure the managers are informed and monitored to ensure the appropriate finalisations are done of payroll enabled rosters before the close of payroll deadlines;
- To provide advice, guidance and information both verbally and in writing to line managers, staff and staff representatives in relation to the workforce and e-rostering work that the post holder is responsible for/leading on;
- To assist in the identification of temporary staffing assignments to be purged by the temporary staffing team;
- To be fully conversant with the establishment control procedure and work with the appropriate staff where inconsistencies are identified under the rostering set up/changes;
- The post holder will co-ordinate the activities of the team, arranging the training programme dates/venues as well as appointments or specific support sessions;
- To develop, book and manage training schedules for system users including provision of new manager and refresher training sessions;
- To assist in the development, production and distribution of manuals and training materials;
- Creation of new rosters including full roll out for TUPE mobilisation/demobilisations, new cost centre structuring and skill mix reviews;
- To assist in the investigation and resolution of payroll errors and/or other issues as necessary;
- To process incoming/outgoing correspondence and monitor on a daily basis. Using own judgement and skills reply and deal with any documentation appropriately and decide which should be brought to the attention of the Rostering Manager, Head of HR or Head of Workforce Information & Systems. To be responsible for dealing with any matters deemed urgent;
- To ensure sensitive information is handled confidently and appropriately;
- To assist the workforce team in devising changes to local processes, procedures, documentation, guidance and correspondence arising from policy changes;
- To support the Workforce and HR Systems function in the development and achievement of corporate objectives;
- To comment on/suggest improvement to corporate HR policy and to departmental procedures and ways of working. To support the implementation of all agreed policies throughout the Trust;
- To maintain confidentiality and professionalism at all times when dealing with information relating to individual members of staff;
- To assist the rostering team with ongoing programme plans regularly updating plans and risk registers;
- Provide professional advice to the temporary staffing service ensuring a seamless link across Allocate systems providing an efficient service;
- To monitor activity against the annual work plan, revised and updating the plan as necessary, in agreement with the Head of Workforce Information & Systems;
- Process new employees and changes on the Allocate Health Roster system ensuring that the system accurately reflects the ESR;
- The post holder is expected to escalate all issues of risk to the Rostering Manager or Head of Workforce Information & Systems in their absence;
- To terminate leavers within Allocate ensuring correct procedures are followed;
- To undertake any other tasks, duties or projects that may arise from time to time and are commensurate with the general level of the post.
Please refer to the attached Job Description for full list of responsibilities
Job description
Job responsibilities
- In conjunction with the Workforce Information team, HR Capita teams and managers, be responsible for the maintenance of accurate and up to date staff records on the Electronic Staff Records (ESR) as necessary and the appropriate Allocate computer systems;
- To create and edit rotas on the Allocate Health Roster system;
- Responsible for the accurate and timely entry of information on the Allocate system ensuring that the information input is accurately maintained and in line with the ESR;
- To support and be part of a client focused service in the provision of high quality statistical and management reports on which sound business/workforce plans can be developed;
- To ensure all activities are undertaken in the context of improving the efficiency and effectiveness of service provision, proposing changes to workforce practices and procedures as necessary;
- To produce a range of management reports complied from computerised systems and other HR records, ensuring that they are accessible, fit for purpose, up to date and accurate;
- To assist in the development and maintenance of the Allocate system structures, ensuring that they are accurate and provide a meaningful level of detail for reporting;
- To provide Allocate log ins for general users and roster creators/approvers;
- The post holder will trouble shoot issues encountered by Allocate users, raining alerts through the Allocate portal or to the Rostering manager if the issue requires escalation;
- To conduct audits of e-rostering activity as requested by the Head of Workforce Information & Systems or Rostering Manager;
- To review monthly payroll returns, liaising with the payroll department to identify areas not finalised and to engage with the appropriate managers to ensure the information is returned by payroll deadlines;
- To ensure the managers are informed and monitored to ensure the appropriate finalisations are done of payroll enabled rosters before the close of payroll deadlines;
- To provide advice, guidance and information both verbally and in writing to line managers, staff and staff representatives in relation to the workforce and e-rostering work that the post holder is responsible for/leading on;
- To assist in the identification of temporary staffing assignments to be purged by the temporary staffing team;
- To be fully conversant with the establishment control procedure and work with the appropriate staff where inconsistencies are identified under the rostering set up/changes;
- The post holder will co-ordinate the activities of the team, arranging the training programme dates/venues as well as appointments or specific support sessions;
- To develop, book and manage training schedules for system users including provision of new manager and refresher training sessions;
- To assist in the development, production and distribution of manuals and training materials;
- Creation of new rosters including full roll out for TUPE mobilisation/demobilisations, new cost centre structuring and skill mix reviews;
- To assist in the investigation and resolution of payroll errors and/or other issues as necessary;
- To process incoming/outgoing correspondence and monitor on a daily basis. Using own judgement and skills reply and deal with any documentation appropriately and decide which should be brought to the attention of the Rostering Manager, Head of HR or Head of Workforce Information & Systems. To be responsible for dealing with any matters deemed urgent;
- To ensure sensitive information is handled confidently and appropriately;
- To assist the workforce team in devising changes to local processes, procedures, documentation, guidance and correspondence arising from policy changes;
- To support the Workforce and HR Systems function in the development and achievement of corporate objectives;
- To comment on/suggest improvement to corporate HR policy and to departmental procedures and ways of working. To support the implementation of all agreed policies throughout the Trust;
- To maintain confidentiality and professionalism at all times when dealing with information relating to individual members of staff;
- To assist the rostering team with ongoing programme plans regularly updating plans and risk registers;
- Provide professional advice to the temporary staffing service ensuring a seamless link across Allocate systems providing an efficient service;
- To monitor activity against the annual work plan, revised and updating the plan as necessary, in agreement with the Head of Workforce Information & Systems;
- Process new employees and changes on the Allocate Health Roster system ensuring that the system accurately reflects the ESR;
- The post holder is expected to escalate all issues of risk to the Rostering Manager or Head of Workforce Information & Systems in their absence;
- To terminate leavers within Allocate ensuring correct procedures are followed;
- To undertake any other tasks, duties or projects that may arise from time to time and are commensurate with the general level of the post.
Please refer to the attached Job Description for full list of responsibilities
Person Specification
Education/Qualification
Essential
- Educated to degree level in a field demonstrating skills in the maintenance and upkeep of the Allocate System or equivalent combination of education, experience and short courses.
Experience
Essential
- Substantial experience in the use of the NHS electronic staff record (ESR) or similar integrated HR/Payroll system
- Substantial experience in the design and administration of the Allocate Health Roster system
- Experience in the development/manipulation of data to produce reports
- Demonstrable experience in working in multi-disciplinary HR office environments
- Significant experience in the use of Microsoft office products (Excel, Word, PowerPoint, Outlook);
- Experience in responding to information queries
Desirable
- Experience in database maintenance design in Access and Oracle
Skills and Knowledge
Essential
- Developed communication skills (written and oral
- Excellent time, project, organisational and administrative skills and the ability to set up office systems and monitor, review and implement changes to existing working practices and sustain improvements
- Numerate and able to analyse, calculate and produce statistical and financial information accurately;
- Good awareness of HR issues, policies and procedures and recognised best practice
- An excellent understanding of information governance, confidential, Data protection Act and the GDPA
- Excellent interpersonal skills and the ability to utilise them to communicate effectively with a co-operative and team based work environment
- Ability to form, build, develop and maintain positive and effective working relationships with people from a wide range of personal and professional backgrounds
- Ability to draft, type, format, prepare and produce a wider range of high quality documentation, letters, emails, memos, statistical information, graphics, presentations and short reports
- Able to use the intra net and internet
- Knowledge of building/maintaining rosters.
Other
Essential
- Professional manner and approach to dealing with confidential and sensitive issue and information
- Constant high attention to detail and quality of work
- Equally able to work autonomously, using own initiative to meet deadlines in a busy HR environment, and participate as part of the wider HR team
- Willing to accept responsibility and committed to continuous professional development
- Able to describe his/her own vision for how this post will be developed and delivered
Person Specification
Education/Qualification
Essential
- Educated to degree level in a field demonstrating skills in the maintenance and upkeep of the Allocate System or equivalent combination of education, experience and short courses.
Experience
Essential
- Substantial experience in the use of the NHS electronic staff record (ESR) or similar integrated HR/Payroll system
- Substantial experience in the design and administration of the Allocate Health Roster system
- Experience in the development/manipulation of data to produce reports
- Demonstrable experience in working in multi-disciplinary HR office environments
- Significant experience in the use of Microsoft office products (Excel, Word, PowerPoint, Outlook);
- Experience in responding to information queries
Desirable
- Experience in database maintenance design in Access and Oracle
Skills and Knowledge
Essential
- Developed communication skills (written and oral
- Excellent time, project, organisational and administrative skills and the ability to set up office systems and monitor, review and implement changes to existing working practices and sustain improvements
- Numerate and able to analyse, calculate and produce statistical and financial information accurately;
- Good awareness of HR issues, policies and procedures and recognised best practice
- An excellent understanding of information governance, confidential, Data protection Act and the GDPA
- Excellent interpersonal skills and the ability to utilise them to communicate effectively with a co-operative and team based work environment
- Ability to form, build, develop and maintain positive and effective working relationships with people from a wide range of personal and professional backgrounds
- Ability to draft, type, format, prepare and produce a wider range of high quality documentation, letters, emails, memos, statistical information, graphics, presentations and short reports
- Able to use the intra net and internet
- Knowledge of building/maintaining rosters.
Other
Essential
- Professional manner and approach to dealing with confidential and sensitive issue and information
- Constant high attention to detail and quality of work
- Equally able to work autonomously, using own initiative to meet deadlines in a busy HR environment, and participate as part of the wider HR team
- Willing to accept responsibility and committed to continuous professional development
- Able to describe his/her own vision for how this post will be developed and delivered
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.
