Job summary
The North East Ambulance Service (NHS) Trust is inviting applications for the position of GRS System Lead Officer, both internally and externally. This role will serve as an Information Asset Administrator (IAA) for the Trust's electronic rostering system, known as the Global Rostering System (GRS). This position is crucial in supporting our staff and patients by ensuring the correct level of resources are operationalised daily, while also driving innovation and continuous improvement in our ways of working. This is an exciting and pivotal role that offers the opportunity to make a significant impact on service delivery and enhance the overall efficiency of our operations.
Main duties of the job
1. System Configuration and Optimisation: Configure and enhance the Global Rostering System (GRS), GRS Web, and GRS Mobile App to improve scheduling efficiency and adapt to the ambulance service's evolving needs. Resource Scheduling Support: Collaborate with the resource scheduling department to ensure effective personnel allocation, maximising operational readiness and response times. Payroll Support: Work with the payroll department to ensure accurate processing of staff hours and attendance data from GRS, facilitating timely payroll management. Data Analysis and Reporting: Analyse rostering data from GRS to identify trends and areas for improvement, providing actionable insights to enhance service delivery and resource management. User Training and Support: Develop and deliver training programmes for staff on GRS, GRS Web, and GRS Mobile App, ensuring proficiency in utilising these systems. Communication of Developments: Update stakeholders on developments regarding GRS, GRS Web, and GRS Mobile App, ensuring transparency and fostering engagement. Continuous Improvement Initiatives: Lead efforts to continuously improve rostering processes and technologies, fostering innovation to better support staff and patient care.
Candidate Requirements
Candidates should possess excellent written and verbal communication skills and demonstrate a positive approach to their ongoing personal and professional development, providing evidence of this.
About us
We employ 3,500 staff in 63 locations and serve a population of 2,600,000 in Northumberland, Tyne & Wear, County Durham, and Tees over 3230 square miles.
Many people think the job of the ambulance service is to collect patients and take them to hospital, but we do much more!
Paramedic skills have developed hugely in recent years, meaning we carry out more treatment at the scene and en-route to hospital.
We have a dedicated clinical assessment service that allows us to provide patients with the most appropriate care from the beginning of the patient journey.
We have a specialised branch of the Trust called HART which deal with explosions or terrorist attacks.
Ultimately patients are the heart of everything that we do to support our mission of "safe, effective and responsive care for all".
We value and respect the diversity employees bring to our workplace. We recruit a workforce that reflects the community we serve, and welcome applications from people from all backgrounds. To ensure we deliver on our aims in relation to diversity and inclusion we assess ourselves against a range of frameworks. We are ENEI Gold employer, Disability Confident Leader, Dyslexia Smart Award employer, Dementia Friendly, and part of Mind Blue Light programme and the Race at Work Charter from the Princes Responsible Business Network and are achieving across all objectives in NHS Equality Delivery System.
Job description
Job responsibilities
Please refer to the attached job description and person specification documents for full responsibilities and main duties of this job.
Person Specification
Education and Qualifications
Essential
2. Educated to a minimum of Degree level or relevant experience working in Operations and/or Resource Scheduling
Desirable
3. ECDL, CLAIT or equivalent.
Knowledge
Essential
4. etailed knowledge of working with erostering systems, such as GRS. Significant knowledge and experience in the use of MS Office package including Word, PowerPoint, Excel, databases, Email and Internet. Knowledge of administrative procedures, project management or information analysis.
Desirable
5. Detailed knowledge of Resource Scheduling function. Understanding of AQI Guidance. Able to translate complex information to be easily understood by a diverse audience. Evidence of CPD. Use of computerised record systems. Clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures. Basic understanding of Business Continuity methodology.
Experience
Essential
6. Held a substantive role within the Operations Department with extensive use of one or more systems, such as GRS or CAD. Ability to think logically and clearly to make rational decisions with the ability to respond quickly to Operations and erostering issues. Ability to analyse complex and conflicting data sets and solve difficult problems which may result in a number of options that will need to be considered.
7. Make informed recommendations based on detailed data analysis. Provide bespoke practical specialist training in the use of all GRS functions.
Desirable
8. Previously worked in a similar position within the public sector Experience or knowledge of Business Continuity Methodology and management of BCMS.
9. Experience of producing accurate information reports, presentations, briefings, communications material requiring attention to detail at all times. Experience of supporting the delivery of specific projects and monitoring and reporting progress which includes basic knowledge of project planning principles.
Key Skills
Essential
10. Ability to work as an autonomous practitioner within the limits of the job role with minimal supervision. Understand the requirements of the role of Information Asset Administrator (IAA) for GRS. Ability to work on own initiative and organise own and other's workloads without supervision, working to tight and often changing timescales. Excellent verbal and written skills for communication on complex information and administrative matters, requiring developed interpersonal communications skills. Proven ability to respond to the unexpected and ability to make judgements around when to make decisions independently or where it may be necessary to escalate.
11. Ability on occasions to focus for prolonged periods of concentration whilst various analysis is undertaken. Excellent communication, presentation and inter-personal skills and ability to liaise with people, building effective relationships at all levels. Demonstrable skills in problem solving and ability to respond to sudden unexpected demands.
12. High levels of personal motivation and discipline and demonstrable time management skills with the ability to reprioritise to balance conflicting priorities. Understand the need for confidentiality. Ability to deal with difficult situations/areas of dispute appropriately. Ability to cope with change, be flexible and handle uncertainty.
Desirable
13. Ability to travel between NHS sites as required. Ability to pull together comprehensive draft reports, data and letters demonstrating negotiation, networking and persuasive skills. Be able to co-ordinate and plan time/activities for a number of internal and external stakeholders to ensure the effectively delivery of planned work/projects UAT coordination.
Personal Attributes
Essential
14. Able to work as part of a team. Ability to balance conflicting priorities and work flexibly. Able to work on own initiative. Attention to detail. Able to prioritise workload and meet agreed deadlines. Able to work with minimum supervision