1. Part time
2. Flexible working
3. Home or remote working
Job ref: 327-25-184
Employer: Gloucestershire Health and Care NHS Foundation Trust
Employer type: NHS
Site: Edward Jenner Court
Town: Brockworth, Gloucestershire
Salary: £26,530 - £29,114 per annum (pro rata)
Salary period: Yearly
Closing: 23/03/2025 23:59
Employer heading
Band 4
We love what we do and we think you will, too!
At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people’s own homes and in a range of other locations across the county.
We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care. We put people at the heart of our services, focusing on personalised care by asking ‘what matters to you’.
We’re passionate about making sure that everyone can contribute to achieving our mission and we are continually working to support healthy and happy high-quality teams in all areas of the Trust.
Our application process aims to understand each candidate's knowledge, skills and experience. We have found that candidates that use AI to generate their answers can lack specificity and fail to address key criteria outlined in the job description.
It is really important to personalise your application to convey your individual skills, knowledge, and experiences effectively and for us to understand why you are applying for this role with GHC. We discourage over reliance on AI-generated applications as it will lessen your chances of success in securing an interview with us.
Job overview
1 x Fixed Term contract/secondment opportunity for up to 12 months (18.75 hours per week)
Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment.
The E-Rostering Team is looking to recruit an experienced E-Rostering Systems Administrator to centrally roster specific services.
The post holder will be predominantly home working and will be creating rosters for set units on Health Roster, meeting the unit managers through MS Teams and site visits to bases around the county. The post holder will also be monitoring rotas for changes and potential issues and reporting back to management, this includes running regular reports.
The E-Rostering Team is responsible for the development and maintenance of the trust E-Rostering System. We have over 150 live rotas to manage, as well as ensuring that payroll is accurate and submitted every week and every month. The team is also responsible for training managers and staff on how to use the system effectively and efficiently and supporting these staff in how to resolve any errors that may have occurred. The team are very supportive of each other and are always willing to support other colleagues as needed.
Main duties of the job
1. Building clinical rotas ensuring that they are produced in a timely and efficient manner utilising substantive and temporary staffing.
2. Maintaining, configuring and continuing to develop the E-Rostering function across clinical and non-clinical services.
3. Running reports from the E-Rostering system to enable management overview of the use of the system.
4. Working closely with staff bank colleagues so that all shifts are filled appropriately, maximising staffing efficiencies and ensuring continuity of service provision.
The post holder will need to be able to work without supervision to achieve objectives, to prioritise own workload, work under pressure and meet tight deadlines. Excellent organisational and communication skills and the ability to communicate with colleagues at all levels are needed.
Training for Allocate will be provided as needed.
Applicants should have excellent IT skills, including the ability to collate and analyse complex information and produce concise reports and presentations for a wide variety of audiences.
Ability to travel around the county is essential.
The post will be based at Invista/Edward Jenner Court. This post will be split with home working but will require travelling to sites and attending the main office as required.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
Working for our organisation
We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.
The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:
1. 89.7%
2. 73.3%
3. 82.4%
4. 76.7%
Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.
Detailed job description and main responsibilities
1. To assist in the maintenance and development of the Trust E-Rostering system.
2. To build clinical rotas ensuring that they are produced in a timely and efficient manner utilising substantive and temporary staffing.
3. To provide centralised cover where needed for other unit rosters.
4. To work closely with service managers and staff to ensure that the rostering system is used appropriately, efficiently and effectively.
5. Run reports from the E-Rostering system to enable management overview of the use of the system.
6. To work effectively with team members to ensure that the rostering system reflects information held in ESR.
7. Provide expert E-Rostering advice and support for staff and managers in the full use of the system, this will include the E-Rostering approval process.
8. Maintain strict confidentiality over the holding and dissemination of personal information both within and outside of the organisation.
9. Provide regular feedback to managers and staff about system usage including hints and tips about how to improve efficiency and effectiveness of the system.
10. To work effectively with the E-Rostering system provider so that the system is used to its full potential.
11. To carry out regular audits of the system to ensure that it is used appropriately and that staff are paid correctly.
12. To continuously strive for improvement in services.
13. To be a key contact for any system issues and work to resolve these effectively and in a timely manner.
14. To assist senior team members in ensuring that all staff are paid correctly and efficiently.
15. Complete necessary specialist training through Allocate Software for Health Roster systems.
16. Manage the service information systems to ensure accurate intelligence is available about gaps and fill, and ensure that service Managers and Directors are aware of any concerns using own judgement and initiatives.
17. To manage workload within a busy office environment, dealing with a wide range of telephone calls and queries.
18. Work accurately and effectively whilst under pressure in a busy, changing environment with frequent interruptions from staff.
19. To work without supervision in managing own time, planning and prioritising workload and using own initiative.
20. To support the E-Rostering team in any other necessary tasks and cover tasks due to absence.
Person specification
QUALIFICATIONS
Essential criteria
1. Educated to Higher Diploma Level or equivalent work experience.
Desirable criteria
1. IT Qualification.
LENGTH AND / OR NATURE OF EXPERIENCE
Essential criteria
1. Experience of working with rostering systems, preferably Health Roster (Allocate), including developing and maintaining rosters.
2. Administration experience to include use of Microsoft office applications i.e. word, excel and outlook.
3. Ability to travel to multiple sites across Gloucestershire and nationally to occasional.
Desirable criteria
1. Experience working in a Temporary Staffing Team and knowledge of processes.
PROFESSIONAL / MANAGERIAL / SPECIALIST KNOWLEDGE
Essential criteria
1. Knowledge of Information Governance and Data Protection.
2. Excellent communication skills both oral and written.
3. Able to work independently and effectively as part of a wider team.
4. Able to communicate complex information.
Desirable criteria
1. Knowledge of payroll processes.
When joining us, as well as becoming part of a team that makes a difference, we also offer:
1. Free car parking at many of our sites.
2. 27 days leave plus bank holidays, increasing up to 33 days with long service.
3. A broad range of training and development opportunities, including apprenticeships up to Level 7 qualification.
4. A multi-professional preceptorship programme for all Newly Qualified Nurses, Nursing Associates, Internationally Educated Practitioners, Allied Health Professionals and Return to Practice Practitioners.
5. Generous NHS pension and enhanced pay when if you work unsocial hours.
6. Flexible, family friendly and agile working opportunities.
7. Recognition and long service awards.
8. Fast Track physiotherapy.
9. Our Wellbeing line.
10. Access to discounts and salary sacrifice schemes; including Cycle to Work, Car scheme and discounts on travel, leisure and retailers.
Applicants are advised to apply early as if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date. Good luck with your application.
For more information please see the attached.
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