University Hospitals Sussex NHS Foundation Trust (279)
An exciting opportunity has arisen for an enthusiastic and motivated individual to join the Rostering Operations Team. The post holder will support users of the Trust eRostering systems (Allocate/RLDatix HealthRoster/Optima) with day-to-day queries by phone, email and Teams.
The Rostering Coordinator role plays a critical role in providing support to the Rostering Operations Team in the delivery of an efficient and effective rostering service whilst supporting the strategic direction of the Trust.
Main duties of the job
Delivering exceptional customer service, the post holder will work primarily with the Trust's Allocate/RLDatix eRostering solution, HealthRoster/Optima, alongside other associated Allocate/RLDatix systems.
The role will require a high level of system/database administration, whilst providing support and guidance on the systems to Trust staff at all levels, with exceptional customer service as the focus. As critical members of the busy helpdesk team working in a fast-paced environment, the post holder will be required to exercise excellent organisation and problem-solving skills to deal with complex system queries and find suitable solutions.
Excellent communication, problem-solving skills and the ability to develop good working relationships with all Trust staff is essential to the success of this role.
Whilst not essential, an understanding of workforce systems such as HealthRoster/Optima would be advantageous.
The post holders will be based at our Worthing site with occasional travel to our other sites.
Job responsibilities
* Lead on the day-to-day system support to all users of eRostering.
* Diagnose and resolve highly complex queries of the system.
* Deal professionally with support calls and emails effectively and efficiently within agreed timescales, escalating unresolved issues as necessary.
* Support managers in maintaining accurate and up-to-date employee records.
* Process system changes from users to resolve problems and update the system, including changing contact details, roster templates, and managing security settings.
* Develop in-depth knowledge of Allocate Suite of Systems and ESR Electronic Staff Records.
* Promote the use and value of rostering throughout the Trust, taking full account of information governance principles.
* Involvement in the implementation of new systems/areas, system configuration, training, testing, and other relevant tasks.
* Run training sessions alone, via Teams, or in small groups.
* Identify training needs and participate in the training programme, providing support at training sessions as necessary.
* The post is based at Worthing with occasional visits to all trust sites for drop-in sessions and scheduled training.
* Improve eRostering processes and best practices within the service and across the Trust.
* Contribute to the production and maintenance of SOPs and training materials.
* Assist with the production/upkeep of public training documents/user guides available on the trust intranet.
* Regular contact with the supplier(s) of eRostering systems, raising support tickets and following up to ensure issues are resolved.
* Aid in the production of reports and data related to departmental activity and rostering across the trust.
* Keep abreast of developments throughout the UK in the field of eRostering.
* Promote the Trust's eRostering systems and encourage best practices with users across the Trust.
* Provide input and guidance at relevant Trust meetings on eRostering support and implementation.
* Contribute ideas and knowledge to facilitate audit, minimise errors and improve efficiency.
* Help promote a learning environment where staff can learn from each other and share best practices.
* Ensure that all tasks relating to Payroll are completed accurately and within agreed timescales.
* Undertake data cleansing of the Trust's eRostering Systems and assist in improving the data contained within ESR.
* Analyse and support complex Trust pay queries and issues.
* Attend occasional courses to build skills regarding training, systems, and other skills related to the post.
Person Specification
Qualifications
* Educated to NVQ Level 3 or able to demonstrate equivalent knowledge/experience.
* 5 or more GCSE's or equivalent including English and Maths.
* Allocate Accreditation.
Knowledge/Experience
* Understanding of NHS processes and challenges for different staff groups.
* Experience in a system administrative role or administrative role supporting staff via phone, email, and Teams.
* Excellent organisation and time management skills.
* Experience of developing training materials.
* Experience of working on a helpdesk.
* Knowledge and understanding of ESR staff database.
* Experience of working within the NHS.
* Experience of using HealthRoster/Optima and the Allocate/RLDatix suite of systems.
Communication and Relationship Skills
* Experience of dealing with difficult situations with positive outcomes.
* Excellent verbal and written communication and presentation skills.
Analytical and Judgmental
* Able to extract meaningful information from data.
* Excellent problem-solving skills.
IT and Physical
* Able to learn highly complex systems to become an expert in eRostering.
* Experience of database administration.
* Ability to utilise Microsoft Office proficiently.
* Knowledge of electronic rostering and related staffing software packages.
Human Resources
* Experience of training groups of staff and production of training documentation.
Equality, Diversity, and Inclusion
* Evidence of having championed diversity in previous roles.
* Evidence of having undertaken own development to improve understanding of equalities issues.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service.
Employer name
University Hospitals Sussex NHS Foundation Trust (279)
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