Electronic Rostering Operations Manager

4 weeks ago

Leicester, Leicester, United Kingdom University Hospitals of Leicester NHS Trust Full time

Job Summary

We are seeking a highly skilled Electronic Rostering Operations Manager to join our team at University Hospitals of Leicester NHS Trust. This exciting opportunity will involve providing leadership and expertise in electronic rostering to support and enable effective workforce planning.

This role is responsible for the design and development of e-rostering in Estates and Facilities, ensuring fairness and equity, with a thorough understanding of related processes such as ESR, Payroll, and contracts of employment and working hours. The implementation of electronic rostering is to ensure workforce safety, efficiency, and affordability.

Main Duties of the Job

  • Lead on the implementation of the rostering for Estates and Facilities, providing rostering expertise, including project leadership and planning.
  • Report the progress of the project for e-rostering Estates and Facilities to a range of stakeholders, highlighting challenges and suitable solutions.
  • Lead initiatives for Estates and Facilities which contribute to cost improvement programmes, such as the enrolment of Estates and Facilities onto the Temporary Staff Bank.
  • Work collaboratively and lead a timely rollout of the comprehensive electronic rostering and staff planning solution for Estates and Facilities.
  • Technical responsibility of e-rostering for Estates and Facilities, with knowledge of Electronic Staff Record (ESR), payroll, contracts of employment, and working hours.
  • Support the Trust to deliver Workforce goals through expanding and promoting effective use of the e-Rostering system.
  • Set in place standard operation procedures for the day-to-day operation of the electronic systems following the project implementation.

About Us

Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030). We have four primary goals: high-quality care for all, being a great place to work, partnerships for impact, and research and education excellence. We will embed health equality in all we do, taking active steps to reduce avoidable differences in healthcare that some people face.

Job Responsibilities

Main Tasks and Responsibilities

Project leadership and planning of Estates and Facilities e-rostering, including setting the scope, scheduling, resourcing, identifying key stakeholder engagement, and escalating risk and mitigations.

Lead the implementation and creation of e-rostering for Estates and Facilities, including accurate input of budgets and required staffing (demand templates). Work with managers and develop rosters which suit department needs and are within the established budget, clarifying user access and roles and responsibilities.

Has sole responsibility for the design and development of e-rostering in Estates and Facilities, ensuring fairness and equitability, with knowledge and familiarity of impacting processes (ESR, Payroll, and contracts of employment and working hours).

Lead initiatives for Estates and Facilities which contribute to cost improvement programmes, such as the enrolment of Estates and Facilities onto the Temporary Staff Bank.

Conduct implementation evaluations post-completion to identify any unresolved issues and monitor performance, including creation and implementation of e-rosters for Estates and Facilities, analysis and review of existing service demand and establishment management, review of existing staff rostering technical processes, procedures, and systems, and review of existing temporary staffing technical processes for Estates and Facilities.

Act as an escalation point for eRostering advisors when issues are escalated and resolve through appropriate fact-finding and policy ratification.

Drive the implementation of the product within the Trust with adherence to the agreed timetable and costs for delivery.

Provide expertise and knowledge in relation to rostering/job planning/systems within the NHS.

Plan and prioritise own workload to ensure timetables are met and resolve issues where there may be competing deadlines.

Understand the interdependencies between Finance, HR, and payroll systems, ensuring that impacts are understood and fully worked through prior to system changes being made.

Maintain a high profile in Estates and Facilities to support electronic systems roll-out and lead on the continual implementation and maximisation of the product.

Maintain systems and processes to establish and maintain effective communication and confidentiality of information.

Demonstrate a highly professional approach in working with Estates and Facilities colleagues, in terms of liaison, technical excellence, and speedy responses.

Assess training requirements to a range of roles with Estates and Facilities, ensure timely delivery of training, and reassess e-rostering product utilisation to optimise usability and reliability. Provide handover training and initial support for implemented rosters until sign-off reached.

Use resulting data to guide and support users to implement the correct process while managing opposing views and opinions to achieve the desired results.

Liaise with the Software Provider as advised, the Lead Nurse for Safe Staffing, and the Electronic Rostering Service Lead, providing real-time updates to users.

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