eRostering Administrator

Job summary

King's College Hospital are looking for an enthusiastic, adaptable and ambitious eRostering Administrator to join the eRostering Team. The role will involve assisting the other members of the team with the BAU support and maintenance of the Trust's eRostering system (HealthRoster) and its users.

It is essential that applicants have previous experience of HealthRoster systems administration, ideally within an eRostering team. They will be familiar with both AfC and Medical & Dental contracts on HealthRoster and should also have a working knowledge of ESR. Good knowledge and experience of Microsoft Excel would be an advantage.

The Trust has 15000+ staff on its books and each of them has a staff record on the eRostering system so the eRostering Team has a high profile.

Main duties of the job

To provide effective, customer focused eRostering support to both Medical & Dental and AfC users, ensuring data is updated regularly and that changes are completed in a timely manner.

To assist with the organisation & delivery of eRostering training for all staff groups.

To work closely with the eRostering Systems Manager to sustain the alignment between Healthroster and ESR data, including regular uploads of ESR data, gateway review, action of changes, and addition of new starters / removal of leavers.

To support the advisors and managers in both the Medical eRostering Team and the AfC P&I and Systems eRostering Teams in the development and maintenance of reports, policies and processes that support the Trust's management objectives.

Identify ways of improving systems and processes to maximize productivity and effectiveness of the eRostering Team.

About us

King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

Job description

Job responsibilities

System Maintenance

To work with and support eRostering Systems Manager to improve the interface between ESR and eRostering to enable a timely transfer of data across the interface thus minimising the need for manual updates (Gateway management).

To develop and maintain SOPs (Standard Operating Procedures) for system processes and data management in the Gateway.

To perform weekly system & data maintenance tasks.

To perform regular audits of the RosterAdmin and Medics eRostering inboxes and use the data to improve related processes.

Unlock and lock down units to record historical changes ensuring that these are communicated to Conexia as required.

Identify data quality issues, reasons and propose solutions to overcome these and initiate any data cleanse exercises

To assist AfC and Medical eRostering teams in the interpretation and analysis of data as required, identifying trends and problem areas.

Manage and update the Allocate portal logs.

Attend internal / external system review meetings to ensure clear communication with other Trust systems.

System Support

To respond to user queries, providing on going help desk support to Managers and users, identifying and analysing problems and developing solutions.

To manage the workloads of the RosterAdmin and Medicserostering inboxes with the assistance of e- Rostering colleagues and escalate to Systems Manager or Medical eRostering Manager when additional assistance is required, or issues arise.

Manage user access to HealthRoster.

Run regular reports and respond to ad-hoc requests for workforce information, ensuring data governance protocols are followed when releasing data to customers.

To support the Workforce Directorate in improving standard data recording procedures and identifying new information recording needs.

To liaise with the Human Resource Managers, Payroll and other Finance staff to ensure that workforce information is accurate in all respects.

To agree with Managers and HR Colleagues the regular reports required and produce them or train managers to produce their own.

Assist with any testing for new releases / upgrades

Maintain system management logs including an Incident Log and a Release and Implementation Log

Rostering

To help keep eRostering system guidance and user guides are up-to-date, adhering to best practice.

To ensure effective communication to eRostering users regarding roster deadlines, system updates, best practice and other changes as relevant to ensure effective rostering.

Payroll Duties

To assist the eRostering Systems Manager with the payroll process where appropriate.

To maintain the pay adjustment spreadsheet up to date as corrections come in through the inbox.

To assist with the improvement of the timely finalisation of rotas across the Trust, enabling the interface with payroll to run efficiently minimising the pay errors/adjustments.

eRostering General Duties

Be actively engaged with national eRostering User Groups and Product meetings to gain good practice ideas, presenting on KCH experiences as required.

To carry out specific Workforce projects as required

To prepare PowerPoint and Excel presentations as required.

To assist the Team with ad-hoc tasks, and undertake any other duties reasonably requested in line with the requirements of this post.

Participate in audits within the eRostering team

To identify ways in which the Trust can use the eRostering product more effectively

Identification and promotion of quantitative and qualitative benefits where e- Rostering can support the implementation of Lord Carters recommendations.

Provide data for Freedom of Information requests as required.

Person Specification

Education & Qualifications

Essential

Graduate with degree in information services, HR, social sciences or a related field or equivalent knowledge gained through experience

Desirable

Project qualification ( PRINCE2) Allocate Academy Training & Accreditation qualification

Knowledge and Experience

Essential

Previous administration experience of Allocate eRostering systems within the NHS (Version Previous experience in handling high volume data accurately Experienced in the use of Microsoft Word, Excel and PowerPoint and familiar with the concepts of relational databases.

Desirable

Experience and knowledge of Patchwork temporary staffing and eJob Planning software (nonmedical) Previous experience using ESR

Skills and Competencies

Essential

A working understanding of rostering, systems and common rostering issues Excellent interpersonal and communication skills with ability to provide exemplary customer service Ability to develop and maintain strong working relationships, rapport and teamwork with stakeholders Ability to work both alone using own initiative and as part of a team when involved in specific projects Knowledge and understanding of confidentiality policies, Data Protection Act and freedom of Information Act. Ability to analyse, interpret, present and communicate information both verbally and in writing Demonstrate an attention to detail that ensures data quality and information accuracy Excellent planning and organisational skills with the ability to plan and prioritise personal workload Ability to organise and prioritise workload, work under pressure and meet tight deadlines

Desirable

General knowledge of workforce policies in NHS Experience delivering teaching to small groups of staff

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