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E-Rostering Officer
2 months ago
Job summary
An exciting opportunity has arisen for an e-Rostering Officer to join the e-Rostering Support Team located at Harrogate District Hospital. We are a small friendly team committed to delivering the maximum benefits to the Trust from our ongoing rollout of the e-Rostering system.
You will provide direct support to the e-Rostering lead for the continued rollout of the Allocate Optima e-Rostering system for all staff groups. This includes the migration of departments to the system, resolving more complex technical problems, system configuration and addressing the process changes that complement the effective implementation.
The successful candidate will have high levels of IT literacy with recent extensive experience of using organisation wide information systems, ideally with e-Rostering modules. Experience of data analysis is required. They will be able to plan their own activities to meet objectives and recognise and support the cultural and organisational challenges for departments moving to an e-Rostering system for the first time.
Experience of delivering training would be beneficial.
In return, you can expect full and ongoing training as required, excellent support, and commitment to your ongoing professional development.
Interviews will be held in person at Harrogate District Hospital on Wednesday 17th July 2024
If you are interested, you are encouraged to contact Martin Deacon - eRostering Lead, at for an informal Discussion.
Main duties of the job
The Department are the expert administrators and users of the e-Rostering system and associated modules including Safecare, ESRgo, TimeClocks and Medics on Duty. They are responsible for undertaking all system configuration, support, data analysis and reporting to maximise the benefits and ensure it is fit for purpose and supports optimum and efficient staffing requirements.
This includes the preparation and delivery of training to all levels of the Trust workforce. A full helpdesk support service is provided to managers and staff. The department supports both clinical and non-clinical teams on the management of the e-Rostering system to ensure compliance, performing a variety of tasks and analytical support to deliver the most efficient and effective use of resources.
The team has recently undertaken the implementation of both the Safecare Acuity and Timeclock modules and is undergoing change to become a fully integrated and multi-disciplinary function to support all aspects of e-Rostering now being implemented for our medical and dental staff.
About us
At Harrogate and District NHS Foundation Trust we provide 'outstanding' care to both our patients and our staff. We support staff through benefits, health and wellbeing initiatives and opportunities for personal and professional development.
An inclusive and supportive culture - our Trust encourages staff to bring their whole selves to work and active Staff Networks identify areas for improvement. Staff Recognition - as well as regular appraisals, we recognise staff with our Making a Difference, Team of the Month Awards & Colleague Recognition Awards Employee Support and wellbeing - we have a comprehensive Employee Assistance Programme, counselling service and fast track physiotherapy service for employees. Staff Benefits - We have a range of staff benefits and schemes to support staff health, engagement, wellbeing and inclusion. Job description
Job responsibilities
Become an expert user of the e-Rostering system, ensuring a high level of knowledge and accuracy in order to actively promote e-Rostering throughout the Trust. Plan and organise their own activities to meet set objectives and priorities. Responsible for the regular maintenance of various workforce systems to evaluate and ensure that both ESR (Electronic Staff Records) and e-Rostering databases are synchronised via system interface, and ensuring that the system provides accurate and consistent data. Responsible for running the monthly payroll extract, identifying exceptions and supporting accurate payments. Provide system administration and bespoke configuration that ensures the system is adapted to meet the requirements of the unit that is being migrated/reviewed, ensuring efficient rostering of the resources. Contribute to testing of system upgrades prior to implementation Responsible for the production and maintenance of project protocols and standard operating procedures. Act as second, and when required first level support for access and software issues diagnosing and resolving more complex system queries, errors or malfunctions, independently escalating issues only where required. Assist with the management and support of the increasing user base for the system, including the provision of training on all aspects of the systems to new starter users, updating training materials and user manuals as required. Typical training courses can be between 4- 7 hours in length. Liaise with the Suppliers to ensure that the system is available and accessible to all users, ensuring support tickets are monitored in a prioritised manner. Assist in the evaluation and assessment of the software's benefits producing reports where necessary. Collect and prepare activity data as required including efficiency indicators on roster production, utilisation of staff and performance of the software to inform Trust Key performance Indicators (KPIs) and support improved use of resources. To undertake analysis and audit of information produced by the e-Rostering system, providing a summary of and reports to senior managers as required. Attend roster review meetings (Check and Challenge) for allocated roster areas, providing key metrics data to highlight concerns and contribute actions to address. Use a variety of communication methods and tools to actively promote the system and engage operational and clinical users where barriers to understanding and resistance to change may occur. Communications involve being confident in delivering complex and potentially challenging information to managers, delivered across all mediums including in person, Microsoft Teams, presentations and written reports as required. Ability and commitment to develop and maintain excellent working relationships across a wide variety of disciplines Train managers to create rosters and analyse data to better manage their workforce. Advise on opportunities to improve their use of and rostering of their resources Escalate all issues of risk or concern to the e-Rostering Manager/e-Rostering lead. Participate in ad hoc tasks and undertake any other duties reasonably requested in line with the requirements of this role Demonstrate a high level of self-motivation and initiative. Able to self-manage and prioritise workloads and able to work accurately without close supervision. Commitment to improving the use of technology to support patient pathways and staff deployment within the Trust. Commitment to the continued development of a structured approach to change management and process re-engineering Person Specification
Qualifications
Essential
Degree in related studies or equivalent experience.
Desirable
Teaching and Assessing qualification or equivalent experience
Experience
Essential
Extensive and recent experience of using other IT systems Experience working with Excel including data analysis and generating graphs from data
Desirable
Experience of electronic rostering Administrator experience of using the Allocate Optima (previously HealthRoster) e-Rostering system Statistical analysis
Knowledge
Essential
Knowledge and proven use of Microsoft Office applications such as Excel, Word and Outlook An awareness and knowledge of rostering issues
Desirable
Knowledge of both medical and Agenda for Change Terms and Conditions. Understanding of the Working Time Regulations