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Detailed job description and main responsibilities

Support and Administration

•                  Maintain database, contribute to the testing of planned upgrades and maintain user accounts and system rights.

•                  Investigation, reporting and resolution of faults and issues.

•                  To provide first and second line support to system users regarding all aspects of the software, including user accounts, payroll queries, contractual changes and roster policy.

•                  Weekly data upload to ensure the e-rostering system remains accurate.

•                  Working closely with their line manager to ensure the Trust obtains maximum benefit from the ongoing utilisation of the system through a programme of education and sharing of best practice.

•                  To be aware of NHS Agenda for Change T&C’s and to ensure that working patterns in the system are compliant.

•                  To support the rollout of any future projects.

•                  To be aware of any potential changes to Trust processes and the impact that may have on the system.

•                  Provide data on an ad hoc basis as required by senior managers, clinicians, unit managers and their deputies including revising establishments and interpreting this into unit staffing demand.

•                  Deal with issues quickly as they arise, using creativity to find workarounds and solutions to problems where the system may not meet their needs. Escalate issues to the eRostering Lead in a timely manner.

•                  Actively identify problems with processes and policies, takes responsibility for investigating, offering solutions in conjunction with colleagues.

•                  To become conversant with and provide leadership, guidance and training on the eRostering system.

•                  Understand the clinical governance requirements for all areas and to ensure rosters are being planned accordingly.

•                  Work to agreed objectives. Take full responsibility for quality of work performed. To work autonomously and recognise when key issues need to be escalated.

 Delivering Training and Workshops

•                  Facilitate training to ensure clinical/non-clinical staff use the system appropriately to assist the Trust in meeting its financial targets.

•                  Work with other team members to produce training materials and guidelines.

•                  Identify any lack of understanding or competency and rectify with groups or individuals.

•                  Review, update and contribute to the development of training programs and materials.

•                  Produce lesson plans for each training session followed by attendance sheets and feedback forms. Manage the quality of the learning content and delivery, updating materials as required and monitoring course evaluation taking account of feedback.

•                  Train unit managers how to create and manage rosters and make effective use of the system for reporting, to assist the Trust in meeting its financial targets.

•                  Ensure that information is used appropriately in accordance to data protection and managers are able to analyse the data in order to manage their workforce.

 Analysis of data and production of reports

•                 Train appropriate staff to produce their own reports as required.

•                 To carry out timely and accurate information analysis and reporting and present findings in an agreed manner.

•                 Support senior managers, clinicians and unit managers in the production and analysis of effective rosters to ensure achievement of key performance indicators, indicating if work restrictions in place are unworkable and need to be discussed with staff.

 Support Payroll and Bank

•                  Provide knowledge and support around payroll and act as the central link with regards how all systems integrate.

•                  Assist with the weekly & monthly submissions of the attendance and absence information, submitted electronically to the ESR system, ensuring information is complete and accurate. This includes making retrospective changes, when payroll errors occur.

•                  Feedback information regarding any upgrades and the specific effect on each system.

•                  Develop and maintain up to date knowledge of systems, as defined, at all times.

 Communications

•                  Communicate to unit managers the process involved and what is required to maximize the benefits of the eRostering system, thus producing safe, effective and cost efficient rosters.

•                  To liaise with other team members to ensure consistent service levels.

•                  Facilitate sharing of best practice between unit managers.

•                  Using persuasive skills, work with staff providing encouragement and support, especially to those resistant to change or hesitant to make use of the eRostering system.

•                  Provide clear and regular feedback on progress. Identify risks to the eRostering Lead. Actively promote the use of eRostering throughout the organisation through formal and informal communication and training sessions. Influence, where necessary, to ensure that a positive stance is taken throughout the Trust.

•                  Interpret and communicate effectively complex issues to and from both clinical and non-clinical staff, escalating to the eRostering Lead, as required.

•                  Support the eRostering Lead in the production of reports and data to monitor and achieve benefits realisation.

•                  Maintain the eRostering web page on the Trust intranet site, updating frequently in order to ensure the web page is both current and informative to other Trust users as well as being clear and easy to navigate. 

 External Networking

•                   Meet with other eRostering administrators to share best practice.

•                   Attend the software provider regional user group and national conference.

•                   Feedback to the team following such meetings and implement action plans.

 Role Model/Team Representation

•                 To act as a role model and rostering expert to junior staff within the Temporary Staffing team.

•                 To act as a role model and rostering expert to the rest of the organisation.

•                 To act in a professional manner when attending external conferences or meetings.

 Statutory/Mandatory Training

•                  You will ensure your statutory/mandatory training is completed in line with Trust policy.