e-Rostering Administrator

Job overview

South London and Maudsley NHS Foundation Trust (SLaM) is recruiting an e‑Rostering Administrator to join the People and Organisational Development (P&OD) e‑Rostering Team on a 12‑month fixed‑term contract, supporting our recent partnership with OceansBlue.

Applicants must have experience of working within a dedicated e-Rostering Team in an e-Rostering system administrator capacity. The postholder will part of the dedicated e-Rostering Team providing day‑to‑day support for the Trust’s e‑Rostering systems, acting as a first point of contact for managers and staff, resolving queries, maintaining system data quality and assisting with training and reporting. You will also provide administrative and project support to the e‑Rostering Team Manager and Head of Rostering.

This role requires strong organisational skills, confidence in using digital systems, and the ability to work independently while managing competing priorities. You will work closely with clinical teams, workforce colleagues and external system providers to ensure safe, efficient and accurate rostering across the Trust.

Hybrid working is available, based at Blue Star House with remote working

Main duties of the job

• Act as first point of contact for e‑Rostering system users, responding to telephone and email queries and resolving day‑to‑day issues.
• Provide operational support for HealthRoster and associated systems, including Roster Perform, SafeCare, and NHSP Interface.
• Maintain accurate e‑Rostering data, including establishment control and regular validation against ESR, HR and Finance records.
• Support managers and workforce colleagues with roster setup, changes, reporting and system access.
• Deliver user training and support the development of training materials and guidance.
• Produce standard and ad‑hoc reports, ensuring data quality and information governance requirements are met.
• Support the Head of Rostering and e‑Rostering Team Manager with administrative, project and implementation activities, including work linked to the Trust’s partnership with OceansBlue.
• Identify opportunities to improve processes, data quality and system use, escalating system issues to suppliers where required.

Detailed job description and main responsibilities

1) Provide a full and comprehensive support to the e-Rostering Team Manager. Support will include: -

• Project, Administrative and Application  Support
• System training
• Implementation support

• 2)     Provide e-Rostering support to HealthRoster users across the Trust, being first point of contact, dealing with telephone and e-mail enquiries, resolving day-to day issues in an efficient, effective and courteous manner. 3)     Provide Roster Perform support to HealthRoster users across the Trust. 4)     Provide SafeCare support to HealthRoster users across the Trust. 5)     Provide HealthRoster NHSP Interface support to HealthRoster users across the Trust. 6)     Provide Doctors e-Rostering support to the medical workforce team and the doctors. 7)     Provide training to managers and HealthRoster users in both using the system and running reports. 8)     Validate ESR / e-Rostering databases to ensure that there is common information making changes as appropriate. 9)     Provide e-Rostering information to workforce colleagues and managers across the Trust and be responsible for maintaining information systems towards that task. 10)  Maintain establishment control ensuring that staff are in the correct units. 11)  Identify ways of improving systems and processes. 12)  Process system interventions that may be required as instructed by the Head of Rostering.

Main duties:

• 1)     Respond to user enquiries providing on-going help desk support to managers and users. 2)     Process system change requests from end-users, in order to resolve problems and update the systems. 3)     Work with managers within the clinical areas to review roster template and roster establishment. 4)     Deliver a reminder service (finalising) to all end-users, as per Trust Mandatory Roster Production Timetable, in the format required by the Head of Rostering. 5)     Provide a password resetting service to all end-users. 6)     Maintain and apply competent knowledge of the e-Rostering systems (HealthRoster, Roster Perform, Employee Online, SafeCare, HealthRoster NHSP interface and Doctors eRostering). 7)     Assist in the production and updating of training material, training plans and training delivery. This may include typing, distributing and generating correspondence and reports. 8)     Provide user access to Roster Perform as required. 9)     Participate in the collection, analysis, presentation and dissemination of information using computer based software and information systems where appropriate. 10)  Ensure that the HealthRoster database reflects the ESR establishment and is aligned with Finance and HR budgeted establishment. 11)  Regular validation of ESR / e-Rostering databases to ensure common information making changes as appropriate. 12)  Provide reports to Workforce Directorate staff on individuals or unit’s sickness, annual leave etc or train managers to produce the reports themselves. 13)  Run regular reports and respond to ad-hoc requests for workforce information, ensuring data governance protocols are followed when releasing data to customers 14)  Assist e-Rostering team in the interpretation and analysis of data as required identifying trends and problem areas. 15)  Take minutes at user group meetings when necessary. 16)  Liaise with e-Rostering users to understand issues and address these in an effective and timely manner.

Training:

• 1)     Provide regular and ad hoc training (e-Rostering, SafeCare, HealthRoster NHSP interface, Doctors e-Rostering and Roster Perform) for managers and users on a one to one basis, in a group and in departmental settings. 2)     To provide relevant user profiles for staff and train them in their usage.

Other duties:

• 1)     Identify data quality issues, reasons and propose solutions to overcome these and initiate any data cleanse exercises. 2)     Report any system issues to Allocate Software and following through until completion. 3)     To attend user group meetings when necessary. 4)     Carry out specific projects as required. 5)     Prepare PowerPoint and Excel presentations as required. 6)     To assist the Team with ad-hoc tasks, and undertake any other duties reasonably requested in line with the requirements of this postholder. 7)     Provide feedback on the software, making suggestions for improvements. 8)     Carry out any other duties appropriate to the grade as reasonably required. 9)     Participate in personal development and mandatory training.

This list is not meant to be exhaustive, more system interventions may be required as instructed by the Head of Rostering.