E-Rostering Advisor

Job overview

Are you passionate about healthcare and technology? Do you thrive in dynamic environments where you can make a real impact? University Hospitals Coventry and Warwickshire NHS Trust is looking for a dedicated and innovative Medical E-Rostering Advisor to join our team!

• Role Title: E-Rostering Advisor
• Band: 5
• Contract: Full-time Fixed term 12 Months

About Us: At UHCW NHS Trust, our vision is to be a national and international leader in healthcare, rooted in our communities. We aim to deliver the best care for our communities by providing proactive, joined-up support for local people and delivering specialised services for those with the most complex health conditions. Our values of Compassion, Openness, Pride, Partnership, Improve, Learn, and Respect guide everything we do.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Main duties of the job

Key Responsibilities:

• Support the delivery, development, and maintenance of the Trust's E-Rostering system to improve workforce planning, staff experience, and service efficiency.
• Provide ongoing support on the design, coordination, and optimisation of medical rotas across the Trust, ensuring compliance with workforce regulations and safe staffing standards.
• Conduct training sessions and workshops, and provide expert advice to rota coordinators, medical staff, and managers.
• Coordinate the setup and maintenance of doctors’ rotations within the E-Rostering system, ensuring alignment with national and local training programme requirements.
• Contribute to system development by identifying areas for improvement and supporting change initiatives.

What We Offer:

• A supportive and collaborative work environment.
• Opportunities for professional development and career growth.
• The chance to be part of a forward-thinking organisation committed to excellence in healthcare.

Detailed job description and main responsibilities

E-Rostering System Support:

• Support the rollout, implementation, and maintenance of the Trust’s E-Rostering system.
• Conduct training sessions and workshops in support of the E-Rostering project
• Provide advice, and guidance to rota coordinators, medical staff, and managers on the effective use of E-Rostering functionality.
• Conduct data quality audits to ensure the accuracy and integrity of roster and rota information.
• Produce reports and workforce dashboards (e.g., fill rates, compliance, annual leave utilisation, job plan alignment).
• Contribute to system development by identifying areas for improvement and supporting change initiatives.
• Maintain data integrity across E-Rostering and ESR systems.
• Doctors’ Rotations Management: Coordinate the setup and maintenance of doctors’ rotations within the E-Rostering system, ensuring alignment with national and local training programme requirements.
• Advising in the drafting and amending of a UHCW Medic E-Rostering Policy
• Work with Medical Education, HR, and Clinical Leads to ensure accurate allocation of doctors to posts/rotations, taking into account training needs, service delivery, and EWTD compliance.
• Supporting the Project Manager to implement an effective system to evaluate and measure benefits, setting objectives with managers
• Liaising with third party suppliers to ensure that issues are resolved in a timely fashion
• Ensure rotations are accurately reflected in E-Rostering and ESR, providing timely updates to reflect starters, leavers, and mid-rotation changes.
• Link doctors’ rotation data with recruitment and establishment data to maintain accurate workforce information and support medical recruitment campaigns.
• Act as a key point of contact for doctors, rota coordinators, and programme administrators, resolving queries related to placements, rotations, and roster allocations.

Medical Rota Design & Coordination:

• Support with ongoing management of compliant medical rotas, ensuring adherence to EWTD, New Deal, and contractual requirements, where necessary.
• Work with Clinical Leads, rota coordinators, and service managers to balance rota requirements, including service delivery, training needs, and staff wellbeing.
• Provide expert advice and guidance for ongoing rota design or governance queries.
• Ensure clear and timely communication of rota information to staff and managers to enable roster creation.

Leadership & Service Development:

• Provide support and mentorship to colleagues, ensuring consistency and accuracy of processes.
• Deputise for the E-Rostering Project Manager when required.
• Participate in workforce planning projects and contribute to service improvement initiatives.
• Promote equality, diversity, and inclusion in all aspects of service delivery.

General:

• Lead on any project work as directed, e.g. obtaining information from various sources, collation and reporting of data, assisting in the production of reports and other documents.
• Line manage the Medical Workforce rostering team, including completion of appraisals, monitoring of sickness absence and coordination of annual leave.
• Provide general assistance in the Medical Workforce Department, particularly in the absence of other staff, to ensure the smooth running of the department at all times.
• Assist with the preparation and documentation of minutes for designated meetings
• Maintain an up-to-date knowledge of Junior doctors contract and working conditions guidance related to working arrangements.
• Any other duties deemed to be within the capability of the role.

For further details of the role please see the attached job description.

Secondment will be considered for internal candidates – If you are successful after interview, you must obtain approval from your current line manager to accept the offer.