E-Roster Co-ordinator/ Trainer

Walsall Healthcare; Walsall; On-site; GBP 22,000 - 27,000; Full time

Job summary

Walsall Healthcare NHS Trust is seeking an ERostering Systems Lead to administer and optimise the Trust-wide ERostering system. You will lead 1-1/group training, develop user guides, and ensure high data quality across ESR and ERostering modules.

You will collaborate with HR, IT, and clinical teams to rollout new rostering features, deliver cost-effective staffing rosters, and support budgetary controls while maintaining system integrity.

Qualifications

• Essential diploma level 3 in Business Studies/Administration or equivalent.
• GCSEs including Maths and English are required.
• Educated to A-Level or equivalent.
• Specialised IT skills to advanced ECDL Certificate level or equivalent.

Responsibilities

• Perform comprehensive ERostering system administration for the Trust.
• Provide administrator training and guidance to users.
• Support rollout of ERostering across departments with data quality focus.
• Produce reports and maintain data accuracy in ERostering/ ESR.

Skills

Communication

Training delivery

Data analysis

Organisational skills

Team coordination

Education

Diploma level 3 in Business/Administration

GCSEs including Maths & English

A-Levels or equivalent

Advanced IT/ECDL certificate

Tools

ERostering software

ESR

MS Office

Job description

Why not try our Jobs-by-Email service to be sent alertsabout new vacancies as they are advertised? Our recruitment system also helps you manage the progress of your application including saving your draft applications, in additionto managing your interviews, and ID/DBS check appointments.

Should you have any queries for the resourcing team, they are available from 8am to 5pm, Monday to Friday. To get in touch please call 01922 656161.

Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.

This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.

We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.

As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.

Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.

RESPECT – COMPASSION – TEAMWORK – PROFESSIONALISM

Job overview

The ERostering Team are responsible for supporting the productivity and development of the electronic rostering system for all non-medical staff groups.

The ERostering function is a critical service that underpins the ability to ensure effective utilisation of the Trust's workforce and resources which is crucial to the delivery of safe/effective patient care. The primary objective is to enhance the efficiency of workforce management/deployment, reducing reliance on temporary staffing.

This will improve visibility of the workforce with job planning, temporary staffing, service activity and strengthen operational oversight, eliminate duplication and streamline processes.

This role will require comprehensive system administration working with teams to improve performance.

It includes system configuration to roll out the software across the Trust by delivering 1-1/Group training sessions as well as contributing to the development of guidance documentation to support all levels of staff.

Testing of new system functionality will identify changes and actively promote the system.

Reporting provides a mechanism for monitoring compliance against Key Performance Indicators set by the Trust. This will assist Roster Managers in reviewing performance of their rosters relating to Budget, Unavailabilities, Safety, Effectiveness and Fairness and identify areas for improvement and highlight training needs.

WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE A HIGH NUMBERS OF APPLICATIONS

Main duties of the job

• To assist in the implementation, development and maintenance of the Trust’s electronic rostering system
• Specialist training to support the delivery of an efficient electronic rostering support and data quality function
• To support the effective use of the electronic rostering system by providing technical expertise to stakeholders resolving queries in a timely manner
• Assist with the monthly preparation and submission of the time & attendance and absence information
• To maintain a high level of competence on the Trust’s suite of rostering products, keeping up to date with new functionality and to undertake training from the supplier when available
• Assisting with the roll-out of new rostering-related products and educating staff on its use

Working for our organisation

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space

Detailed job description and main responsibilities

The primary responsibility of the role is to perform comprehensive system administration tasks as required to deliver and maintain a Trust wide ERostering system, as well as contribute to the development and delivery of an effective and ongoing training program to new and existing users across the Trust. The post holder will be primarily responsible for the delivery of administrator level training.

The role will involve supporting the team’s operational activities, namely co-ordination of internal activity and ensuring that integrated systems and applications are administered, maintained and optimised to provide an effective and efficient service.

The role of the ERoster Co-Ordinator/Trainer is to assist the ERoster Systems Lead and Administrator in providing a comprehensive Help Desk support service to all users of the system. There will be an ongoing requirement to investigate and resolve user problems, escalating any system issues to the service provider and ERoster Systems Lead when necessary.

The post holder will support the continued roll-out of ERoster software across the Trust which will involve intensive training, configuration and reporting to ensure the system meets the needs of departments and complies with Trust requirements.

The post holder will provide detailed support to those who use the system and continuous guidance to all levels of staff including those that build rosters and manage their workforce. They will, when necessary, challenge users to ensure they are creating cost effective rosters which support the budget.

The post holder will also be responsible for maintaining employee data within the ERostering system. This aspect of the role involves adding and removing staff from the system, updating assignment and contractual information, amending personal details whilst aligning information between ESR and ERoster.

They will develop and maintain a range of reports that support the trusts management objectives and facilitate any testing for routine and exceptional upgrades as well as the day‑day administration of the ERostering system.

The post holder will be responsible for maintaining a high level of accuracy, data cleanliness and the provision of data continuity within the ERostering system.

The post holder will have the ability to work without direct supervision and will prioritise work and manage time effectively. Furthermore, they will elevate as required to their line manager as well as deputising in their absence. They will be required to work collaboratively with staff at all levels of the organisation.

The post holder will support ERoster system improvements and development and be responsible for the administration and support of any ERostering projects or service improvements as they arise.

As part of the role, the post holder will also be involved in the admin of connecting systems within the organisation and liaison with the external software supplier.

A key responsibility is the embedding of the ERoster systems and work processes which underpin the principles of good workforce planning.

Person specification

Qualifications

• Diploma level 3 qualification in Business Studies/Administration or equivalent knowledge, skills and experience
• Minimum of GCSE Grade C or equivalent in Mathematics and English Language/5 GCSEs including maths and English
• Educated to A-Level or equivalent
• Specialised IT skills to advanced ECDL Certificate level or equivalent

Knowledge

• Knowledge of rostering administration, medical staffing or rota management in an NHS setting
• Knowledge of ERostering software and ESR
• Knowledge of rota management
• Knowledge and understanding of the AFC rules and impact upon ERostering utilisation
• Knowledge and experience of supporting training for large projects and presenting/influencing diverse groups.

Experience

• Able to exchange confidential, sensitive or contentious information with knowledge and understanding of information security and confidentiality
• Understanding of relevant legislation including employment law and data protection
• Knowledge of the workforce management priorities to an NHS Trust
• Proven ability in using and delivering training in relation to ERoster and/or ESR
• Experience of working within an administrative role using Erostering software to include working within defined administrative procedures and following policies
• Experience of Office Management with minimum guidance
• Experience of working within the NHS using ERostering software
• Experience of designing, developing and delivering a training programme to including development of user guides
• Experience of delivering training and presenting on a 1-1 or group basis
• Experience of producing and presenting reports from ERostering Software
• Experience of using ESR and an understanding of the links to ERostering software
• Experience of extracting data for reports from a database, presenting the information and knowledge in user-friendly formats
• Evidence of managing projects, tasks, responsibilities with minimum guidance
• Experience of use of the Bank module within ERostering software

Skills

• Knowledge of MS Office applications to a high level, with a focus on Excel, Word, PowerPoint and Outlook
• Advanced keyboard and presentation skills
• Excellent communication skills, both verbal and written to interact with staff at all levels explaining difficult issues with ease and remaining calm under pressure
• Excellent organisational and time management skills
• Ability to analyse and interpret data using the system and report information clearly
• Able to competently use and interrogate IT systems relevant to staff management functions
• Ability to incorporate the views of service users using a range of approaches
• Able to provide support to wards/services and assisting improvements for service users
• Experience of system testing for upgrades to ensure correct functionality
• Demonstrates ability to concentrate for long periods of time
• Ability to plan and prioritise own workload and work to deadlines
• An ability to verify data to a high standard to ensure system integrity

Please note your application will be transferred from the NHS Jobs system to the internal Walsall Healthcare Trac System. All correspondence will be sent via Trac.

Sponsorship and Visas

We welcome applications from all candidates with the right to work in the UK, including those on Health and Care Visas, Graduate Visas, or other valid permissions. All candidates will be considered on equal terms.

This Trust currently recruits successfully from the domestic labour market and has a sufficient pool of suitably qualified candidates for Band 3 roles. Visa sponsorship is therefore not available for this role currently. Candidates who already hold the right to work in the UK, including those on an existing Health and Care Visa, Graduate Visa, or any other valid permission are welcome to apply and will be considered on equal terms. This position is reviewed regularly in line with Home Office guidance. Right to work will be verified at each stage of the recruitment and monitored throughout employment. All candidates who are offered a position will be required to provide evidence of their right to work in the UK as part of the pre-employment checks process. Where a candidates' right to work is derived from another person’s immigration permission, the Trust will discuss the implications of this with the candidate before a permanent post is confirmed, to ensure that both parties understand the terms on which employment can be sustained.

Recruitment and Selection Approach

In line with best practice and regulatory guidance, our selection process is fair, consistent and based on your ability to perform the role, contribute to the organisation and your potential for development.

What to expect:

Application screening: Your application will be reviewed against the person specification

Interview: Typically, a panel interview with competency-based and values-based questions

Assessment: Role-dependent assessments may include practical tasks or presentations

Timeline: We aim to complete the process within 47 days of the closing date. Recruitment Journey is attached to all live vacancies.

We are committed to making reasonable adjustments for disabled candidates at any stage. Please contact us to discuss your needs.

Application numbers

Please note this vacancy may close early due to high volume of applications

Name Jade Nasser Job title ERostering Systems Lead & Clinical Support Email address [e-mail] Telephone number 01902604778