Senior Team Administrator / E-roster Administrator

Hpft; Colchester; On-site; GBP 28,000 - 31,000; Part time

Job summary

Hertfordshire Partnership University NHS Foundation Trust is seeking a Senior Team Administrator / E-roster Administrator on a fixed-term part-time basis (15 hours/week). The role focuses on rostering and workforce planning to ensure safe staffing levels across units at Lexden Town, Colchester.

Responsibilities include maintaining Healthroster, coordinating training dates, processing availability and booking requests, and mentoring junior staff.

Qualifications

• Educated to Secondary Level with GCSE qualifications or equivalent
• NVQ3/RSA3 or equivalent experience
• Communications skills / Leadership training
• Extensive experience of working in an office environment

Responsibilities

• The post holder contributes as part of the team in providing effective support to clinical services in the provision of booking appropriate staff to fill shifts and hours for the units.
• This will include the booking of temporary administrative, nursing, allied health professionals and social work staff as well as managing Healthroster by ensuring the wards and receptions have adequate staffing.
• Releasing staff members to attend training and organizing training dates
• Monitor training for all staff and ensure the Health Roster booking system is updated to show completed training.
• To receive and process availability notifications and booking requests using the Health Roster electronic Bank booking system to cover with Bank or Agency staff (if applicable).
• To maintain safe working levels and working practices for bank staff highlighting any areas where staff may breach the WTD (Working Time Directive) using observation of working patterns until the violations on the system are fully functioning and able to provide reports.
• Liaising with Service management team with regards to skill mix within the Ward/Unit by building the required knowledge of the Ward/ Unit.

Education

GCSE qualifications or equivalent

NVQ3/RSA3 or equivalent experience

Communications skills / Leadership training

Job description

Senior Team Administrator / E-roster Administrator

NHS AfC: Band 4

Main area Administrative Grade NHS AfC: Band 4 Contract Fixed term: 2 days (end date: 30.11.27) Hours Part time - 15 hours per week Job ref 367-LD&F-101659

Site Lexden Town Colchester Salary £28,392 - £31,157 per annum pro rata Salary period Yearly Closing 08/10/2026 23:59

Values Based Screener

At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.

Please be aware that this role is NOT eligible for Sponsorship

The post holder will be responsible, in collaboration with the nursing management team for the safe and effective rostering of staff. This includes daily roster adjustments and updates. Sourcing temporary staffing to ensure that the unit operates safe staffing levels. Liaising with the bank bureau to arrange training/inductions/etc. Ensuring that sickness, A/L, training and other unavailability’s are accurately recorded onto the system.

On occasion, the post holder may be asked to support the wider team with administrative tasks such as letter writing, diary management, arranging meetings, minute taking, and maintaining records. Also offering support to their Manager; such as scheduling PDPs and supervision sessions, completing recruitment tasks and leading on new staff inductions. The post includes supporting and mentoring of lower banded staff, where appropriate.

The post requires working autonomously, prioritizing your own workload whilst following established policies and procedures.

All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Main duties of the job

• The post holder contributes as part of the team in providing effective support to clinical services in the provision of booking appropriate staff to fill shifts and hours for the units.
• This will include the booking of temporary administrative, nursing, allied health professionals and social work staff as well as managing Healthroster by ensuring the wards and receptions have adequate staffing.
• Releasing staff members to attend training and organizing training dates
• Monitor training for all staff and ensure the Health Roster booking system is updated to show completed training.
• To receive and process availability notifications and booking requests using the Health Roster electronic Bank booking system to cover with Bank or Agency staff (if applicable).
• To maintain safe working levels and working practices for bank staff highlighting any areas where staff may breach the WTD (Working Time Directive) using observation of working patterns until the violations on the system are fully functioning and able to provide reports.
• Liaising with Service management team with regards to skill mix within the Ward/Unit by building the required knowledge of the Ward/ Unit.

Working for our organisation

Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from theCare Quality Commission.

Our family of over 4,500 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. E verything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

Detailed job description and main responsibilities

• To input relevant data into the Health Roster booking system to meet agreed timescales.
• To code the bookings of bank and agency staff according to the correct finance codes for recharge to the correct units.
• To assist in the recruitment process for all new Bank staff and assist with all queries from existing staff via telephone and face to face.
• Providing Healthroster advice and training to staff.

Person specification

Qualifications

• Educated to Secondary Level with GCSE qualifications or equivalent
• NVQ3/RSA3 or equivalent experience
• Communications skills / Leadership training

Experience

• Extensive experience of working in an office environment.
• Knowledge of secretarial or administrative procedures and systems,
• Range of work procedures and practices; base level of theoretical knowledge.

Please note, we do not charge fees for job applications, recruitment processes, sponsorship arrangements, or employment offers. Please see the Trust careers vacancy webpage and Trac as the only authorised routes for recruitment communications, applications and verification of job offers.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.