Team Administrator / E-roster Administrator

Hertfordshire Partnership University NHS Foundation Trust; Colchester; On-site; GBP 26,000 - 35,000; Full time

Job summary

Hertfordshire Partnership University NHS Foundation Trust is seeking a dedicated post holder to support rostering across clinical units, booking temporary staff, and managing Healthroster to sustain safe staffing levels.

You will liaise with the bank bureau, arrange training/inductions, track sickness and annual leave, and assist with recruitment tasks. A role involving mentoring junior staff and contributing to service-wide administrative tasks is included.

Qualifications

• Proven communication and organisational skills.
• Experience with office procedures and systems.
• Ability to work autonomously within policy frameworks.

Responsibilities

• Roster staff to ensure safe staffing levels.
• Book temporary administrative, nursing, allied health professionals and social work staff.
• Monitor and update Healthroster with training completion and availability.
• Assist recruitment tasks and respond to staff queries (phone and in-person).
• Provide Healthroster training and advice to staff.

Skills

Communications skills

Leadership training

Office experience

Education

GCSE qualifications or NVQ3/RSA3

Tools

Healthroster

Job description

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.

• 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., 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., 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. Educated to Secondary Level with GCSE qualifications or equivalent NVQ3/RSA3 or equivalent experience Desirable criteria Communications skills / Leadership training, 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. Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care 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. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout