Deputy E-Rostering Manager

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Detailed job description and main responsibilities

General

• Support the implementation and optimisation of the E-Rostering system (Optima) and associated applications across the Trust.
• Assist in project planning, ensuring deliverables align with Trust objectives, and providing regular updates to senior management.
• Contribute to data collection, analysis, and reporting to support workforce planning and Trust decision-making.
• Assisting and reviewing rostering policy for Non-medics, ensuring all rostering data adheres to Trust policies and best practices for data protection and accuracy.
• Engage with stakeholders to identify improvements and foster effective collaboration in rostering practices.
• Assist the manager in contributing to effective team working within the Rostering and Workforce Team by supporting the transfer of skills and knowledge to appropriate staff.
• Ensure all working procedures are documented, reviewed, and maintained to facilitate seamless task coverage in the absence of both the manager and other key team members.
• Undertake any assigned tasks relevant to the Workforce service as required
• Assisting in aligning processes and reviewing SOPs within both sites

System Maintenance, Training, and Support

• Supporting the implementation, maintenance, and development of the system to optimize utilization and ensure cost efficiency under the manager's guidance.
• Assist with the day-to-day administration of the Optima rostering system, ensuring smooth operation and resolving issues.
• Provide first-line support to users, managing access permissions, resolving system-related queries, and escalating more complex issues when needed.
• Assist in monitoring and coordinating the interface requirements between ESR and Optima, ensuring alignment with weekly and monthly payroll deadlines.
• Assist in training staff on rostering tools and best practices, creating resources and delivering updates to key stakeholders.
• Evaluate new system updates and releases, communicating changes and assisting with the integration of new functionalities.

Reporting, Audit, and Compliance

• Generate reports to monitor rostering efficiency, staff compliance, and Key Performance Indicators (KPIs).
• Assist in audits of rostering practices to ensure alignment with internal and external regulations.
• Maintain accurate records of system access, training sessions, and rostering activity, preparing reports for internal and external review.
• Carry out designated tasks related to compliance and audit preparation as required

Management and Leadership

• Assist in providing leadership to the E-Rostering Advisors, offering guidance and oversight on day-to-day tasks and priorities.
• Support the E-Rostering Manager in the management of the team, including performance monitoring and workload allocation.
• Support reconfigurations by establishing new rosters and modifying existing ones as needed, working closely with managers to agree on changes such as splitting or merging rosters as required
• Assist with the integration and training efforts for the Trust's temporary staffing service to enhance controls over bank and agency staff.
• Act as a point of contact for roster users and team members for any escalations or system challenges.
• Assist the manager in prioritizing, coordinating, and supervising the E-Rostering Team's tasks, ensuring efficient resource use and continuity of service in the manager's absence.

Additional Responsibilities

The post holder is expected to assist with any other band appropriate tasks as required by the Manager

Person specification

Qualifications

Essential criteria

• Educated to degree level or equivalent knowledge acquired through experience in a relevant role
• Project Management qualification (e.g., PRINCE2 or equivalent)

Desirable criteria

• Evidence of post-qualifying and continued professional development
• Allocate Academy accreditation

Experience

Essential criteria

• Experience of managing a rostering service/team
• Expert knowledge of RLDatix (Allocate) rostering products
• Knowledge of generating and interpreting rostering reports
• Experience providing training and support to rostering system users
• Experience supporting change management in workforce systems
• Proven experience in leading on projects and benefits realisation initiatives
• Experience of testing new data sources and data releases
• Proficient in Excel, with advanced skills in data analysis, pivot tables, VLOOKUP etc

Desirable criteria

• Training in Allocate products
• Experience of managing a technical merger of separate Allocate Optima databases
• Experience with implementing rostering solutions
• Experience of managing data quality audits
• Experience with NHS data sets (e.g., ESR, Business Intelligence)

Skills & Knowledge

Essential criteria

• Knowledge with RLDatix (Allocate) products and rostering tools
• Knowledge of the interfacing solution between ESR and Optima
• Knowledge of basic IT systems including Microsoft Office 365
• Awareness of data protection and confidentiality requirements
• Basic understanding of NHS workforce data requirements

Desirable criteria

• Understanding of NHS rostering needs and workforce management
• Understanding of ESR and its interoperability with rostering systems

Skills

Essential criteria

• Strong communication skills
• Ability to work as part of a team or independently
• Adaptable and able to handle multiple tasks
• High attention to detail
• Ability to work under pressure and meet deadlines

Desirable criteria

• Problem-solving and critical thinking skills
• Strong leadership and decision-making skills

It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

Employer certification / accreditation badges

Applicant requirements

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.

Documents to download

• Deputy E-Rostering Manager (Band 6 ) - Jop Description (PDF, 232.6KB)
• Deputy E-Rostering Manager (Band 6) - Person Specification (PDF, 40.5KB)
• Deputy E-Rostering Manager Functional Requirements (PDF, 120.4KB)
• L&D Hospital site map (PDF, 96.8KB)
• Disclosure & Barring Information and Recruitment of Ex-Offenders (PDF, 78.5KB)
• Staff Diversity Network (PDF, 140.3KB)
• Information for Disabled Applicants (PDF, 98.7KB)
• Bedford Hospital Site map (PDF, 2.6MB)
• Staff Benefits (PNG, 1.6MB)