Electronic Rostering Operations Manager (Estates and Facilities)
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Job overview
We have an exciting opportunity to join UHL as the Electronic Rostering Operations Manager for Estates and Facilities, providing leadership and expertise in electronic rostering to support and enable effective workforce planning.
This role is solely responsible for the design and development of e-rostering in Estates and Facilities, guaranteeing fairness and equity, with a thorough understanding of related processes such as ESR, Payroll, and contracts of employment and working hours. The implementation of electronic rostering is to ensure workforce safety (required staffing adhering to working time legislation), efficiency/ affordability and rostering effectiveness.
Main duties of the job
- Lead on the implementation of the rostering for Estates and Facilities, providing rostering expertise. This role will include project leadership and planning (scope, scheduling, resourcing, engagement, risk and mitigations).
- The post-holder will be responsible for reporting the progress of the project for e-rostering Estates and Facilities to a range of stakeholders, highlighting challenges and suitable solutions.
- Lead initiatives for Estates and Facilities which contribute to cost improvement programmes. Such as, the enrolment of Estates and Facilities onto the Temporary Staff Bank; mirroring the current nursing and midwifery temporary staffing e-rostering processes.
- Work collaboratively and lead a timely rollout of the comprehensive electronic rostering and staff planning solution for Estates and Facilities.
- Technical responsibility of e-rostering for Estates and Facilities, with knowledge of: Electronic Staff Record (ESR), payroll, contracts of employment and working hours.
- Support the Trust to deliver Workforce goals through expanding and promoting effective the use of the e-Rostering system and drive the implementation of Lord Carter's (2016) recommendations.
- To set in place standard operation procedures for the day to day / business as usual operation of the electronic systems following the project implementation.
Working for our organisation
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
- we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
Detailed job description and main responsibilities
Main tasks and responsibilities
• Project leadership and planning of Estates and Facilities e-rostering, including setting the scope, scheduling, resourcing, identifying key stakeholder engagement and escalating risk and mitigations.
• To lead the implementation and creation of e-rostering for Estates and Facilities, including accurate input of budgets and required staffing (demand templates). Work with managers and develop rosters which suit department needs and are within the established budget, clarifying user access and roles and responsibilities.
• Has sole responsibility for the design and development of e-rostering in Estates and Facilities, ensuring fairness and equitability; with knowledge and familiarity of impacting processes (ESR, Payroll and contracts of employment and working hours).
• Lead initiatives for Estates and Facilities which contribute to cost improvement programmes. Such as, the enrolment of Estates and Facilities onto the Temporary Staff Bank; mirroring the current nursing and midwifery temporary staffing e-rostering processes.
• Conduct implementation evaluations post completion to identify any unresolved issues and monitor performance, including:
• Creation and implementation of e-rosters for Estates and Facilities.
• Analyse and review the existing service demand and establishment management.
• Review the existing staff rostering technical processes, procedures and systems.
• Review the existing temporary staffing technical processes for Estates and Facilities.
• Address the associated problems and challenges within the current technical process.
• Act as an escalation point for eRostering advisors when issues are escalated and resolve through appropriate fact finding and policy ratification.
• Drive the implementation of the product within the Trust with adherence to the agreed timetable, and costs for delivery.
• Provide expertise and knowledge in relation to rostering / job planning / systems within the NHS.
• Plan and prioritise own workload to ensure timetables are met and resolve issues where there may be competing deadlines.
• Understand the interdependencies between Finance, HR, and payroll systems, ensuring that impacts are understood and fully worked through prior to system changes being made.
• Maintain a high profile in Estates and Facilities to support electronic systems roll out and lead on the continual implementation and maximisation of the product.
• Maintain systems and processes to establish and maintain effective communication and confidentiality of information.
• Demonstrate a highly professional approach in working with Estates and Facilities colleagues, in terms of liaison, technical excellence and speedy responses.
• Assess training requirements to a range of roles with Estates and Facilities, ensure timely delivery of training and reassess e-rostering product utilisation to optimise usability and reliability. Provide handover training and initial support for implemented rosters until sign off reached.
• Use resulting data to guide and support users to implement the correct process whilst managing opposing views and opinions to achieve the desired results.
• Liaise with the Software Provider as advised, the Lead Nurse for Safe Staffing and the Electronic Rostering Service Lead, providing real time updates to users.
Person specification
Education/ Qualifications
Essential criteria
- Information Technology qualification
- Evidence of relevant professional development relevant to the post
- Attained/ working towards a Project Management qualification (e.g., PRINCE2®)
Desirable criteria
- Quality Improvement method utilised identified/ qualification
- MSc qualification
- Leadership qualification
- Teaching/ coaching/ mentoring qualification
Experience
Essential criteria
- Technical expertise in data extraction and analysis such as Access, Excel, Power BI, Business Objects, SQL, Qlikview
- Experience of delivering formal training
Desirable criteria
- Demonstrated successful implementation of a project (particularly within e-rostering)
- Experience of Allocate's BankStaff module
- Experience of using ESR
Skills & knowledge
Essential criteria
- Effective Team worker; ability to motivate themselves and others
- Demonstrated knowledge of payroll procedures, ESR and legislation surrounding contracts of employment and working hours
Desirable criteria
- Evidence of benchmarking/audit
Additional Information
Please submit your application form without delay to avoid disappointment; we will close vacancies prior to the publishing closing date if we receive a sufficient number of completed application forms.
Please check the email account (including your junk mail) that you supplied as part of your application on a regular basis following the closing date and throughout the recruitment process, as this is how we will communicate with you.
UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.
Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.
UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.
Disclosure and Barring Service Check
Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.
The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.
The current price of a check is £38 for an enhanced and £18 for a standard check.
COVID 19 Risk Assessment
Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.
The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.
If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.
Covid Vaccination Status
Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.
University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.
Employer certification / accreditation badges
Documents to download
- Electronic Rostering Operations Manager JD/PS (PDF, 560.3KB)
- Understanding your right to work in the UK (PDF, 1.1MB)
- Employee Benefits (PDF, 578.5KB)