Electronic Rostering Technical Manager/ Project Lead

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Job overview

The selected candidate will lead the implementation of electronic rostering (e-rostering) within the Estates and Facilities division. This role includes project leadership and planning tasks such as defining the project scope, scheduling activities, allocating resources, encouraging team engagement, and identifying potential risks with plans for mitigation.

Additionally, the individual will be responsible for keeping stakeholders informed about the progress of the e-rostering project within Estates and Facilities, highlighting any obstacles faced and suggesting viable solutions.

The role requires technical accountability for e-rostering in Estates and Facilities, demanding proficiency in the Electronic Staff Record (ESR), understanding of payroll processes, employment contracts, and regulations regarding working hours. The position entails initiating and maintaining system operations, which involves training and equipping staff to manage rosters in a manner that is safe, efficient, and effective.

The appointee will also assume daily technical responsibility for the Electronic Rostering system, ensuring that all systems are current, data integrity is upheld, and access is controlled in accordance with GDPR standards, in addition to managing the team.

Main duties of the job

Project leadership and planning for Estates and Facilities e-rostering involves setting the scope, scheduling, resourcing, identifying key stakeholder engagement, and escalating risks and mitigations.

The role includes leading the implementation and creation of e-rostering for Estates and Facilities, ensuring accurate input of budgets and required staffing based on demand templates.

The individual 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.

They will assess training needs across various roles within Estates and Facilities, guarantee the timely delivery of training, and re-evaluate e-rostering product utilisation to enhance usability and reliability.

This role actively supports colleagues, leads areas transitioning to 'live' status, and serves as a readily available contact for advice and guidance on all aspects of e-rostering in Estates and Facilities.

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.

About the University Hospitals of Leicester NHS Trust:

http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacanc...

Detailed job description and main responsibilities

Tasks include conducting detailed system setting analyses and applying problem-solving skills to:

- Create and implement e-rosters for Estates and Facilities.
- Analyse and review current service demand and establishment management.
- Examine existing staff rostering technical processes, procedures, and systems.
- Review the current temporary staffing technical processes for Estates and Facilities.
- Address problems and challenges within the current technical process.

The data obtained is used to guide and support users in implementing the correct process while managing differing views and opinions to achieve the desired outcome.

The role requires problem-solving skills to ensure the effective implementation and ongoing management of the e-rostering systems.

Liaison with the Software Provider is conducted following the guidance of the Lead Nurse for Safe Staffing and the Electronic Rostering Service Lead.

Person specification

Education / Qualifications

Essential criteria

• Information Technology qualification
• Evidence of relevant professional development relevant to the post
• Involvement in project management
• Experience of implementing and managing organisational change projects
• Technical expertise in data extraction and analysis such as Access, Excel, Power BI, Business Objects, SQL, Qlikview

Desirable criteria

• Attained/ working towards a Project Management qualification (e.g., PRINCE2®)
• Quality Improvement method utilised identified/ qualification
• MSc qualification
• Leadership qualification
• Demonstrated successful implementation of a project (particularly within e-rostering)

Experience

Essential criteria

• Demonstrated skill and experience of using electronic staffing systems such as Allocate Health Roster Optima and HealthRoster Perform
• Ability to manage a diverse workload and to meet set deadlines

Desirable criteria

• Demonstrated ability to develop workforce KPI dashboards from electronic staffing systems
• Ability to manage a diverse workload and to meet set deadlines

Knowledge

Essential criteria

• Demonstrated knowledge of payroll procedures, ESR and legislation surrounding contracts of employment and working hours

Ability

Essential criteria

• Good analytical report writing and presentation skills able to manipulate data from a variety of sources and present in the most appropriate format (map, chart, table, graph etc.)
• Flexibility in approach and attitude

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

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

• JD & PS (PDF, 528.3KB)
• Job Advert (PDF, 368.6KB)
• Understanding your right to work in the UK (PDF, 1.1MB)
• Employee Benefits (PDF, 578.5KB)