Roster Administrator - School aged Immunisation Service

Job Description

School aged Immunisation Service - Roster Administrator Location: LeicesterParking: Limited ParkingJob Type: TemporaryDuration of booking: Expected to last till end January 2022Proposed start date: ASAPSector: HealthcareBase: OfficeBand: 4Pay Rates: £11.20 - £12.35 paye per hour£12.55 - £13.80 paye inclusive of holiday pay per hour£14.25 - £15.75 umbrella per hourAll of the rates are depending on skill and experienceWorking Days and Hours: 37.5 hours, Monday to FridayRemote working option: Not an OptionTravelling for work purposes: Not RequiredJob Summary This role is to support the flu and potential Covid 19 vaccination of school aged children. This project is an intense, highly complex and rapidly evolving piece of work. Ensuring that the right workforce is deployed effectively will be a key requirementto this projects success. This role is a key role in co-ordinating available workforce to meet the staffing profile required each day at each site that is operating.

• Optimise rotas to ensure that sufficient of each type of staff are on shift Analyse rotas using advanced IT skills.
• Produce forward planned rosters in line with service requirements.
• Carry out changes to templates and rotas in partnership with Managers and service leads.
• Provide advice on the effectiveness of rotas and investigate and report on any underlying problems, poor practice and inefficient practices.
• Investigate and report on unused hours to Senior Management and work with them to find solutions and undertake corrective actions.
• Train staff on systems where required and participate in rollout training of new processes and procedures.
• Ensuring that the clinical and administrative staffing levels comply with demand and capacity modelling throughout the duration of the immunisation programme.
• Validation and maintenance of staffing information

Duties

• To demonstrate the Trusts values in everything you do in the work environment and live up the LPT Pledge
• To be responsible in the use and expenditure of the Trusts resources that you utilise
• Continuing Education, Professional and Personal Development
• Undertake the Trusts corporate and local induction, and maintain your learning and compliance with training requirements for your role
• Participate in supervision via agreed review and appraisal mechanisms
• It is mandatory for all professionally qualified staff and clinical support staff to actively participate in clinical supervision as an integral part of their professional development.
• Management and use of Resources and Information
• All records that the role is responsible for or modifies must be kept up to date and maintained in an accurate and diligent manner
• Operating with Quality in everything you do and Maintaining a Safe Environment
• Responsible for running and optimising rosters in line with Roster Timetable.
• Reviewing rotas, ensuring effective and safe staffing and optimum roster coverage through the use of substantive and temporary staffing.
• Reviewing staff personal work patterns and restrictions and liaising with managers to ensure maximum availability of staff.
• Use professional judgement to identify and resolve complex issues (some of which may have a payroll impact). For example when making decisions about how to configure and amend rosters, undertaking research, testing and evaluation of the options as wellas consideration of the impact on existing policies, ways of working and any training needs.
• Ensure that all unused hours and additional duties are kept to the minimum,
• Build good communication and supportive relationships with all staff to communicate about gaps in rosters, proactively engage with available workforce to fill gaps and provide continuity of service. Also, communicating contentious issues such as negotiatingwith workforce to undertake unpopular shifts,
• Regular requirement to run reports from roster to analyse shift fill data using formula and query reports. Taking proactive steps on information gained from reports to try address staffing shortfalls.
• Through advanced IT skills and system knowledge ,support technical change and upgrades to the rostering systems
• To provide training to staff to maximise their use of the Employee Online system
• Attend service meetings when expert knowledge is required or updates are required
• Assist audit trails. Be responsible for undertaking ad hoc audits of system usage.
• Through advance knowledge of the Healthroster system, maintain background tables and reference data in HealthRoster
• Maintain data quality and cleanse data on a regular basis
• Any other duties commensurate with post and grade

Key Results

• Responsible for organising and delivering effective populated rosters on time through effective negotiating and persuasion.
• Meeting Roster timetable deadlines.
• Analyse staffing requirements and the use of Rostered staff and work patterns to better populate required duties with bank and/or substantive staff.
• Maintaining and reviewing rotas on an ongoing basis to support the service achieve its goals.

Qualifications, Skills and Experience

• Experience in a complex NHS organisation.
• Experience or knowledge of working within a shift system and what this entails
• Proven influencing and motivational skills to encourage staff where there may be resistance to acceptance or change
• Experience of ESR
• Experience of implementing large scale change.
• Good analysis skills
• Ability to apply logic to resolve complex problems
• Excellent interpersonal skills at all levels.
• Ability to demonstrate working in an organised and methodical manner.
• Microsoft Excel advanced knowledge
• Microsoft Word advanced knowledge
• Ability to influence others to achieve change
• Able to technically support others of varying ability
• Proven influencing and motivational skills to encourage staff where there may be resistance to acceptance or change.
• Ability to prioritise and meet deadlines
• Good communication skills both verbal and written.