Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD.
An exciting opportunity has arisen to join the eSystems Team as a Systems Implementation Officer. In this role, you’ll support the rollout, optimisation, and day-to-day development of E-Rostering systems across the Health Board, working with a range of service areas as part of our wider digital improvement.
The post-holder will help ensure smooth system implementation and transition, acting as a system administrator and supporting high standards of data quality. A key part of the role involves providing training to managers and staff, as well as developing clear, practical guidance to support consistent and effective system use.
We’re looking for someone ideally with E-Rostering experience who is organised, adaptable, and solutions-focused, with strong communication skills and experience of collaborative working. If you enjoy helping others, make the most of digital systems, and want to contribute to a supportive, dynamic team, we’d be pleased to hear from you.
Welsh language skills are desirable; applications from both English and Welsh speakers are welcome.
Main duties of the job
Support the implementation of Health Board E-Rostering systems by following agreed project plans.
Act as a system administrator for rostering modules and maintain high levels of data quality.
Deliver training and develop guidance for managers and staff to ensure effective, consistent system use.
Provide specialist system advice to support effective workforce resourcing and planning.
Work collaboratively across services to promote efficient and effective use of digital tools.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
The post holder will be a key member of the E-Rostering systems team in assisting with the roll-out and effective use of workforce systems across the Health Board in accordance with project plans and timescales.
Act as a senior systems administrator for the systems within the Workforce & OD function. To become a system “super user” and provide first line support, advice and assist with, training to both Managers and Health Board staff on the implementation of the E-Systems. May need to provide cross cover of systems within the service as and when required.
follow project plans to implement Health Board Workforce systems, provide advice to managers on the best use of systems to assist in effective resourcing and quality assure the data that is being entered on to systems
Act as a systems administrator for all Rostering Systems modules.
Provide a range of training activities to managers and staff across the Health Board to ensure effective use of systems.
Communication;
The post holder will liaise directly with Ward Managers, Matrons and staff and effectively respond to any queries relating to the systems. This will require tact and diplomacy skills as the post holder may need to advise staff who are not familiar with the system and have limited technology skills.
Advise on terms and conditions of service, EWTD compliance and rostering rules. The post holder will need to communicate complex information and be able to fully explain how rosters are directly affected by these issues.
Develop and foster excellent working relationships with managers across the Health Board.
Communicate a range of complex information to end users of the systems. This will include giving advice on system set up, use and best practice. The post holder will need to use a range of communication skills to ensure effective use of the modules and compliance with Health Board policies.
Communicate complex system information to service users so that they understand what the system is reporting and its implications. This may involve advising on compliance with employment terms and conditions of service.
Liaise with payroll and service managers and resolve pay issues.
System Administration
Provide specialist support and advice on policy rules and their interpretation to managers across the Health Board in the
operation of the E-Rostering systems. This includes advice on Annual Leave entitlements, rules governing sickness absence, unsocial enhancement entitlements and European Working Time Directive rules governing rosters.
Act as System Administrator for the health board rostering system. Ensure that all staff information is accurate and is responsible for raising weekly and monthly paid staffs’ pay files, which occurs on a weekly basis and involves running programs in the system and transferring them electronically to Payroll for payment.
When required provide a link between Payroll and Managers/Staff to deal with any queries/complaints over pay anomalies downloaded from the E-Rostering system using tact and patience when dealing with barriers to understanding. Many of these queries have short notice reaction times due to their financial nature.
Responsible for maintaining the rostering system ensuring that it is fit for use and accurate.
Analyses and provides information to line managers, on an ad hoc basis, regarding all absences including sickness and annual leave by interrogating the E-Rostering System.
Make adjustments to individual records to ensure that their contractual information is accurately maintained.
Respond to system issues and make appropriate routine adjustments.
Report system faults to the service provider.
Extract data and reports from the system to set deadlines as required. This will require their interpretation and advising on where improvements are needed.
Follow all Health Board policies at all times.
Required to comment on departmental protocols.
Support the E-Rostering Systems Manager in developing Health Board protocols that support effective use of system.
Project Implementation
Assist with the planning of the roll out of modules as delegated within the project plan.
Work closely with matrons on the identification of efficiency issues within the system.
Undertake analysis of rosters and identify compliance with Health Board policies and roster efficiency.
Set up a range of workshops with a range of managers and staff in a timely fashion, using persuasion skills and a flexible approach to meet clinical staff time commitments.
Work closely with matrons and managers to gather data and knowledge of the service requirements for roster production. This includes being mindful of EWTD and the principles of efficient rostering.
Where necessary, to highlight to ward managers / deputies areas which may need further discussion with staff and/or Staff Side in terms of changing working practices to adhere to more efficient rotas.
Use data provided by managers to produce 'dummy' rosters during the roll out phase for individual areas, identifying issues and rectifying where necessary to produce a workable rota.
input staff data / ward data as required; ensuring timely, accurate data is available to users in time for roster production, including all new starters / leavers and changes to staff data and regularly ensuring that the Health roster and ESR databases have the same data e.g. professional registration details "PINs" / addresses / postings etc.
Act as first level support for access and software issues for all users.
Undertake such duties as may be required to ensure that systems are fully incorporated within the ward/department. Analysis of complex problems that occur with the users / software and rectification of the issue/s, and escalating issues where required e.g. E-Rostering Manager, IT Dept.
Provide day to day support for the users, and diagnose and remedy any errors or malfunctions of the system, providing feedback to the project manager and where necessary IT.
Provide advice to Senior Managers / Matrons, Heads of Nursing, Ward / Department / Service Managers and their deputies on
unachievable rosters.
Act as a champion of the software and encourage others to adapt to new ways of working, where appropriate.
Participate in working groups/task and finish groups as required.
Undertake pilots for new developments of the software / interfaces as required.
Input issues in to relevant project logs to ensure project data is kept up to date and an audit trail is created.
Management, Training & Leadership
The post holder will be required to undertake any training courses and updates, as required, to attain a high level of understanding and competence of the software to teach others.
• Working within occupational policies the post holder will provide specialist training and advice in the use of the modules across the Health Board to support efficient use of resources.
• Ensure staff appropriately use the systems and their functionality in accordance with Health Board policies.
• Undertake delivery of a programme of training for new users and also refresher courses for existing users.
• Produce materials and conduct training sessions for all staff required to use systems. This will include tailoring the sessions to the users’ needs.
• Participate in the orientation and training of newly appointed staff to the systems. Following the training sessions provide 1:1 sessions at user’s workstation for the initial module implementation within the department / service area. Identifying and providing additional support and coaching where necessary.
• Identify any lack of understanding / competence with users and rectify with further training sessions or one to one support or escalate any serious matters.
• Responsible for incorporating upgrades of the software within revised training programmes.
Finance and Budget
• Ensures security of equipment within department.
• Authorised signatory of junior staff timesheets.
• Responsible for maintaining departmental stationery
Improvement, Monitoring, Policy/Service Development
Areas of responsibilities and typical analysis, decisions and judgements made in the course of the job, Does the post holder work to agreed procedures e.g. SOPs, policies add examples to illustrate analysis, decisions and judgements made. Consider the job in a time frame i.e. things done on a daily, weekly, monthly, annual or longer basis.
Digital and Information
• Assist with the evaluation and assessment of the software's benefits, producing reports where necessary and reporting back to the Health Board and respective project groups.
• Collect and prepare activity data as required including efficiency indicators on roster production, utilisation of staff and performance of the software.
• Responsible for the preparation and distribution of KPI (key performance indicators) reports on a monthly basis.
• Responsible for the production of detailed reports for Managers and Finance staff on all staff usage against predefined budgets.
• Responsible for the production of reports relating to Rostering Systems for Directorate Performance Management meetings.
Research Development. Evaluation & Audit
Keep abreast of National changes in relation to efficient rostering practices.
Participate in Staff surveys.
Participate in health Board and NHS Wales Surveys.
Person specification
Essential Selection Criteria
Essential criteria
1. Previous Experience of E-Rostering Systems
2. Educated to Degree Level or Equivalent
3. Previence experience of working in Human Resources Environment
Desirable criteria
4. Working knowledge of European Working Time Directive
Interview Criteria
Essential criteria
5. Must show ability to deliver a presentation
6. Must show knowledge of Rostering Systems
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable