Job overview
An exciting opportunity has arisen for an enthusiastic and motivated individual to join the Rostering Team. The post holder will support users of the Trust eRostering systems (Allocate/RLDatix HealthRoster/Optima) with day-to-day queries by phone, email and Teams.
The Rostering Coordinator role plays a critical role in providing support to the Rostering Operations Team in the delivery of an efficient and effective rostering service whilst supporting the strategic direction of the Trust.
Main duties of the job
Delivering exceptional customer service, the post holder will work primarily with the Trust’s Allocate/RLDatix eRostering solution, HealthRoster/Optima, alongside other associated Allocate/RLDatix systems.
The role will require a high level of system/database administration, whilst providing support and guidance on the systems to Trust staff at all levels, with exceptional customer as the service focus. As critical members of the busy helpdesk team working in a fast paced environment, the post holder will be required to exercise excellent organisation and problem solving skills to be able to deal with complex system queries and find suitable solutions.
Excellent communication, problem solving skills and the ability to develop good working relationships with all Trust staff is essential to the success of this role.
Whilst not essential, an understanding of workforce systems such as HealthRoster/Optima would be advantageous.
The post holders will be based at our Worthing site with occasional travel to our other sites.
Working for our organisation
At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, & can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.
We treat our patients & staff with the same compassion & empathy we expect for ourselves. We’re here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme, for staff which is extensive & designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop. We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.
We look forward to receiving your application & the start of your journey with UHSx.
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
1. Lead on the day-to-day system support to all users of eRostering.
Diagnose and resolve highly complex queries of the system.
Deal professionally with support calls and emails effectively and efficiently within agreed timescales, escalating unresolved issues as necessary.
2. To support managers in maintaining accurate and up-to-date employee records.
3. Process system changes from users in order to resolve problems and update the system. This will include changing contact details on the system, including global personal and shared patterns, roster templates and duties, clinical skills as well managing security settings and password access on the system.
4. Develop in-depth knowledge of Allocate Suite of Systems and ESR Electronic Staff Records.
5. To promote the use and value of rostering throughout the Trust taking full account of information Governance principles
6. Involvement in the implementation of new systems/areas, system configuration, training, testing and other relevant tasks.
7. The post holder will be required to run training sessions alone, via Teams, but sometimes 1-1, drop-in sessions or small groups.
8. To identify training needs, recommend appropriate levels of training for staff and participate in the training programme, providing support at training sessions as necessary.
9. The post is based at Worthing with occasional visits to all trust sites for drop in sessions and scheduled training, as well as troubleshooting system issues and configuration will be expected.
10. To improve eRostering processes and best practice, within the service and across the Trust.
11. Contribute to the production and maintenance of SOPs and training materials.
12. Assist with the production/upkeep of public training documents/user guides which are available on the trust intranet and regularly referred to by system users across the trust.
13. Regular contact with the supplier(s) of eRostering systems, raising support tickets and following up to ensure issues are resolved.
14. The post holder will aid in the production of reports and data. These may be related to departmental activity, or to rostering itself across the trust.
15. Keep abreast of developments throughout the UK in the field of eRostering; to be an expert in the field.
16. Promote the Trust’s eRostering systems, and to champion the concept to encourage best practices with users across the Trust. This may involve some challenging conversations with staff who are not engaged with the concept.
17. Provide input and guidance at relevant Trust meetings on eRostering support and implementation.
18. Contribute ideas and knowledge to the department to facilitate audit, minimise errors and improve efficiency.
19. Help promote a learning environment in all areas so staff can learn from each other and share best practice. Work to train and develop the super users so that they can act as champions for rostering and help to enforce best practice.
20. Ensure that all tasks relating to Payroll are completed accurately and within agreed timescales.
21. Undertake data cleansing of the Trust’s eRostering Systems and assist in work around the improvement of the data contained within ESR to align with and be in sync. This will require use of pivot tables and other statistical analysis such as vlookup, pivot tables and formulas in Excel to identify duplicates errors etc.
22. Analysing and supporting complex Trust pay queries and issues, including Bank employees, use of judgemental skills to identify and provide appropriate solutions to such queries and issues
23. Attend occasional courses to build skills regarding training, systems and other skills related to the post.
Person specification
Qualifications
Essential criteria
24. Educated to NVQ Level 3 or able to demonstrate equivalent knowledge/experience
25. 5 or more GCSE’s or equivalent including English and Maths
Desirable criteria
26. Allocate Accreditation
Knowledge/Experience
Essential criteria
27. Understanding of NHS processes and challenges for different staff groups, e.g. admin staff, nursing, medical
28. Experience in a system administrative role, or experience of working within an administrative role supporting staff via phone, email and Teams
29. Excellent organisation and time management skills
30. Experience of developing training materials
Desirable criteria
31. Proven working knowledge of the Allocate Suite of Systems/Healthroster/Optima
32. Knowledge and understanding of ESR staff database
33. Experience of working within the NHS
Communication and Relationship Skills
Essential criteria
34. Experience of dealing with difficult situations both face to face and over the telephone with positive outcomes
35. Excellent verbal and written communication and presentation skills
Desirable criteria
36. Customer service experience
IT and Physical
Essential criteria
37. Able to learn highly complex systems in order to become an expert in the use of eRostering
38. Experience of database administration
39. Ability to utilise proficiently Microsoft Office (Word, Excel, Outlook, Powerpoint)
Human Resources
Essential criteria
40. Experience of training groups of staff formally and informally, and production of training documentation
Equality, Diversity, and Inclusion
Essential criteria
41. Evidence of having championed diversity in previous roles (as appropriate to role
42. Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications