Job overview
The post holder will be responsible for the planning, publication and coordination of staff rosters. As part of the Resourcing team and wider Operations Directorate, the role is key to monitoring and maintaining production levels to meet demand, improve patient care and staff wellbeing.
To be first point of contact for staff and managers, providing face to face, telephone and email support and guidance in matters relating to resourcing and roster queries.
To support delivery of efficient and effective Resourcing in accordance with Trust policies and procedures. The post-holder will maintain and update the rostering systems, supporting with all stages of the resourcing process for the Operations Directorate. Including but not limited to the setting of relief/shift allocation, allocation of overtime/additional hours, processing of sickness abstractions and annual leave requests.
Main duties of the job
To support the effective resourcing of staff to improve clinical care and patient outcomes. The post holder will be responsible for the planning. publication and coordination of staff rosters, aligned to demand for the Operations Directorate. Ensuring contractual compliance in line with resourcing and trust policies. Co-ordinating the publication of rosters within the protocols of the relevant operational area.
The post-holder will act as first point of contact for staff roster queries, shifts/annual leave requests/training/other absence. You will be working in a fast-paced environment to meet tight deadlines and targets. Responsible for the administration of the rostering systems, taking remedial actions to mitigate any deficit in cover. Continually monitoring the level of staffing and allocation of staff to shifts within budgetary constraints and capacity.
By nature of this post, excellent written and verbal communication skills as well as the ability to prioritise own workload and meet deadlines is essential. The post holder will be required to maintain strict confidentiality.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Working for our organisation
#RemarkablePeople
Our workforce is made up of over 4,000 remarkable people who contribute to the delivery of world-class patient care across Wales, 24 hours a day, 365 days a year. Whether you work in a patient-facing role or within our range of support services, the work that you do enables us to provide high quality care, wherever and whenever we’re needed.
The Trust recognises the need for its workforce to represent the diversity of the population it serves across the whole of Wales and seeks to create an environment where diversity is celebrated and inclusivity matters. We are also keen to break down any barriers into the Trust, and would encourage applications from under-represented groups, including those from Black, Asian and Minority Ethnic communities, LGBTQ+ communities and disability groups.
Careers within the Welsh Ambulance Services University NHS Trust are diverse and varied, with opportunities arising right across the service. Whatever your skills and background, you’re sure to find a career with us which is fulfilling, challenging, and rewarding.
In line with the Trust’s Starting Salary Procedure, all applicants will start at the bottom of the band for the position applied for, but can apply for a higher salary if they have previous experience relevant to the position.
Detailed job description and main responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.
Person specification
Qualifications and Knowledge
Essential criteria
* NVQ Level 4 in Customer Service or Business Administration or equivalent level of relevant experience.
* GCSE Mathematics and English or equivalent.
* Ability to use Microsoft Office 365, and desktop applications including, Excel, Word, Outlook, and Teams.
Desirable criteria
* Understanding of Ambulance or other emergency service staffing arrangements.
* Willingness to undertake training to gain an excellent understanding of resourcing to support staff wellbeing and patient care.
* Financial awareness and links to performance management.
* Knowledge of rostering or workforce management information systems.
Experience
Essential criteria
* Demonstrable experience of working in an administrative or customer service role.
* Organise and manage workloads independently and as part of a team.
* Experience of co-ordinating resources to meet objectives.
* Demonstrable experience of maintaining and storage of sensitive data.
Desirable criteria
* Experience of dealing with confidential and sensitive/emotive staffing issues.
* Experience of working in the NHS and/or an emergency service.
* Evidence of application of new procedures and/or systems.
* Experience of producing and writing reports and analysis of complex information.
Skills and Attributes
Essential criteria
* Time management.
* Problem solving skills.
* The ability to multitask is essential to the role as urgent tasks may arise whilst another task is being undertaken.
* Ability to use active listening skills.
* Good interpersonal skills, able to develop professional relationships, including being able to build personal and professional credibility with colleagues, management, and operational staff.
* Has high levels of integrity, can work discreetly and confidentially.
* Resilient, thrives on challenge and can cope with tight deadlines/ unexpected work.
* Ability to work on own initiative and autonomously, as well as part of team, taking ownership for own work.
* Excellent listening & communication skills.
Desirable criteria
* Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading and writing in Welsh.
* Mentoring and coaching skills.
* Previous experience of dealing with conflict and emotive issues.
* Demonstrates Trust Values and Behaviours.
* Commitment to Equal Opportunities.
* Flexibility in approach to work.
* Ability to travel across sites within Wales.
* Full clean driving licence.
* Willing to learn new skills.