Job overview
The e‑Rostering Administrator plays a key role in supporting the smooth operation of the Trust’s e‑Rostering systems. This position is essential in maintaining the core functions of the system and acts as the first point of contact for user support queries. The role involves a combination of direct user support, data entry and management, as well as basic reporting tasks.
Please read the attached person specification and job description for full requirements of the role.
Main duties of the job
KEY RESPONSIBILITIES
The e-Rostering Administrator will have the following key responsibilities:
Communication
• Manage a wide range of email, telephone and in-person communications, following team processes and using initiative to respond appropriately
• Engage effectively with staff in a range of settings in order to provide support, basic training and promote the use of the e-rostering system
• Facilitate the sharing of advice and ‘best-practice’ between areas
Database Maintenance
• Gather and prepare extracts of data for upload into the database. Run regular checks to ensure the success of the update
• Ensure accuracy and timeliness in the data entered into the system
• Address system issues promptly, escalating complex problems to the appropriate team members or organisational departments.
Reporting
• Generate and distribute pre-defined reports from the e-Rostering system as scheduled or upon request.
• Collaborate with senior colleagues and managers to promote the use of reporting tools, thereby enhancing roster performance
• Assist in the compilation of new or revised reports as necessary
Team Administration
• Manage a wide range of lists, document libraries and spreadsheets, inputting data and updating records where necessary
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Detailed job description and main responsibilities
JOB SUMMARY
The e-Rostering Administrator plays a critical role in ensuring the smooth operation and ongoing support of the e-Rostering systems. This position is essential for maintain the foundations of the e-rostering system used across the Trust and is the first line of support for receiving and progressing user support queries. The role involves a combination of direct user support, data entry and management along with some basic reporting.
KEY RESPONSIBILITIES
The e-Rostering Administrator will have the following key responsibilities:
Communication
• Manage a wide range of email, telephone and in-person communications, following team processes and using initiative to respond appropriately
• Engage effectively with staff in a range of settings in order to provide support, basic training and promote the use of the e-rostering system
• Facilitate the sharing of advice and ‘best-practice’ between areas
Database Maintenance
• Gather and prepare extracts of data for upload into the database. Run regular checks to ensure the success of the update
• Ensure accuracy and timeliness in the data entered into the system
• Address system issues promptly, escalating complex problems to the appropriate team members or organisational departments.
Reporting
• Generate and distribute pre-defined reports from the e-Rostering system as scheduled or upon request.
• Collaborate with senior colleagues and managers to promote the use of reporting tools, thereby enhancing roster performance
• Assist in the compilation of new or revised reports as necessary
Team Administration
• Manage a wide range of lists, document libraries and spreadsheets, inputting data and updating records where necessary
Conduct and Personal Development
·Model the behaviours and values of the organisation, leading by example the expectations of a well-functioning workforce.
Please refer to the attached JD
Person specification
Qualifications
Essential criteria
1. GCSE or equivalent English and Maths, grade C or above
Desirable criteria
2. European Computer Driving License or equivalent IT qualification
3. NVQ Level 3 in Business Administration (or similar) or equivalent practical experience.
4. Qualifications in Excel
Experience
Essential criteria
5. Experience in providing direct customer support
6. Experience in using databases, with the ability to extract and analyse information.
7. Familiarity with IT systems, particularly in handling complex numerical and textual data.
Desirable criteria
8. Previous experience working in an NHS or similar healthcare environment.
9. Qualification in Customer Services or Helpdesk Delivery
10. Experience in e-Rostering systems or workforce management tools.
Communication
Essential criteria
11. Effective Prioritization: Demonstrated ability to focus on timely delivery of outcomes by effectively prioritizing own workload and supporting others in managing their tasks
12. Organizational and Administrative Skills: Strong organizational and administrative abilities, ensuring smooth and efficient workflow management.
13. Deadline Management: Proven ability to manage tight deadlines and juggle competing priorities without compromising on quality.
Desirable criteria
14. Demonstrated adaptability in communication style to meet the needs of different stakeholders, whether in person, via email, or through written documentation.
Skills & Knowledge
Essential criteria
15. Excellent IT skills, with advanced proficiency in MS Office, particularly Excel for data analysis and reporting.
16. Strong organizational and administrative skills with the ability to prioritize and manage a busy workload effectively.
Desirable criteria
17. Knowledge of NHS policies and procedures, particularly those related to staffing and workforce management.
18. Familiarity with electronic rostering systems, including system configuration and troubleshooting.