Medical E-Rostering Co-ordinator

Job overview

The Medical eRostering Co-ordinator will play a key role in supporting the implementation, development, and ongoing management of electronic rostering across all Medical and Dental specialties. Working as part of the Medical Workforce and Medical eRostering Team, the post holder will provide specialist support, training, advice and system expertise to clinical and managerial staff to ensure the effective utilisation of e-Rostering.

Main duties of the job

The post holder will be responsible for the configuration, testing, deployment and maintenance of medical rosters, ensuring compliance with contractual, statutory and organisational requirements, including junior doctor terms and conditions, consultant job planning interfaces, working time regulations and safe staffing requirements.

The role will support the delivery of the Trust's Medical Rostering Strategy, promoting roster standardisation, data quality, roster governance and the realisation of workforce, financial and patient safety benefits.

Working for our organisation

East Lancashire Hospitals NHS Trust provides a wide range of acute healthcare services to a population of over 550,000 people across East Lancashire and surrounding areas. The Trust is committed to delivering safe, compassionate and high-quality care while continually improving services for patients, families and local communities.

At ELHT, our people are at the heart of everything we do. We are committed to creating an inclusive, supportive and flexible working environment where staff are valued, respected and empowered to develop their careers. We recognise that our workforce is our greatest asset and invest in professional development, training and wellbeing initiatives to help colleagues achieve their full potential.

As an organisation, we embrace innovation and continuous improvement, with a strong focus on digital transformation, workforce modernisation and delivering sustainable healthcare services. Staff have opportunities to contribute to service improvements, work collaboratively across multidisciplinary teams and make a meaningful difference to patient care every day.

Joining ELHT means becoming part of a caring and ambitious organisation that values partnership working, excellence, inclusion and continuous learning, whilst supporting colleagues to achieve a positive work-life balance and rewarding career within the NHS.

Detailed job description and main responsibilities

Medical eRostering Implementation and Configuration

· Support the Trust-wide implementation of Allocate HealthRoster for Medical and Dental staff.

· Configure and maintain medical roster structures, staffing templates, shift definitions, rules and workflows within the e-Rostering system.

· Analyse complex medical rota arrangements and translate local operational requirements into system configuration.

· Ensure roster rules accurately reflect contractual requirements, junior doctor terms and conditions, consultant working patterns and local rostering policies.

· Support the development and testing of roster templates prior to deployment.

· Maintain system integrity through regular validation, quality assurance and audit processes.

· Work with clinical divisions to standardise roster practices across specialties where appropriate.

Medical Workforce Governance and Compliance

• Support the Trust's Medical Rostering Lead in ensuring compliance with medical workforce rostering standards.
• Assist in monitoring rota compliance against Working Time Regulations, contractual requirements and Trust policies.
• Produce and analyse roster compliance reports and key performance indicators.
• Support the identification and reduction of temporary staffing expenditure through effective roster management.
• Assist in the development and implementation of roster governance arrangements.
• Monitor roster approval processes and ensure timely publication of medical rosters.

Technical/Administrative

· To ensure all new system users have received adequate training and have been issued with appropriate access levels to enable them to fulfil their job roles.

· To prepare documentation and training guides associated with system upgrades. Schedule software installation into training and live environments following thorough testing using standard test scripts.

· To liaise with the Trust IT department to develop and maintain system security policies.

· To provide technical support and advice throughout the user testing period, recording any issues experienced with system configuration.

· To liaise with Workforce Information and HR to obtain regular details of system users leaving employment or changing roles, ensuring that system access is deleted or amended via the ESR GO interface.

· To act as first line support for system users, providing advice and guidance, and resolving software problems where possible, or escalating to the system suppliers where not possible.

· To liaise with IT for technical support and the resolution of hardware and networking issues.

· To discuss; agree and plan system downtime with IT, the suppliers, and all system users to ensure minimum disruption.

· To work with the Erostering Systems Lead to develop a back-up/ recovery plan to maintain adequate provision of services in the event of scheduled or unscheduled downtime.

· To produce accurate and precise interim reports, both verbal and written.

Responsibilities

· Support the implementation and optimisation of electronic rostering across all Medical and Dental services.

· Work directly with consultants, junior doctors, rota co-ordinators, service managers and divisional teams to improve roster effectiveness.

· Provide specialist advice on medical e-Rostering functionality and best practice.

· Assist with system upgrades, testing, development work and new functionality implementation.

· Support the Medical Rostering Lead in managing project plans, implementation schedules and deployment activities.

· Participate in roster reviews and workforce transformation projects.

· Escalate system issues, risks and implementation barriers as appropriate.

· Maintain accurate records and project documentation.

· Support ESR and other workforce system integrations.

Training & User Support

· Deliver comprehensive training programmes for Medical and Dental staff, rota co-ordinators, departmental managers and administrators.

· Develop and maintain training materials, user guides and standard operating procedures.

· Deliver both face-to-face and virtual training sessions.

· Provide post-implementation support and coaching to users.

· Act as the first point of contact for medical e-Rostering queries and incidents.

· Identify areas of user non-compliance and develop targeted support plans.

· Promote best practice and continuous improvement in roster management.

Relationships

To communicate effectively with:

· Staff and managers at all levels within the Trust.

· Other Trust departments; Employment Services, Payroll, Finance and other internal departments as required.

· Other NHS Trusts, SHA and external organisations as necessary.

Training & Development

· Attend all mandatory training relevant for post.

· Identify own training needs, in consultation with line manager, and attend relevant courses / study days to enhance personal development.

· Attend and actively participate in an annual Personal Development Review.

· Be willing to demonstrate your duties to new starters or less experienced staff.

· To coach new users in fundamentals of Healthroster on a one to one or group basis.

· To facilitate workshops/training sessions where you have identified a specific learning need which needs addressing.

Organisational Responsibilities

· To be aware of/maintain an up to date knowledge of information governance, data protection and confidentiality and to incorporate it into daily practice at all times.

· To ensure managers and staff understand and adhere to the agreed roster patterns in line with the Trust roster policy.

Person specification

Qualifications

Essential criteria

• Degree level qualification in Business Administration, Workforce Management, Information Technology, Healthcare Management or equivalent experience gained through working in NHS workforce, medical staffing, rostering or systems implementation.

Desirable criteria

• Allocate Certified Administrator. Allocate Certified Professional Qualification. PRINCE2 Foundation or equivalent project management qualification.

Experience

Essential criteria

• Experience of workforce rostering, rota management, workforce systems administration or workforce information analysis.
• Experience of developing, maintaining or supporting electronic rostering systems.
• Experience of delivering training to individuals and groups.
• Experience of analysing complex workforce information and producing reports.
• Experience of communicating and working effectively with a wide range of stakeholders.

Desirable criteria

• Experience of implementing an electronic rostering system.
• Experience of Allocate HealthRoster or associated Allocate products.
• Experience within NHS Medical Staffing or Workforce Services
• Experience of rota management for Medical and Dental staff.

Knowledge and Skills

Essential criteria

• Knowledge of workforce rostering principles and workforce planning concepts. Understanding of Medical Workforce operations and the importance of effective rota management. Ability to analyse and interpret complex rota patterns, staffing requirements and workforce data. Strong analytical, problem-solving and decision-making skills. Ability to extract, analyse and present workforce information to different audiences. Strong organisational and project co-ordination skills. Ability to prioritise competing demands and work independently. Excellent written and verbal communication skills. Effective influencing, negotiation and stakeholder engagement skills. Ability to communicate confidently with staff at all organisational levels. Ability to learn and interpret system functionality, policies and workforce requirements.

Desirable criteria

• Knowledge of NHS Medical and Dental Terms and Conditions. Knowledge of Junior Doctor contract requirements. Knowledge of Working Time Regulations and rota compliance requirements. Understanding of Medical Workforce governance processes. Knowledge of ESR and workforce system interfaces. Understanding of NHS workforce transformation and digital programmes.