e-Rostering Support Officer

The successful candidate will provide first-line support to all e-Rostering system users in the Trust and support e-Rostering team colleagues deliver projects to improve the usage and efficiency of e-Rostering within Trust services. They will administer all queries coming into the teams mailbox, using knowledge, problem solving, and initiative, to respond effectively to staff. They will use their judgement to escalate to senior colleagues as and when required, with knowledge and initiative to establish the most effective method of resolving queries, providing links to relevant guidance documentation and Trust policy. They will support senior colleagues in updating rostering information on the system to achieve alignment with other workforce systems such as ESR.

All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

All employees of the Trust are

strongly encouraged to have their up-to-date flu vaccination to protect staff

and patients.

Working under the direction of the e-Rostering Systems Manager and e-Rostering Practitioners, to support the delivery of quality improvement & development projects including effective support for patient experience, clinical audit, service evaluations and rostering. The post holder will provide information management and administrative support for a variety of projects.

To work under the direction of the e-Rostering Systems Manager and e-Rostering Practitioners though exercising own initiative and prioritising according to own workload.

To provide qualitative and quantitative information management support including:

To provide first-line business as usual support to e-Rostering system users via shared team mailbox and telephone.

Understand and use specialist e-Rostering software and all parts of the Microsoft 365 suite of applications, including Access and Excel.

To provide administrative support for all projects (e.g. formatting reports and presentations, retrieval of project notes, supporting the e-Rostering Practitioners with roster updates).

To undertake project work i.e. analysis of rostering data and basic results feedback under the supervision of the e-Rostering Systems Manager and e-Rostering Practitioners.

To undertake any other duties as specified by the e-Rostering Systems Manager (e.g. general office administration)

To provide and maintain general administration duties to the team including photocopying, binding and filing.

Dealing with verbal or email queries and liaising with e-Rostering users at all levels in the Trust.

Organise and arrange meetings.

Answering phone and dealing with enquiries and taking messages.

Provide advice and support on individual areas in regard to e-Rostering as requested for example regarding a technical problem in accessing the system.

Act as link to facilities when reporting faults.

The ordering and monitoring of stationery through the Agresso system and other office equipment.

Establish effective links with managers and staff across the Trust in the provision of first-line business as usual e-Rostering system support

Act as a focal point for the e-Rostering team through provision of a friendly and professional service, dealing with enquiries from a multitude of sources and via a variety of means eg, face to face/phone/e-mail. Exercise initiative, analysis, judgements/problem solving or directing on/escalating, as appropriate. This may require the use of tact, empathy, or reassurance and persuasive skills where agreement or co-operation is required.

Actively engage and articipate in good team working and departmental/team meetings and offer suggestions for quality improvement. Contribute to the achievement/improvement of service/quality standards.

Participate in management supervision/appraisal to develop skills, knowledge and practice and apply continuous reflection eg, values, priorities, interests and effectiveness and synthesise new knowledge into practice.

Undertake timely and appropriate mandatory training, study days, in-service training programmes and keep up to date with changes in operational procedures and developments.

Develop knowledge and basic understanding of, and comply with, all service/Trust policies and procedures and relevant legislation eg, Data Protection Act.

Seek advice and support from supervisor/manager whenever necessary.

Promote a positive image of self, service and theTrust.

Act within own sphere of competence at all times.

1.4 Management Supervision and Support

The post holder will use their experience to provide peer support for new starters in the e-Rostering Support Office role.

Maintain the safekeeping of Trust property. Any concerns regarding misuse should be raised immediately with the Trusts Counter Fraud Specialist, see Trust Intranet for details.

Ensure the proper use of the Trusts resources such as stationery, telephone usage, photocopying and other consumables in the course of business, ensuring minimal waste and cost. Suggest efficiency savings to more senior staff.

The Trust is committed to ensuring the highest standards of care and treatment and expects that all staff treat people e.g, service users, their carers, relatives, friends, colleagues, visitors etc, with dignity and respect at all time. The post holder must at all times act in accordance with the Trusts Values:

We put the person first and in the centre

We know that families and carers matter

We are respectful, honest, open and transparent

We improve and aim to be outstanding

We are relevant today and ready for tomorrow

Report any concerns regarding the safety or wellbeing of children, adults service users, members of their families etc, in accordance with Trust Policy.

Prevent and respond appropriately to abuse and understand own role in this by undertaking Safeguarding training.

1.8 Trust policies and commitments - to be read in line with the relevant Trust Policy/Procedures:

All staff employed by the Trust must comply with the Trusts policies and procedures, undertake appropriate training required for their role and commit to:

ensure they are aware of the Whistleblowing Policy and how they raise concerns;

maintain confidentiality, in line with the Trusts Confidentiality Policy and Code of Conduct;

understand their personal responsibilities with regards to data quality for any information which they create, use or process in accordance with the General Data Protection Regulation (GDPR), The Data Protection Act 2018 (DPA) and Trust Data Protection Policy;

comply with the provisions of The Trusts Health and Safety Policy and Protocol. Ensuring their own safety and that of colleagues, service users and visitors. Know the action to be taken in the event of a fire and must undertake fire training annually;

receive supervision in line with the Trusts Supervision Policy and an annual Appraisal in line with the Trusts Appraisal Policy, during which mandatory, role specific and personal development needs should be identified and agreed;

are a specialist NHS Foundation Trust that provides community, mental health

and learning disability services for the people of Barnsley, Calderdale,

Kirklees and Wakefield. We also provide low and medium secure services and are

the lead for the west Yorkshire secure provider collaborative.

Our mission is

to help people reach their potential and live well in their communities, we do this

by providing high-quality care in the right place at the right time. We employ

staff in both clinical and non-clinical services who work hard to make a

difference to the lives of service users, families and carers.

We encourage

and welcome applications from all protected characteristic groups, we value

diversity and want our workforce to be reflective of our communities.

Being

a foundation Trust means were accountable to our

members, who can have a say in how were run. Around 14,300 local people

(including staff) are members of our Trust.

Join

us and you will be one of over 4,500 staff committed to supporting and improving

the mental, physical and social needs of the thousands of people we meet and

help each year.

are committed

to safeguarding and promoting the welfare of children, young people and

vulnerable adults and expects all colleagues and volunteers to share this

commitment.

We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Qualifications

Essential: - Educated to diploma level or equivalent level of experience.

Desirable: - Educated to degree level.

Experience

Special Knowledge/Skills

Desirable: - Awareness/understanding of Caldicott & Information. Confidentiality/security issues.; - Ability to use initiative to deliver what is required.

Personal Attributes

Essential: - Confident.; - Ability to work under pressure.; - Conscientious.; - Reliable.; - Ability to travel across the Trust as appropriate to the role.

Desirable: - Flexibility/adaptability.; - Sense of humour.; - Quick learner.; - Team player.

Physical Attributes