Resource Systems Officer
Job summary
We are looking for a motivated and detail-focused individual to join our Resource Systems Team, supporting the effective delivery of the Trust's rostering and resourcing systems.
This role plays a key part in ensuring that our workforce information is accurate, well-managed and readily available to support operational decision-making across the organisation.
As a Resource Systems Support Officer, you will help maintain and develop our rostering systems (including the Global Rostering System, GRS), provide high-quality administrative and data support, and assist with resource-related projects.
You will act as a key point of contact for queries, liaising with internal teams and external providers to resolve issues promptly and ensure data integrity.
This is an excellent opportunity for someone with strong organisational skills, confidence working with data, and a commitment to accuracy.
Main duties of the job
Main Duties
- Provide administrative and data support to ensure the smooth running of the Trust's rostering and resourcing systems.
- Maintain accurate records in the Global Rostering System (GRS) and other resource-related platforms.
- Handle and resolve routine queries from staff, managers and external providers, escalating issues when needed.
- Produce routine reports and data extracts to support operational decision-making.
- Assist with resource-related projects, audits and process improvements.
- Liaise with external partners, including private ambulance services, to resolve data discrepancies.
- Organise and prioritise daily workload, responding flexibly to changing demands.
About us
Working for us not only provides job satisfaction of knowing that what you do makes a real difference to our patients, but we offer a range of other great benefits too:
- Flexible approach to working patterns, we understand the importance of a work life balance and have a wide selection of rotas for part-time and full-time staff
- Holiday entitlement of 27 days rising to 29 days after 5 years and 33 days after 10 years, plus public bank holiday entitlement (pro rata for part time).
- Pay enhancements for out of hours, shift and overtime working, career and salary progression and annual personal development review.
- Uniform will be provided where this is a requirement of the role
- Expert training and support from our dedicated in-house education team.
- Membership of the NHS Pension Scheme.
- Occupational Health support along with an Employee Assistance Programme
- Supporting wellbeing networks
- NHS Discounts in over 200+ stores including Holidays, Days out, Car insurance, Restaurants and Clothing.
- Salary Sacrifice Schemes and cycle to work.
- An exceptional place to work to provide with high-quality emergency care to save lives and make a difference to people
- A first-class employer, promoting equality, diversity and inclusion of our employees. We are a Rainbow Accredited organisation, and a Veteran Aware and Disability Confident employer.
Job description
Job responsibilities
Main responsibilities:
1. Communication and Relationship Skills
The post holder will provide and receive routine information requiring tact or persuasion.
The post holder will communicate relevant resource support related procedures to staff and other departments and prepare for the effective delivery of the Trusts resource systems.
The post holder will handle queries received via email, MS Teams and/or telephone calls relating to GRS focussed activities. These may be both internal and external to the organisation.
The post holder will liaise with internal colleagues and on occasion, external third party private Ambulance services (PAS), to support the effective and efficient administration of resourcing information held within the Trusts resource systems and associated invoices.
2. Knowledge, Training and Experience
The post holder will be proficient in using electronic data recording systems and will demonstrate experience in data entry, with a strong commitment to accuracy.
The post holder will assist in the analysis, collection and tracking of a variety of resourcing information to ensure records are accurate and up to date.
The post holder will have experience of organising meetings and associated note taking.
The post holder will use bespoke and Microsoft Office software to produce routine reports relating to GRS and the Resource Systems Teams processes and procedures, for example exporting / importing data from GRS, sorting and updating data in Excel and processing data in Skillstream (used for PAS and Bank resource management).
3. Analytical and Judgement Skills
Responds to staff and managers queries relating to the Resource Systems Team where appropriate, making judgements on how and where to refer complex queries. On occasion, the post holder will be expected to record information appropriately with regards to staffing e.g. accurate recording of on call rotas for the Trust.
The post holder will be required to assess data from multiple sources, resolve and refer enquiries relating to EMAS resources from thirdparty providers, and, when necessary, review PAS invoices to ensure accuracy and escalate anomalies in line with agreed processes. In addition, the post holder will process, record, and support audits relating to resources and GRS, including PINs assigned to frontline staff and the recording of shifts scheduled to support the EMAS Events team.
4. Planning and Organisational Skills
The post holder will organise their own day-to-day work based on the agreed priorities/objectives of the service.
The post holder is required to assist and plan routine and straightforward activities which may require adjustment due to variable workload / interruptions.
5. Physical Skills
The post holder will be inputting and manipulating data at a key board/VDU for frequent periods for most of the day. Sitting, lifting, sorting filing, handling of lightweight laptops, chairs, may be required when visiting EMAS premises.
6. Patient and Client
The post holder will provide non-clinical advice and information relating to the management of resources across EMAS. Contact with patients is incidental.
7. Policy and Service Development
The post holder will be expected to follow policies and guidelines applicable in their own role. In addition, they will participate in the review and implementation of new systems and processes by way of commenting on any changes in line with Trust policies and procedures as directed by the Resource Systems Specialist.
The post holder may propose changes to working procedures and will support in the documentation of the Resource Systems Teams internal processes.
8. Financial and Physical Resources
The post holder will be responsible for the safe use of equipment other than that personally used.
9. Human Resources
The post holder will be able to explain practices and procedures to staff within the Trust in line with the Standard Operating Procedures and policies that relate to resourcing and working time guidelines.
The post holder will be able to provide training in their own discipline and demonstrate their own activities to new or less experienced employees.
The post holder will participate in self-development to continually improve performance, taking an active part in the appraisal and personal development planning system and undertake development activities that are identified.
10. Information Resources
The post holder will review when directed the processes used for collecting information from managers and staff and will make recommendations for continuous improvement.
The post holder will input data to record key information to maintain accurate electronic records in relation to resourcing.
The post holder will maintain the systems to retrieve information in the form of reports as required.
11. Research and Development
There will be a requirement for the post holder to occasionally participate in the preparation/administration of audits e.g. organise data as directed by the Resource Systems Specialist and / or Coordinator, into electronic format for analysis.
12. Freedom to Act
The post holder will be required to act independently but local manager support will be available for reference.
The post holder will work within the standards; policies and procedures set by the service/Trust and will be expected to work within the scope of the job purpose.
The post holders work will be managed with the outcomes; the work will be assessed at agreed intervals.
13. Physical Effort
Frequent sitting or standing in a restricted position; occasional moderate effort for several short periods. Frequent use of VDU.
14. Mental Effort
The post holder will require frequent concentration with predictable work. Concentration will be required when working within databases and preparing reports.
15. Emotional Effort
Exposure to distressing or emotional circumstances will be rare.
16. Working Conditions
Post holder will be allocated with a laptop, monitor, keyboard and mouse and will be required to work from home. Travel around the Trust (East Midlands region) may be required occasionally to meet with immediate or wider EMAS colleagues. Exposure to unpleasant working conditions will be rare.
The duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Trust, which may be amended from time to time.
Patient Safety is a key priority for the Trust. It is your responsibility to ensure that you are fully compliant with EMAS policies and procedures in respect of patient safety, for example Risk Management, Infection Prevention and Control, Safeguarding children and vulnerable adults.
This job description is not intended to be an exhaustive list of duties and responsibilities, but to give an indication of the main areas of activity and involvement.
Person Specification
Qualifications
- Educated to GCSE level or equivalent.
- Evidence of continuous professional development
Experience
- Experience of Excel and database use
- Administration experience
- Database management
- Working knowledge and experience of GRS
- Currently using Excel to a high standard in a professional environment
Knowledge
- Knowledge of a range of specialist administrative procedures acquired through relevant training and experience
- Very proficient in Microsoft Teams, Office, Word, Outlook, Excel and knowledge of PowerPoint
- Good verbal and listening skills
- Good writing skills
- Good problem-solving skills
- Excellent keyboard/word processing skills
- Ability to manipulate spreadsheets
- Able to analyse reports, interpret statistical data and draw conclusions from it
- Ability to take minutes at meetings
Personal Attributes
- A proactive and flexible approach
- Ability to work on own initiative, individually or as well as part of a team.
- Attention to detail
- Self-motivated and able to organise their own workload independently where required.
- Highly customer focused
- Ability to carry out duties remotely from home (home working), making best use of technology available.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
East Midlands Ambulance Service NHS Trust
Address
Working from home
Working from home
Working from home
NG8 6PY
Employer's website
https://www.emas.nhs.uk/