E-Rostering and E-Job Planning Administrator and Trainer
Job summary
An exciting opportunity has arisen for an e-Rostering and e-job planning Administrator and Trainer to join the E-Rostering Team at GHC. We are a small friendly team committed to delivering the maximum benefits to the trust from our e-Rostering and e-job planning systems.
The successful candidate will have high levels of IT literacy with recent extensive experience of using information systems, ideally with e-Rostering. Experience of delivering training would be beneficial.
This role will include providing day-to-day systems support and training, requiring someone who has strong IT skills and knowledge of Microsoft Office packages, together with effective interpersonal and communication skills, a can-do attitude and the confidence to support staff and managers to resolve their queries. The role is fast-paced and varied and requires a passion for problem-solving plus the ability to prioritise own workload.
The E-Rostering Team is responsible for the development and maintenance of the trust E-Rostering System and E- Job planning system. We have over 150 live rotas to manage, as well as ensuring that payroll is accurate and submitted every week and every month. The team is also responsible for training managers and staff on how to use the system effectively and efficiently and supporting these staff in how to resolve any errors that may have occurred.
E-job planning was implemented in 2025, and this role will lead on the e-job planning training and administration.
Main duties of the job
- - To maintain and develop the E-Rostering & E-Job Planning utilities across clinical and non-clinical services within the Trust, including Medical Staffing
- -To provide training in the use of the E-Rostering & E-Job Planning systems to staff who use the systems which will ensure that full benefits are realised.
- -To provide training to staff members in the use of the web-based E-Rostering system as and when required to enable staff to request shifts and view their individual profiles.
- -To carry out audits of the E-Rostering system ensuring that the system is used appropriately and staff are paid correctly
- -To support implementation of new features of the system to enable a more streamlined service
- -To support the Centralised E-Rostering service as required
- -To ensure that e-job plans meet national and local policy
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
- To supervise/line manager other team members if required.
- To assist in the setup, maintenance and development of the Trust E-- Rostering system.
- Lead on the system maintenance and integrity of the e-job planning system on behalf of all staff groups registered on the system.
- Act as a point of contact for e-job planning
- Support with the annual job planning round.
- To work closely with service managers and staff to ensure that both the rostering system, and E-Job planning system is used appropriately, efficiently and effectively
- Run reports from the E-Rostering system to enable management overview of the use of the system.
- To work effectively with team members to ensure that the rostering system reflects information held in ESR.
- Use ESR to maintain the integrity of both systems ensuring that any anomalies are fed back to workforce information colleagues.
- To run BI reports from ESR so that the E-Rostering system can be checked for accuracy.
- Provide E-Rostering training for staff and managers in the full use of the system, this will include the E-Rostering approval process.
- Maintain strict confidentiality over the holding and dissemination of personal information both within and outside of the organisation.
- To provide expert advice and guidance on all aspects of the E-Rostering system, which will include links to ESR and payroll.
- To run payroll weekly and monthly, and complete payroll compliance checks for accuracy
- Provide regular feedback to managers and staff about system usage including hints and tips about how to improve efficiency and effectiveness of the system.
- To work closely with staff bank colleagues so that all shifts are filled appropriately, maximising staffing efficiencies and ensuring continuity of service provision.
- To work effectively with the E-Rostering system provider so that the system is used to its full potential
- To carry out regular audits of the system to ensure that it is used appropriately, and that staff are paid correctly.
- To continuously strive for improvement in services
- To be a key contact for any system issues and work to resolve these effectively and in a timely manner.
- To take on any additional duties that are commensurate with this post.
Person Specification
Qualifications
- Educated to degree level in relevant subject or equivalent work experience
- Allocate Qualification
- Training qualification
- IT Qualification
Experience
- Experience of working with rostering systems, preferably Health Roster (Allocate), including developing, maintaining and verifying rosters
- Significant administration experience to include use of Microsoft office applications i.e. word, excel and outlook
- Experience of running reports and interpreting the data
- Significant experience of working within the NHS or large complex multisite organisation
- Experience of working with E-Job Planning systems
- Experience of troubleshooting and resolving payroll queries
- Line Manager/Supervisory Experience
- Experience of working with complex databases
- Experience and use of ESR
- Experience and use of ESR Business Intelligence
- Experience of running training sessions both one to one and larger groups
Specialist Knowledge
- Knowledge of Information Governance and Data Protection
- Knowledge and understanding of safe staffing requirements for in-patient settings
- Knowledge of training processes and effective methods of training
- Excellent communication skills both oral and written
- Able to work independently and effectively as part of a wider team
- Able to communicate complex information
- Able to manage own workload effectively
- Able to influence staff at all levels across an organisation
- Able to run reports and analyse data
- Ability to travel to multiple sites across Gloucestershire and nationally to occasional meetings
- Knowledge of payroll processes
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
Gloucestershire Health and Care NHS Foundation Trust
Address
Invista
Ermin Street
Brockworth
GL3 4HP
Employer's website
https://www.ghc.nhs.uk/who-we-are/jobs/