Medical E-Rostering Implementation Manager

Job description

Job responsibilities

Detailed job description and responsibilities

Communication and working relationships

To be able to articulate the compelling need to change and the value of e-Rostering in communications with all levels of staff. To act as an enabler and change agent, leading the team to influence, negotiate and manage change in a proactive and positive way.

Communicates information at all levels including the delivery of presentations and training workshops across Care Groups on a regular basis concerning the eRostering Project that can be highly complex, sensitive and confidential.

To be the contact for medical e-Rostering for the Trust and to carry out project duties being responsible for presenting accurate, relevant and effective information and representing the Trust in a professional and responsible manner.

As the expert in their field presents, explains and relays information to different groups in a variety of different environments where the subject matter may be contentious and where there may be a need to manage conflict and diffuse confrontation e.g. New ways of working, especially when introducing automated approaches, staff who are resistant to change.

Develop, agree and implement a communications strategy for the project implementation.

To be the key contact, fostering a good working relationship between the Trust and the external eRostering System supplier.

Act as an advocate of change, by educating, informing and coaching staff and managers where appropriate.

Analytical and judgement

To lead in providing, receiving and analysing complex roster information and to find solutions or resolve barriers to understanding.

Review on an ongoing basis, progress of e-rostering implementation, identifying where there is risk that project objectives or timescales will not be met, taking remedial action to bring the project back on track and that benefits are realised.

Exercise judgement when analysing complex business, workforce, system and service requirements, evaluating a range of options and making clear recommendations to support improvement, risk reduction, operational delivery and sustainable change.

Develop and agree a clear exit strategy ensuring the benefits of eRostering continue to be realised following implementation.

Evaluate system benefits, adoption, data quality, user experience and process compliance, producing reports, dashboards and recommendations where required.

Drive continuous improvement by analysing rostering data, identifying issues and opportunities, implementing solutions and monitoring impact.

Take ownership of escalated risks and issues, handling until an acceptable resolution is achieved and escalating when necessary

Influence business thinking and support the development of e-Rostering, job planning and medical workforce processes, ensuring approaches are aligned to operational objectives, workforce planning, organisational design, productivity and resource plans.

Planning and organisation

Lead the planning, coordination and delivery of a complex programme of work, identifying interdependencies, organisational impacts, resource requirements, risks and contingency arrangements.

Chair the medical e-Rostering working group, including setting agendas, coordinating papers, facilitating discussion, agreeing and monitoring actions, reviewing risks and issues, and ensuring appropriate escalation through project and Trust governance routes.

Develop and maintain programme plans, action logs, risk registers, issue logs, benefits trackers, highlight reports and decision records for senior management and governance forums.

Manage conflicting priorities, using strong organisational, communication and project management skills to ensure complex technical and workforce information is translated into clear business terms.

Planning and implementing Go Live and Post Go Live activities.

Lead specialty, supplier and stakeholder meetings, ensuring actions are agreed, monitored and completed, and that changing priorities, risks and issues are escalated appropriately.

Physical skills

Standard Keyboard skills

Patient and client care

Incidental patient contact

Policy and service development

Responsible for developing and embedding controls, standard operating procedures, governance arrangements and service measures to maintain quality, compliance and a successful transition into business as usual once implementation is completed.

Develop all policies, procedures and protocols relating to the implementation of e-rostering for doctors.

Identify and apply local and national good practice in e-Rostering, service improvement, digital transformation and business administration, ensuring learning is disseminated effectively and proposals are made for local adoption where they support value, quality and efficiency.

Together with the Head of Medical Workforce, scope, plan, implement and evaluate delivery of the programme, using knowledge of project management, business administration, service improvement and best practice across clinical and non-clinical areas.

Develop a detailed understanding of Medical and Dental Terms and Conditions of Service. Advising managers on implications of change management programmes including workforce development, modernisation and work or role redesign.

Collate user requirements and produce specifications, process maps, implementation documentation, standard operating procedures and business readiness materials.

Finance, equipment and other resources

Under the direction of the Head of Medical Workforce, support procurement, supplier management, contract monitoring and value-for-money arrangements for the medical e-Rostering system and associated workforce systems.

Monitor resources, expenditure and benefits within areas of responsibility, ensuring services are managed within agreed budgets and that financial, procurement and resource implications are reported appropriately.

People management and training

Provide professional advice, coaching, support and guidance to managers, clinicians, medical workforce colleagues and end users in the implementation, improvement and business-as-usual operation of the e-Rostering system.

Ensure effective systems, processes, guidance and training are in place so staff are competent, compliant and able to deliver an efficient, customer-focused and continuously improving service.

Use specialist knowledge and experience to ensure that decisions taken are in the Trusts best interests

Information technology and administrative duties

Use and administer relevant medical workforce and digital systems, including Allocate e-Rota, Allocate Exception Reporting, L2P job planning, PREP revalidation and appraisals and medical e-Rostering, ensuring data is accurate, secure and used to support reporting, assurance and service improvement.

Research and development

Maintain own continuing professional development in project management, service improvement, digital transformation, medical workforce systems and NHS workforce policy.

Undertake audits, service evaluations, post-implementation reviews and benefits assessments to inform continuous improvement across the Medical Workforce Service.

Freedom to act

Work autonomously within agreed objectives and governance arrangements, using judgement to plan strategically, tactically and creatively and to prioritise work programmes in the face of competing demands.

Be accountable for delegated programme decisions and actions, acting independently and using initiative while escalating significant risks, issues, resource constraints or decisions requiring senior approval to the Head of Medical Workforce Service.

Person Specification

Qualifications & Experience

• Degree level qualification or equivalent experience in business administration, project management, service improvement, workforce systems or a related discipline.
• Experience of leading or supporting implementation, improvement and maintenance of digital workforce, e-Rostering, project or business administration systems within a complex organisation, preferably within the NHS.
• Ability to lead complex project, business administration, improvement and development activity across a wide range of individuals and professional groups,

• Project management, change management, service improvement, such as PRINCE2, Agile, Lean, Six Sigma, QSIR,
• HR CIPD Level 5 or equivalent.

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

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA

United Kingdom

Employer's website

https://www.torbayandsouthdevon.nhs.uk