L3 Business Admin Apprentice in E-Roster (HR)
Job summary
The E-Rostering team administer the the Allocate Optima (HealthRoster) system. They support all rosters across the Trust , which allows staff to access their shifts and working patterns, book annual leave and the system records additional payments such as enhancements and overtime.
The HealthRoster system also allows for the recording of bank holidays, study leave, sickness and other absences.
The pay affecting data recorded on the HealthRoster system is uploaded to the ESR (Electronic Staff Record) system which is administered by the Workforce Payroll team, with whom the E-Rostering team work closely with.
Both the E-Rostering and Workforce Payroll team work to ensure that both the HealthRoster and ESR systems are aligned to ensure data quality.
Main duties of the job
The principal role is to provide administration and clerical support to the E-Rostering team, including answering general queries from the E-Rostering inboxes, such as re-setting passwords for Employee Online.
Inputting information into HealthRoster and ESR as required ensuing high degrees of accuracy.
To work closely with the E-Roster team, helping staff with general E-Roster queries.
To answer the telephone and deal with queries/requests, taking
detailed messages for team members.
To monitor the group email addresses and issue/reset passwords for Employee Online access, and to update user accounts as required.
To work with the E-Rostering team to assist with data cleanse issues on Health Roster or related system.
To work with the wider Workforce Team on ESR or related systems.
To input data in the appropriate database, producing reports and spreadsheets.
To support with the administration of E-Roster training and subsequent records.
To assist in arranging meetings and training sessions, including associated arrangements and booking rooms.
To undertaken photocopying and scanning for team members.
To assist in the maintenance of departmental records including archiving and scanning.
To provide administration and clerical support to the E-Rostering and Workforce Information teams, in the delivery of HR functions and services.
About us
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.
Job description
Job responsibilities
Job Purpose:
The principal role is to provide administration and clerical support to the E-Rostering team, including answering general queries from the E-Rostering inboxes, such as re-setting passwords for Employee Online.
Dimensions:
The E-Rostering team administer the the Allocate Optima (HealthRoster) system. They support all rosters across the Trust , which allows staff to access their shifts and working patterns, book annual leave and the system records additional payments such as enhancements and overtime.
The HealthRoster system also allows for the recording of bank holidays, study leave, sickness and other absences.
The pay affecting data recorded on the HealthRoster system is uploaded to the ESR (Electronic Staff Record) system which is administered by the Workforce Payroll team, with whom the E-Rostering team work closely with.
Both the E-Rostering and Workforce Payroll team work to ensure that both the HealthRoster and ESR systems are aligned to ensure data quality.
Key Duties:
1/. Inputting information into HealthRoster and ESR as required ensuing high degrees of accuracy.
2/. To work closely with the E-Roster team, helping staff with general E-Roster queries.
3/. To answer the telephone and deal with queries/requests, taking detailed messages for team members.
4/. To monitor the group email addresses and issue/reset passwords for Employee Online access, and to update user accounts as required.
5/. To work with the E-Rostering team to assist with data cleanse issues on Health Roster or related system.
6/. To work with the wider Workforce Team on ESR or related systems.
7/. To input data in the appropriate database, producing reports and spreadsheets.
8/. To support with the administration of E-Roster training and subsequent records.
9/. To assist in arranging meetings and training sessions, including associated arrangements and booking rooms.
10/. To undertaken photocopying and scanning for team members.
11/. To assist in the maintenance of departmental records including archiving and scanning.
12/. To provide administration and clerical support to the E-Rostering and Workforce Information teams, in the delivery of HR functions and services.
To provide administrative cover to other departments managed by the Head of Workforce systems when necessary, e.g. Workforce Payroll or Workforce Systems teams.
Apprenticeship Training Details:
- Apprenticeship Standard Business Administrator, Level 3 (Advanced) Business administrator / Institute for Apprenticeships and Technical Education
- Training provider will be Herefordshire & Worcestershire Group Training Association. Please note: by applying for this opportunity you are consenting for us to share your application details with our Training Provider for recruitment and eligibility purposes.
- The Apprenticeship will be on a fixed term apprenticeship contract for 18 months with opportunity to apply for roles within the NHS on completion.
- Salary will be paid at Apprenticeship Wage (currently £8 per hour/£15,600) for the first 12 months, followed by National Minimum Wage.
- You will work 37.5 hours per week with on the job and off the job learning opportunities and receive 6 hours paid study time (1 day a week).
- 27 days paid annual leave plus Bank Holidays.
Eligibility:
Candidates must evidence:
- English AND Maths Level 2 is essential - GCSE grade C/4 or above, or equivalent in Functional Skills Level 2.
- Do NOT have a degree level qualification or higher in Business Administration or similar related subject.
- Have NOT completed an NVQ/QCF/Apprenticeship Standard Level 3 or higher in Business Administration or have considerable prior experience in an administrative role..
Contact Libby Marshall for queries about the Apprenticeship, email libby.marshall@nhs.net
Person Specification
Qualifications
- GCSE or equivalent Maths and English
- Microsoft Office packages including word, excel, teams and outlook
- Ability to work methodically and accurately
- Ability to work using own initiative
- Effective communicator with staff at all levels and external contacts
- Able to prioritise workload and be adaptable
- Able to interpret information and input into standard documents
- Attention to detail
- Team player
- Confident in dealing with queries over the phone
- Awareness of confidentiality
- Knowledge of Microsoft Office
- Use of Internet and websites
- Use of Outlook
Employer details
Employer name
Worcestershire Acute Hospitals NHS Trust
Address
Kidderminster Hospital and Treatment Centre
Bewdley Road
Kidderminster
Worcestershire
DY11 6RJ
United Kingdom
Employer's website
https://www.worcsacute.nhs.uk/