Deputy E-Rostering Manager

Job summary The Deputy E-Rostering Manager will assist the E-Rostering Manager in the delivery, development, and maintenance of the Trust's rostering systems.
You will be responsible for ensuring effective and efficient scheduling of non-medical staff across the Trust, providing day-to-day support to ensure the continued operational use of the system.
This role will help deliver the merger of two Optima instances into one holistic database, support the full rollout of Optima and associated Allocate products, and ensure that rostering services meet the operational and financial needs of the Trust.
The post holder will act as the first point of escalation for system-related issues and will provide leadership to the E-Rostering Advisors.
You will deputise for the E-Rostering Manager when required, maintaining service delivery and supporting key projects.
Main duties of the job The role involves supporting the implementation and optimization of the E-Rostering system (Optima) across the Trust, contributing to project planning, workforce data analysis, and policy adherence for Non-medics.
Key responsibilities include providing first-line user support, managing access permissions, and maintaining system functionality to ensure smooth operation and alignment with payroll schedules.
The role also assists in delivering training, preparing audit reports, and maintaining compliance with internal and external standards.
Additionally, it involves supporting the E-Rostering Manager in team management, workload allocation, and supervising daily tasks to ensure continuous service delivery.
The post holder will also handle any other duties relevant to the position as directed by the manager.
About us Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton.
Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff.
As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology.
Our Values We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values.
We achieve this by using values based recruitment.
We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received.
All new staff will be subject to a probationary period covering first 6 months in post.
Travel between hospital sites may be required.
Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job description Job responsibilities General Support the implementation and optimisation of the E-Rostering system (Optima) and associated applications across the Trust.
Assist in project planning, ensuring deliverables align with Trust objectives, and providing regular updates to senior management.
Contribute to data collection, analysis, and reporting to support workforce planning and Trust decision-making.
Assisting and reviewing rostering policy for Non-medics, ensuring all rostering data adheres to Trust policies and best practices for data protection and accuracy.
Engage with stakeholders to identify improvements and foster effective collaboration in rostering practices.
Assist the manager in contributing to effective team working within the Rostering and Workforce Team by supporting the transfer of skills and knowledge to appropriate staff.
Ensure all working procedures are documented, reviewed, and maintained to facilitate seamless task coverage in the absence of both the manager and other key team members.
Undertake any assigned tasks relevant to the Workforce service as required Assisting in aligning processes and reviewing SOPs within both sites System Maintenance, Training, and Support Supporting the implementation, maintenance, and development of the system to optimize utilization and ensure cost efficiency under the manager's guidance.
Assist with the day-to-day administration of the Optima rostering system, ensuring smooth operation and resolving issues.
Provide first-line support to users, managing access permissions, resolving system-related queries, and escalating more complex issues when needed.
Assist in monitoring and coordinating the interface requirements between ESR and Optima, ensuring alignment with weekly and monthly payroll deadlines.
Assist in training staff on rostering tools and best practices, creating resources and delivering updates to key stakeholders.
Evaluate new system updates and releases, communicating changes and assisting with the integration of new functionalities.
Reporting, Audit, and Compliance Generate reports to monitor rostering efficiency, staff compliance, and Key Performance Indicators (KPIs).
Assist in audits of rostering practices to ensure alignment with internal and external regulations.
Maintain accurate records of system access, training sessions, and rostering activity, preparing reports for internal and external review.
Carry out designated tasks related to compliance and audit preparation as required Management and Leadership Assist in providing leadership to the E-Rostering Advisors, offering guidance and oversight on day-to-day tasks and priorities.
Support the E-Rostering Manager in the management of the team, including performance monitoring and workload allocation.
Support reconfigurations by establishing new rosters and modifying existing ones as needed, working closely with managers to agree on changes such as splitting or merging rosters as required Assist with the integration and training efforts for the Trusts temporary staffing service to enhance controls over bank and agency staff.
Act as a point of contact for roster users and team members for any escalations or system challenges.
Assist the manager in prioritizing, coordinating, and supervising the E-Rostering Team's tasks, ensuring efficient resource use and continuity of service in the manager's absence.
Additional Responsibilities The post holder is expected to assist with any other band appropriate tasks as required by the Manager Person Specification Qualifications Essential Educated to degree level or equivalent knowledge acquired through experience in a relevant role Project Management qualification (, PRINCE2 or equivalent) Desirable Evidence of post-qualifying and continued professional development Allocate Academy accreditation Experience Essential Experience of managing a rostering service/team Expert knowledge of RLDatix (Allocate) rostering products Knowledge of generating and interpreting rostering reports Experience providing training and support to rostering system users Experience supporting change management in workforce systems Proven experience in leading on projects and benefits realisation initiatives Experience of testing new data sources and data releases Proficient in Excel, with advanced skills in data analysis, pivot tables, VLOOKUP etc Desirable Training in Allocate products Experience of managing a technical merger of separate Allocate Optima databases Experience with implementing rostering solutions Experience of managing data quality audits Experience with NHS data sets (, ESR, Business Intelligence) Skills & Knowledge Essential Knowledge with RLDatix (Allocate) products and rostering tools Knowledge of the interfacing solution between ESR and Optima Knowledge of basic IT systems including Microsoft Office 365 Awareness of data protection and confidentiality requirements Basic understanding of NHS workforce data requirements Desirable Understanding of NHS rostering needs and workforce management Understanding of ESR and its interoperability with rostering systems Skills Essential Strong communication skills Ability to work as part of a team or independently Adaptable and able to handle multiple tasks High attention to detail Ability to work under pressure and meet deadlines Desirable Problem-solving and critical thinking skills Strong leadership and decision-making skills