Resource Systems Coordinator - Central

The role will be pivotal in supporting the Central Resourcing Team to assure the Trust that effective and efficient resourcing systems are in place to achieve the timely provision of information and analysis concerning resources across the Trust. Ensuring this is achieved through the utilisation and development of appropriate software and in partnership with managers, to ensure best practice across teams and the Trust.

Responsibilities

The post holder will receive support from the Central Resource Team for the delivery of the service by providing expert knowledge and skill in the speciality area of resource administration and co-ordination via the Trusts e-Rostering system. Specifically, the core responsibilities are:

1. To act as a point of contact for local resourcing staff in Support and Enabling Services and Operational Support Services (specifically Corporate Teams, Fleet, HART, Emergency Planning and Events).
2. To analyse, interpret and respond to staff and managers queries relating to the Central Resourcing Team including technical system queries, time and attendance and pay.
3. The timely provision of analytical and statistical information, using appropriate software.
4. To ensure that production of core rotas and all information held on data systems are accurate and conform to Working Time Directives and General Data Protection Act requirements.
5. To maintain standardised procedures in the use of resource data systems.
6. To support in the development of GRS (Global Rostering Software) functionality.

Main Responsibilities

Communication and Relationship Skills

1. The post holder will receive and provide complex rostering, working time monitoring and pay-related information requiring persuasive, motivational, negotiating and training skills where agreement and co-operation is required.
2. Act as a point of contact for staff with regards to time and attendance queries, recording details and advising managers accordingly. Working with operational support management teams, assisting in the management of issues such as line changes and placing new team members onto a rota.
3. The post holder will proactively support management teams across the Trust in resource co-ordination.
4. The post holder will communicate relevant resource related procedures to colleagues in operational and support and enabling services areas across the Trust to ensure the effective delivery of the Trusts GRS.
5. The post holder will handle queries (usually via email / telephone calls) relating to resourcing, this may be both internal and external to the organisation and will include technical, time and attendance and/or pay related issues.
6. The post holder will liaise with internal colleagues and external third party private Ambulance services (PAS), to support the effective and efficient administration of resourcing information held within the GRS database and associated invoices.
7. The post holder will liaise with Digital Services and external software providers to support the recording, resolution and testing of any rostering system issues and communicate outcomes to colleagues where appropriate.

Knowledge, Training and Experience

1. The post holder will be responsible for answering queries made to the Central Resource Team that will primarily require in depth knowledge and understanding of the Trusts Electronic Claim Form (ECF) process and Agenda for Change terms and conditions in relation to working time and attendance and pay.
2. The post holder will have a proven working knowledge of the Trusts rostering software, GRS.
3. 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, including data for Board Reporting.
4. The post holder will have experience of organising meetings and associated note taking.
5. The post holder will use bespoke and Microsoft Office software to produce routine reports relating to GRS and Central Resourcing systems and their usage, for example exporting data from GRS, sorting and updating data in Excel and importing data into GRS.

Analytical and Judgement Skills

1. Through the analysis and interpretation of queries relating to the Central Resourcing Team, the post holder will respond to staff and managers where appropriate, making judgements on how and where to resolve and / or refer complex issues. The post holder will be expected to record information appropriately with regards to staffing and working time information.
2. The post holder will analyse and interpret performance reports, including the comparing of data from different sources to ensure quality, consistency and accuracy in the Trusts GRS software.
3. The post holder will be required to conduct thorough system acceptance tests on any new functionality set up on GRS and will need to interpret and record information from all their tests to support local decision making. This will require applying a range of fact or situations that require analysis.
4. The post holder will be required to assess data from multiple sources, resolve and refer enquiries with regards to resources from third party providers. To review PAS invoices to ensure their accuracy and escalate any anomalies as per the agreed processes and without delay.

Planning and Organisational Skills

1. Using a high degree of accuracy and speed together with the application of knowledge, skills and experience, be responsible for the specialised operation of the Trusts Rostering System to update, retrieve and store detailed and complex information.
2. The post holder will organise their own day-to-day work based on the agreed priorities/objectives of the service.
3. The post holder will provide assistance in the planning and development of robust systems and processes to assure effective delivery, monitoring and evaluation of all resourcing activity across the Trust.
4. The post holder is required to assist and plan routine and straightforward activities which may require adjustment due to variable workload / interruptions.

Physical Skills

1. The post holder will input and manipulate data at a key board/VDU for frequent periods for most of the day. Sitting, lifting, handling of lightweight laptops, chairs, may be required when visiting EMAS premises.

Patient and Client

1. The post holder will provide non-clinical advice and information relating to the management of resources across EMAS. Contact with patients is incidental.

Policy and Service Development

1. 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.
2. The post holder may propose changes to working procedures and will support in the documentation of the Central Resourcing Teams internal processes.

Financial and Physical Resources

1. The post holder will observe a personal duty of care in relation to equipment and resources used in the course of work.

Human Resources

1. 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, working time guidelines, and pay.
2. The post holder will be able to provide training in their own discipline and demonstrate their own activities to new or less experienced employees.
3. 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.

Information Resources

1. Regular use of specialist rota management software to develop reports and documents. The post holder will continually review the processes used for collating information and will make recommendations for improvement and ensure that systems are adapted to accommodate any local or national changes in policy or procedures.
2. The post holder will input, extract and manipulate key data and information to maintain accurate electronic records in relation to resourcing, working time, and pay.
3. The post holder will maintain the systems to retrieve information in the form of reports as required.

Research and Development

1. 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, into electronic or paper-based format for analysis.

Freedom to Act

1. The post holder will work under their own initiative, guided by precedent and clearly defined occupational policies, protocols, procedures and codes of practice.
2. The post holders work will be managed, rather than supervised, with the outcomes assessed at agreed intervals.

Physical Effort

1. There is a frequent requirement for sitting in a restricted position for a substantial proportion of the working time, operating a personal computer.

Mental Effort

1. The post holder will require frequent concentration with predictable work. Concentration will be required when working within databases and preparing reports.

Emotional Effort

1. Exposure to distressing or emotional circumstances will be rare.

Working Conditions

1. The Post holder will be allocated a laptop, monitor, keyboard, mouse and office chair, and offered additional financial support for a desk and lockable cupboards. The role is home-based but 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.