Workforce Scheduling & Planning Administrator

Workforce Scheduling & Planning Administrator

gtd healthcare is one of the largest NHS commissioned Primary and Urgent care providers in North West England. Based in Denton, Manchester, we have a an excellent opportunity for a Workforce Scheduling & Planning Administrator to join our Workforce Planning Team.

The role is responsible for taking administrative ownership of the gtd rota system, Rotamaster. Primarily this will involve supporting the Workforce Scheduling and Planning, People Services, Payroll and Finance departments in carrying out tasks related to use of the system; however there will be interaction with employees across the organisation.

The successful candidate will be someone who is able to work well as part of a wider team whilst also having autonomy to plan and manage their own workload.

We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.

Main duties of the job

• Super-user for Rotamaster and first point of contact for all system related queries.
• Act as the link across all departments to ensure that the system is maintained, data is accurate and all are following the correct processes and procedures.
• Provide training to both employees and line managers as required.
• Ensure the interface between Rotamaster and other associated systems, e.g. iTrent, is operating accurately.
• Complete audits/checks on the data to ensure this is transferring as intended and resolve any queries that may arise.
• Raise queries relating to Workforce Scheduling and Planning on the external helpdesk.
• Complete regular audits on the employee data to ensure that gtd core principles are being applied and followed.
• Work in partnership with the Workforce Planning Analyst and the Transformation Office to understand new service requirements and ensure these are captured within the system in a timely manner.
• Ensure all new starters are correctly added to the system and understand how to use the system.
• Complete regular audits on Rotamaster to ensure that the data matches across these and is accurate, supporting the resolution of any errors as required.
• Support the upload of other related information.
• Contribute to maintaining GDPR compliance in our data processing activities.
• Promote Equality and Diversity as part of the culture of the organisation.

For further details, please refer to the attached job decription.

About us

At gtd healthcare we believe we do things differently. Our not-for-profit ethos, with a drive to innovate care offers patients the best experience possible and a unique opportunity to transform services.

We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.

Benefits package

As an employee of gtd healthcare, you'll be able to take advantage of our benefits package, including:

• working for a values-driven organisation;
• Real living wage employer;
• access to Wagestream, which provides flexible and on-demand access to stream your pay during the month, in real-time, when picking-up extra shifts;
• 30 days annual leave, rising to 32 after five years of continuous service;
• flexible working hours and policies;
• family friendly and carer policies;
• opportunities to apply for innovation and quality awards;
• access to gtd healthcares wellbeing initiatives, which offer a wide range of tools and resources;
• gtd healthcare social and fun activities;
• cycle to work scheme.

Job responsibilities

• Super-user for Rotamaster and first point of contact for all system related queries, including from employee users of the system, back office functions and external system support, e.g. Rotamaster.
• Act as the link across all departments to ensure that the system is maintained, data is accurate and all are following the correct processes and procedures.
• Provide training to both employees and line managers as required in how to use the system, and answer queries relating to system use e.g. logging in, bidding for shifts, applying for/authorising annual leave, etc.
• Ensure the interface between Rotamaster and other associated systems, e.g. iTrent, is operating accurately. Complete audits/checks on the data to ensure this is transferring as intended and resolve any queries that may arise.
• Raise queries relating to Workforce Scheduling and Planning on the external helpdesk on behalf of gtd to resolve any system issues.
• Complete regular audits on the employee data to ensure that gtd core principles are being applied and followed in relation to shifts worked, e.g. 11 hour rest breaks between shifts.
• Work in partnership with the Workforce Planning Analyst and the Transformation Office to understand new service requirements and ensure these are captured within the system in a timely manner.
• Ensure all new starters are correctly added to the system and understand how to use the system.
• Complete regular audits on Rotamaster to ensure that the data matches across these and is accurate, supporting the resolution of any errors as required e.g. shift patterns, working hours etc.
• Support the upload of other related information, e.g. timesheets/skill profile, into Rotamaster to ensure that staff are able to access shifts which are relevant and appropriate to them.
• Support ongoing checks for bank and sessional employees by reporting on the last shift worked so the system can be cleansed.
• Complete all relevant administration tasks relating to the planning of the rota, this may include ensuring the relevant skills are attached to shifts and completing the bulk upload of shifts in advance, amongst others.
• Contribute to maintaining GDPR compliance in our data processing activities by ensuring employee data is processed in line with regulations, and disposed of accordingly.
• Promote Equality and Diversity as part of the culture of the organisation.
• Undertake any other reasonable tasks as directed from time to time by the Workforce Scheduling Planner Manager.

Other duties:

• Any other duties, as agreed with the line manager to meet the needs of the organisation. This may include travel to other sites within the organisation.

Person Specification

Skills & Attributes

• Ensure the organisations values are embedded within all core activity so that everyone meets our values within their day-to-day work.
• Excellent interpersonal and communication skills.
• Excellent organisation skills and attention to detail.
• Good knowledge of Microsoft Office applications.
• Able to work autonomously and show initiative.
• Able to work as part of a team.
• Full driving license and ability to travel occasionally across Greater Manchester and Lancashire.

Qualifications

• Good standard of education, with a minimum of 5 c grade GCSEs including Maths and English or equivalent.

Experience

• Working in an administrative, office role/environment.
• Working in a training/learning and development setting or department.
• Working for the NHS or in a healthcare setting.
• Working with Rotamaster (eLearning & training platform), or another similar system.
• Providing administration support for meetings.