Leading in the design and successful delivery of the Medical element of the e-Rostering Programme and provide effective leadership for the Medical E-rostering team to effectively deliver electronic rostering for the medical and dental workforce.

Main duties of the job

The eRostering Medical project is a high profile project within the Trust and key to our vision of delivering the higher levels of the NHSE/I Levels of Attainment & Lord Carter's productivity benefits.

The post holder is vital to the management and delivery of the Medical eRostering project. A significant focus of this role is creating and maintaining stakeholder relationships, internally and externally, communicating on multiple levels across the organisation and providing leadership to the eRostering medical team. The role requires great leadership, project management and change management expertise to deliver the project on schedule in accordance with the project plan. The role also includes the development of a robust eRostering business as usual (BAU) - function to support the medical and dental staff within the Trust and will be crucial to lead the effective transfer between the project and BAU functions. Post project completion, the post holder will remain in a managerial/leadership capacity for the eRostering team and functions.

The post holder will have overall responsibility for the daily management of Health Roster for Medical staff including system support, liaising with the software provider and working with General Managers and services to maximise the utilisation and continuous improvement of eRostering in the trust.

Deputising for the eRostering Head of Service with non-medical rostering.

About us

The post-holder is expected to have a clear understanding of how this post contributes to the achievement of the trust vision of:

A thriving Foundation Trust at the heart of an integrated healthcare system. One that delivers improved patient care at a community, hospital and specialist setting, supported by a unique and nationally recognised programme of research, education and employee engagement.

We expect all our staff to share the values that are important to the Trust, being Excellent, Kind, Responsible & Respectful, and behave in a way that reflects these.

St George's University Hospitals NHS Foundation Trust is committed to safeguarding children and vulnerable adults and expects that all staff will share in this commitment. The Trust is clear that all staff have a responsibility to be aware of children and adult safeguarding policies and procedures and that each member of staff, clinical and non-clinical, will attend child or adult safeguarding training that is provided at an appropriate level to suit their role. The Trust has the additional expectation that all staff will be able to identify concerns and know what action to take.

Job description

Job responsibilities

Leadership

Participate in strategic decision making & planning to develop and optimise project

delivery.

Identify and manage the full range of internal and external stakeholders relevant to

the project.

Provide specialist advice and actively support staff within the clinical environment to

achieve the successful implementation of the Medics eRostering project.

Participate providing continuous development and improvement to the project

implementation and management, giving assurance to the project board,

senior leadership team, and the Trust as to process and project deliverables.

Engage constructively and effectively using the appropriate channels and adapting

styles with a wide variety of internal, external and varying levels of stakeholders to

ensure effective engagement.

To develop advanced, specialised theoretical knowledge and technical expertise in specific areas of electronic rostering, and to research and develop new techniques and approaches for improving the implementations. Designing information flows, analysing data, designing reports, automating reporting processes and presenting information

Strategy and Planning

Responsible for the successful delivery of a robust Medics eRostering function including the design of outcomes, scope, objectives, risks and work with appropriate stakeholders and the external provider to deliver this project.

Contribute to detailed project planning to meet agreed deliverables.

Participate in strategic decision making to develop and optimise project delivery.

Plan and manage highly complex professional interactions to deliver expected benefits and remedy any identified risk areas.

Enable clinical departments across the organisation to plan, operate and report on their clinical activity.

Lead policy and process implementation of the system and recommend improvements

Systems Implementation

Develop implementation plans and identify resource requirements and key milestones to ensure successful implementation of the eRostering system.

Identify and agree dependencies and implementation timescales, prioritising tasks and optimising resources.

Lead the implementation of the systems and new system functionality in line agreed with implementation plans.

Consult and work with stakeholders across the Trust as well to identify implementation success criteria.

Consider National/regional and local strategies when designing and implementing system / process developments ensuring alignment to good practice.

Provide a framework for benefits realisation.

Support organisational redesign to deliver objectives (including policy development).

Develop and maintain policies with respect to the implementation of systems within the Trust.

Act as a consultant in assessing change through system upgrades, recommending a framework for implementation as a result of additional functionality and producing regular impact assessment reviews/ dependencies.

Investigate highly complex implementation issues, analyse and determine the appropriate action for the resolution of the reported problem and impact/risk to the key stakeholders.

Provide expert/specialist technical knowledge, advice and guidance on system architecture and systems integration.

Provide constructive feedback on experiences and lessons learnt from previous successful implementation of systems.

Manage all aspects of data analysis, diagnosis and solution development which are specific to implementation.

Develop and implement contingency plans.

Leadership, Communication and Training

Lead project engagement initiatives with stakeholders including service managers and departmental leads to negotiate and influence the implementation pathway.

Advocate for and positively represent the project, ensuring cohesive cross team and departmental solution through working collaboratively with all stakeholders, both internal and external.

Is a key point of contact for stakeholders on all Medical Rostering Matters..

Ensures that all stakeholders are identified, supported and managed, so that key project information is communicated effectively and appropriately and in a timely manner.

Works effectively and professionally with internal and external contacts, and all other relevant parties through the development of strong relationships.

Have the ability to receive, process, summarise, interpret and communicate highly complex and sensitive information where they may be barriers to acceptance and resistance to change in a highly pressurised environment.

Facilitates and co-ordinates supplier/stakeholder meetings as required.

Develop positive working relationships with other departments or external organisations in order to facilitate the successful delivery of the project.

Systems and Data Management

Clearly determines process and puts systems in place to support the successful implementation of Medics eRostering.

Work with all key stakeholders and the external provider to ensure smooth transition of data and develop data management protocols to manage the change process across the organisation.

Identify and implement effective systems to monitor compliance within agreed Key Performance Indicators across the implementation of the project to ensure that it meets Trust objectives.

To identify and promote best practice in roster creation and ensure rosters meet the required quality standards consistently.

Reporting and Analysis

Identification and promotion of quantitative and qualitative benefits where e-rostering can support the implementation or Lord Carters recommendations.

Lead on initiatives to support the progression of the Trusts Medical eRostering team through the NHSi levels of attainment.

Clearly determines roles, responsibilities, deliverables, milestones and risk for the project.

Develop and provide analysis of Key Performance Indicator reporting to track progress against Trust & Workforce goals and e-Rostering KPIs.

Present reports and analysis as required to key stakeholders, at all levels of the Trust, on the performance of rostering against the business case objectives.

Identify and report milestones, risks/ resolutions for system implementation.

Write and present regular highlight/exception reports.

Financial Management

Responsible for supporting the eRostering Head of Service in the delivery of a balanced budget for the department. This includes business planning, budget setting and monitoring.

Support planning and implementation of cost reduction programmes for the Department in line with corporate objectives and ensuring that cost reduction schemes are delivered.

Ensure rostering processes adhere to the Trust Standing Orders, Standing Financial Instructions, and works within the Trusts policy framework.

To enable improved efficiency through medical workforce planning and operational activity planning using electronic rostering.

Support the financial objectives of the business case, including reducing lost activity - due to cancelled session, monitor junior doctor activity enabling workforce planning and reduce locum and agency spend within medical workforce

Lead the Medical eRostering team in the payroll process liaising with the payroll providers to identify and develop improvements in payroll procedures.

Lead on the process for reconciliation of payroll discrepancies, resolution of pay queries and pay adjustments for Medical staff.

Lead on the maintenance, set up and testing of pay rates and award rules in Healthroster for Medical Staff.

Staff Management

Line Management of direct reports, including absence, performance and recruitment activity.

Lead, coach and manage the performance of the team in line with good people management practices.

Participate in regular performance appraisal meetings and ensure each member of the team has a clear set of objectives and development plans.

Ensure the team is compliance with all statutory, mandatory training together with any professional training requirements, ensuring they are up to date and fully compliant.

Manage team absences including sickness in line with Trust policy ensuring the appropriate return to work meetings occur, e-roster is updated and productivity is at keep to the highest possible level.

Identify and fill any vacancies that arise within the team in line with the Trusts recruitment policy and process.

Ensure overall wellbeing of the team is maintained. Continuously support in improving the morale of the team and implementing a culture of zero-tolerance for bullying and harassment.

Review skills mix at regular intervals in order to identify any potential opportunities to maximise resource utilisation / allocation, ensuring job descriptions are kept up to date.

To deputise for the eRostering Head of Service as necessary and required.

Person Specification

Qualifications and training

Essential

• Educated to degree level or equivalent gained through qualifications and relevant experience Project management qualification e.g. Prince or equivalent project experience in a large, complex organisation Extensive experience in using software and systems

Experience

Essential

• Extensive knowledge and experience of the Allocate eRostering suite including MedicOnDuty & Activity Manager Thorough knowledge of how medical clinical departments work from an operational perspective Experience of project management Experience of working in partnership with multi-disciplinary teams Previous Change management experience Evidence of dealing with complex issues in a large organisation Experience of undertaking audit and identifying required changes Experience of producing strategic e-rostering workforce reports Competent and confident in performance management of teams and individuals Assisting with answering any Freedom of Information Act requests Experience of delivering training Experience of leading and managing a team

Desirable

• Experience of delivering financial savings aligned to agreed KPI

Skills

Essential

• Excellent verbal and written communic
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