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Job summary

Main area
Medical e-Rostering administrator
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week (Monday to Friday from 9am to 5pm (1 day working from home possible to be considered))
Job ref
197-RF6625-A
Employer
Lewisham and Greenwich NHS Trust
Employer type
NHS
Site
Lewisham Town Hall
Town
Catford
Salary
£26,530 - £29,114 per annum plus HCAS
Salary period
Yearly
Closing
07/07/2025 23:59

Employer heading

Lewisham and Greenwich NHS Trust logo

Medical Rostering Administrator

NHS AfC: Band 4

Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.

Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.

We have recently launched our new vision and values to mark the LGT10 – the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.

To achieve this we value Respect, Compassion, and Inclusion; Being accountable over  staying comfortable; Listening  over always knowing best; and Succeeding together over achieving alone. You can read more about our visions and values here

Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as “good” or “outstanding” in over three-quarters of the services inspected by the Care Quality Commission.

Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.

LGT is a centre for the education and training of medical students enrolled with King’s College London’s GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.

We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.

Job overview

This is an exciting opportunity  to join our small but enthusiastic Medical Rostering Team based at Catford.

As part of our team you would provide first line support to system users, liaise with Roster Managers and Rota Coordinators to support the Resident Doctors' rotations and support the e-Rostering roll out to our consultants and SAS Doctors.

You should be competent in rota management and have previous experience working with  an e-Rostering system preferably RLDatix Optima. You should also have a working knowledge of Resident's Doctors contractual terms and conditions and consultants' Job Planning process 

The successful candidate should have the interpersonal skills to establish good working relationships with system users, senior managers and senior medics staff as well as colleagues and peers.  You will be happy working as apart of a team and collaborating with others to achieve team's objectives and deadlines.  You should be able to communicate effectively, prioritise your workload and be enthusiastic about technology  embracing new ways of doing things.  You should be competent in the use of MS Office and Office 365.

Main duties of the job

To support the Medics Business As Usual Function and  provide  advice, support and technical expertise to system users at all levels.

§  Participate in improving and maximising the utilisation of the e-Rostering system providing training and support to rota coordinators and managers.

t To manage the Resident Doctors' rotations, checking rota patterns for compliance and advising on best practice.

   To analyse complex medical rotas and transfer them to the e-Rostering system, creating the necessary shift groups, locations, demand templates and patterns. 

  To build medical staff records on the e-Rostering system,  calculate and add annual leave and study leave entitlements while maintaining a high level of accuracy.

  To support the implementation and maintenance of consultants job plans on the system as well as the rostering of programmed activities.

  To manage the interface between eRota, eJP and Optima for the upload of compliant rotas and job plans.

  To create and update user login accounts to all system users.

 

 

 

 

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Working for our organisation

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

  1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
  2. Widening access (anchor institution) and employability
  3. Improving the experience of staff with disability
  4. Improving the EDI literacy and confidence of trust staff through training and development
  5. Making equalities mainstream

Detailed job description and main responsibilities

To support the Medics Business As Usual Function and  provide  advice, support and technical expertise to system users at all levels.

§  Participate in improving and maximising the utilisation of the e-Rostering system providing training and support to rota coordinators and managers.

t To manage the Resident Doctors' rotations, checking rota patterns for compliance and advising on best practice.

   To analyse complex medical rotas and transfer them to the e-Rostering system, creating the necessary shift groups, locations, demand templates and patterns. 

  To build medical staff records on the e-Rostering system,  calculate and add annual leave and study leave entitlements while maintaining a high level of accuracy.

  To support the implementation and maintenance of consultants job plans on the system as well as the rostering of programmed activities.

  To manage the interface between eRota, eJP and Optima for the upload of compliant rotas and job plans.

  To create and update user login accounts to all system users.

 

Person specification

Knowledge

Essential criteria
  • Good understanding of IT operating systems including the Microsoft Office packages
  • Advanced knowledge of Excel spreadsheets
  • Experience of using Optima systems (Allocate RLDatix) at an administrator level.
  • Knowledge of e-Rota and Resident Doctors’ working patterns.
  • Knowledge of Medical Contracts, including Resident Doctors’ contract and working rules.
  • Knowledge of WTD.

Personal Qualities

Essential criteria
  • Ability to prioritise and meet deadlines.
  • Ability to work in an organised. and methodical manner.
  • Systematic approach to work and able to keep track of own progress.
  • Excellent communication skills both verbal and written.
  • Experience of working in a team.
  • Proactively looks to offer help. and support to team members.
  • High level of professionalism. Must be courteous and polite at all times.
  • Awareness of working in an open-plan office and the impact on others.
  • To be respectful and considerate towards colleagues, system users.

Qualifications and Training

Essential criteria
  • Educated to GCSE level of equivalent, with Grade C of above in English and Maths
  • Proficient Excel user with the ability to create pivot charts and present data.
  • Understanding of data protection and information governance
  • Undertaken Allocate Academy Training at intermediate level
Desirable criteria
  • Undertaken Allocate Academy Training at advanced/specialist level
  • NVQ Level 4

Experience

Essential criteria
  • Experience of working within a complex organisation
  • Experience of working within an Acute Trust environment.
  • Experience working with complex/non–routine information such as rota patterns.
  • Experience of working in a helpdesk or facing customer-facing environment.
  • Significant experience of working with ESR and Workforce Systems.
  • Significant’ experience of e-Rostering systems within medical or non-medical areas.
  • Experience of working in a non-routine environment, with demonstrable evidence of problem solving and resolving issues as they arise (acquired through experience and/or training to Vocational level 4 or equivalent).
  • Advanced Keyboard Skills
  • Experience of delivering training sessions on a group or individual basis both face to face or via MS Teams.
Desirable criteria
  • Experience of Job Planning and Allocate e-JP system

Employer certification / accreditation badges

Trust IDCapital Nurse, LondonVeteran AwareApprenticeships logoTimewise helps businesses to attract and develop the best talent through flexible working.No smoking policyLondon Living Wage is a voluntary commitment made by employers, who can become accredited with the Living Wage FoundationAge positiveDisability confident leaderArmed Forces Covenant (Silver Award)We offer Wagestream - A financial wellbeing benefit which lets you access your pay as you earn it.NHS Rainbow badgePrince's Trust - Proud to support the Prince's trust - Youth can do itStep into healthHappy to Talk Flexible WorkingArmed Forces Covenant

Documents to download

Apply online now

Further details / informal visits contact

Name
Magda Zikas
Job title
Medical Rostering Manager
Email address
[email protected]
Telephone number
02031926930
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