E-Rostering Assistant Administrator in Coventry

Main area eRostering Team Grade NHS AfC: Band 3 Contract Permanent Hours

• Full time
• Flexible working
• Compressed hours

37.5 hours per week (Monday to Friday 08:30 to 16:30) Job ref 218-AC-B3-8166109-A

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £25,760 - £27,476 per annum pro rota Salary period Yearly Closing 22/11/2026 23:59

Please be advised that sponsorship is not eligible for this post.

Job overview

• To assist in the day to day provision of a comprehensive and efficient first line support service for all E-Rostering Systems.
• Provide first line support and technical advice and assistance to all Trust staff and external customers, using own judgment in providing a response
• Support the training of staff and system users: participate in the orientation and training of newly appointed staff to the E-Rostering systems, providing support and coaching where necessary and to provide E-Rostering system advice to end users.
• Be able to troubleshoot system software and hardware issues and escape within the team or to ICT as required
• Assist with data entry.

Main duties of the job

• Independently initiate and produce relevant reports and assist in the generation of training guides as required.
• To monitor and perform regular system routines/audits reviewing the performance of the E-Rostering system and informing staff groups to ensure maximum organization efficiency.
• Preparation and dispatch of appropriate level correspondence to personnel within the Trust and to external customers.
• Liaise with other staff as appropriate, dealing with E-Rostering system support requests via telephone, email or personal visits. Some if which may be of a sensitive nature.
• Work with the E-Rostering Team to implement any changes that occur to working practices via new policies /strategies.
• Identify and investigate problems and queries including those of a complex nature that relate to the E-Rostering systems, utilising information from other associated data systems/information sources, or by reference to originator of the problem and take appropriate action

Working for our organisation

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Detailed job description and main responsibilities

• To provide basic roster action training of E-Rostering systems to users being aware of potential barriers to understanding.
• To process access/training/flexible working documents and reports, maintain & manager paper records, enter/store personal details within system
• To understand payroll deadlines/processes to ensure appropriate documentation to facilitate payment of Trust staff is completed in a timely manner.
• To be able to communicate with payroll services clearly and appropriately when dealing with payroll queries both simple and complex.
• Assist with the maintenance of users access to all elements of the E-Rostering system
• Maintain excellent customer care skills and professionalism when interacting with all members of the multidisciplinary team. Ability to tactfully deal with difficult situations and aid understanding.
• Manage own workload seeking direction from the System Administrator/ Lead Nurse when deemed necessary. Priorities changes in workload to meet demand or to system/Trust requirements..
• To identify possible new ways of working and efficiencies for the department
• To ensure that all work is undertaken with regard to the Trust policies and procedures

For further details please see the attached job description.

Qualifications

• Good general education to GCSE or equivalent NVQ level 3 Diploma in business Administration or equivalent, or equivalent experience
• Evidence of further development and study and /or qualifications relevant to post

Experience

• Experience in co-ordinating and prioritising own workload Experience of using Microsoft Office and Excel Use of and knowledge of management information systems Experience of providing technical support to users
• General office /secretarial experience Experience of an Electronic Rostering system Minimum 6 months experience within an E-Rostering setting In an E-Rostering Setting

Knowledge

• General office /secretarial experience An Understanding of customer service
• Good knowledge and experience of working within the NHS Experience of recruitment/HR practice or Payroll

Skills

• Standard keyboard skill Ability to understand and practice high level confidentiality skills Work unsupervised Ability to Deal with difficult situations under pressure Good IT skills including Microsoft Word and Excel and email Excellent communication skills both oral and written. Excellent Interpersonal skills Ability to work as a part of a team
• Ability to demonstrate and work in a confident, assured and professional style Analytical approach

Commitment to Trust Values and Behaviours

• Must be able to demonstrate behaviours consistent with the Trust’s values. (As detailed in UHCW’s Values in Action document below) Applicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.

Before applying, we encourage you to review the Trust’s Values and Behaviours which can be accessed on the right side of this page under the job description.

The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

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