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Allocate System Advisor

Posting date:	01 July 2024
Salary:	£34,089.00 to £41,498.00 per year
Additional salary information:	£34089.00 - £41498.00 a year
Hours:	Full time
Closing date:	04 July 2024
Location:	London, W2 1RU
Company:	NHS Jobs
Job type:	Contract
Job reference:	C9824-24-1122

Summary

In conjunction with the Workforce Information team, HR Capita teams and managers, be responsible for the maintenance of accurate and up to date staff records on the Electronic Staff Records (ESR) as necessary and the appropriate Allocate computer systems; To create and edit rotas on the Allocate Health Roster system; Responsible for the accurate and timely entry of information on the Allocate system ensuring that the information input is accurately maintained and in line with the ESR; To support and be part of a client focused service in the provision of high quality statistical and management reports on which sound business/workforce plans can be developed; To ensure all activities are undertaken in the context of improving the efficiency and effectiveness of service provision, proposing changes to workforce practices and procedures as necessary; To produce a range of management reports complied from computerised systems and other HR records, ensuring that they are accessible, fit for purpose, up to date and accurate; To assist in the development and maintenance of the Allocate system structures, ensuring that they are accurate and provide a meaningful level of detail for reporting; To provide Allocate log ins for general users and roster creators/approvers; The post holder will trouble shoot issues encountered by Allocate users, raining alerts through the Allocate portal or to the Rostering manager if the issue requires escalation; To conduct audits of e-rostering activity as requested by the Head of Workforce Information & Systems or Rostering Manager; To review monthly payroll returns, liaising with the payroll department to identify areas not finalised and to engage with the appropriate managers to ensure the information is returned by payroll deadlines; To ensure the managers are informed and monitored to ensure the appropriate finalisations are done of payroll enabled rosters before the close of payroll deadlines; To provide advice, guidance and information both verbally and in writing to line managers, staff and staff representatives in relation to the workforce and e-rostering work that the post holder is responsible for/leading on; To assist in the identification of temporary staffing assignments to be purged by the temporary staffing team; To be fully conversant with the establishment control procedure and work with the appropriate staff where inconsistencies are identified under the rostering set up/changes; The post holder will co-ordinate the activities of the team, arranging the training programme dates/venues as well as appointments or specific support sessions; To develop, book and manage training schedules for system users including provision of new manager and refresher training sessions; To assist in the development, production and distribution of manuals and training materials; Creation of new rosters including full roll out for TUPE mobilisation/demobilisations, new cost centre structuring and skill mix reviews; To assist in the investigation and resolution of payroll errors and/or other issues as necessary; To process incoming/outgoing correspondence and monitor on a daily basis. Using own judgement and skills reply and deal with any documentation appropriately and decide which should be brought to the attention of the Rostering Manager, Head of HR or Head of Workforce Information & Systems. To be responsible for dealing with any matters deemed urgent; To ensure sensitive information is handled confidently and appropriately; To assist the workforce team in devising changes to local processes, procedures, documentation, guidance and correspondence arising from policy changes; To support the Workforce and HR Systems function in the development and achievement of corporate objectives; To comment on/suggest improvement to corporate HR policy and to departmental procedures and ways of working. To support the implementation of all agreed policies throughout the Trust; To maintain confidentiality and professionalism at all times when dealing with information relating to individual members of staff; To assist the rostering team with ongoing programme plans regularly updating plans and risk registers; Provide professional advice to the temporary staffing service ensuring a seamless link across Allocate systems providing an efficient service; To monitor activity against the annual work plan, revised and updating the plan as necessary, in agreement with the Head of Workforce Information & Systems; Process new employees and changes on the Allocate Health Roster system ensuring that the system accurately reflects the ESR; The post holder is expected to escalate all issues of risk to the Rostering Manager or Head of Workforce Information & Systems in their absence; To terminate leavers within Allocate ensuring correct procedures are followed; To undertake any other tasks, duties or projects that may arise from time to time and are commensurate with the general level of the post. Please refer to the attached Job Description for full list of responsibilities