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Home · South West Yorkshire Partnership NHS Trust · e-Rostering Support Officer

Job summary

37.5 hours per week

The e-Rostering Support Officer will provide administrative support to the e-Rostering team for all projects. The role will require the successful applicant to be the first-line business as usual support to all e-Rostering system users, whilst analysing rostering data and providing feedback and guidance to system users. As first-line support for many e-Rostering support requirements, they will provide a friendly and professional service, exercising initiative and problem solving to help the team provide great support and first response resolution. They will play an important role in helping the e-Rostering team maintain the accuracy of rostering and contractual information held within the system through the usage of the specialist e-Rostering software, along with all parts of the Microsoft 365 suite of applications.

We do not offer sponsorship for this role. Applicants must have the right to work in the UK without requiring Trust sponsorship.

Main duties of the job

The successful candidate will provide first-line support to all e-Rostering system users in the Trust and support e-Rostering team colleagues deliver projects to improve the usage and efficiency of e-Rostering within Trust services. They will administer all queries coming into the teams mailbox, using knowledge, problem solving, and initiative, to respond effectively to staff. They will use their judgement to escalate to senior colleagues as and when required, with knowledge and initiative to establish the most effective method of resolving queries, providing links to relevant guidance documentation and Trust policy. They will support senior colleagues in updating rostering information on the system to achieve alignment with other workforce systems such as ESR.

All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.

Details

  • Date posted: 03 November 2026
  • Closing date: 17 November 2026
  • Pay scheme: Agenda for change
  • Band: Band 3
  • Salary: £25,760 to £27,476 a year
  • Contract: Permanent
  • Working pattern: Full-time, Flexible working
  • Reference number: C9378-QA01530
  • Job locations: Fieldhead Hospital, Ouchthorpe Lane, Wakefield, Yorkshire, WF13SP, United Kingdom

Job description

Job responsibilities

JOB SUMMARY

Working under the direction of the e-Rostering Systems Manager and e-Rostering Practitioners, to support the delivery of quality improvement & development projects including effective support for patient experience, clinical audit, service evaluations and rostering. The post holder will provide information management and administrative support for a variety of projects.

KEY RESULT AREAS:

1.1 Service provision:

To work under the direction of the e-Rostering Systems Manager and e-Rostering Practitioners though exercising own initiative and prioritising according to own workload.

To provide qualitative and quantitative information management support including:

  • Data collection & collation processes (e.g. managing distribution of rostering information, receipt of information from data sources such as ESR and HR systems).
  • Data management (e.g. setting up spreadsheets or files, data entry).
  • Supporting and undertaking data analyses and producing summary reports using Excel charts.

To provide first-line business as usual support to e-Rostering system users via shared team mailbox and telephone.

Understand and use specialist e-Rostering software and all parts of the Microsoft 365 suite of applications, including Access and Excel.

To provide administrative support for all projects (e.g. formatting reports and presentations, retrieval of project notes, supporting the e-Rostering Practitioners with roster updates).

To undertake project work i.e. analysis of rostering data and basic results feedback under the supervision of the e-Rostering Systems Manager and e-Rostering Practitioners.

To undertake any other duties as specified by the e-Rostering Systems Manager (e.g. general office administration)

To provide and maintain general administration duties to the team including photocopying, binding and filing.

Dealing with verbal or email queries and liaising with e-Rostering users at all levels in the Trust.

Organise and arrange meetings.

Answering phone and dealing with enquiries and taking messages.

Provide advice and support on individual areas in regard to e-Rostering as requested for example regarding a technical problem in accessing the system.

Act as link to facilities when reporting faults.

The ordering and monitoring of stationery through the Agresso system and other office equipment.

1.2 Working as part of a Team:

Establish effective links with managers and staff across the Trust in the provision of first-line business as usual e-Rostering system support

Act as a focal point for the e-Rostering team through provision of a friendly and professional service, dealing with enquiries from a multitude of sources and via a variety of means eg, face to face/phone/e-mail. Exercise initiative, analysis, judgements/problem solving or directing on/escalating, as appropriate. This may require the use of tact, empathy, or reassurance and persuasive skills where agreement or co-operation is required.

Actively engage and articipate in good team working and departmental/team meetings and offer suggestions for quality improvement. Contribute to the achievement/improvement of service/quality standards.

1.3 Managing Self:

Participate in management supervision/appraisal to develop skills, knowledge and practice and apply continuous reflection eg, values, priorities, interests and effectiveness and synthesise new knowledge into practice.

Undertake timely and appropriate mandatory training, study days, in-service training programmes and keep up to date with changes in operational procedures and developments.

Develop knowledge and basic understanding of, and comply with, all service/Trust policies and procedures and relevant legislation eg, Data Protection Act.

Seek advice and support from supervisor/manager whenever necessary.

Promote a positive image of self, service and theTrust.

Act within own sphere of competence at all times.

1.4 Management Supervision and Support:

The post holder will use their experience to provide peer support for new starters in the e-Rostering Support Office role.

1.5 Financial Responsibility

Maintain the safekeeping of Trust property. Any concerns regarding misuse should be raised immediately with the Trusts Counter Fraud Specialist, see Trust Intranet for details.

Ensure the proper use of the Trusts resources such as stationery, telephone usage, photocopying and other consumables in the course of business, ensuring minimal waste and cost. Suggest efficiency savings to more senior staff.

1.6 Trust Values:

The Trust is committed to ensuring the highest standards of care and treatment and expects that all staff treat people e.g, service users, their carers, relatives, friends, colleagues, visitors etc, with dignity and respect at all time. The post holder must at all times act in accordance with the Trusts Values:

We put the person first and in the centre

We know that families and carers matter

We are respectful, honest, open and transparent

We improve and aim to be outstanding

We are relevant today and ready for tomorrow

1.7 Safeguarding

Report any concerns regarding the safety or wellbeing of children, adults service users, members of their families etc, in accordance with Trust Policy.

Prevent and respond appropriately to abuse and understand own role in this by undertaking Safeguarding training.

1.8 Trust policies and commitments - to be read in line with the relevant Trust Policy/Procedures:

All staff employed by the Trust must comply with the Trusts policies and procedures, undertake appropriate training required for their role and commit to:

ensure they are aware of the Whistleblowing Policy and how they raise concerns;

maintain confidentiality, in line with the Trusts Confidentiality Policy and Code of Conduct;

understand their personal responsibilities with regards to data quality for any information which they create, use or process in accordance with the General Data Protection Regulation (GDPR), The Data Protection Act 2018 (DPA) and Trust Data Protection Policy;

comply with the provisions of The Trusts Health and Safety Policy and Protocol. Ensuring their own safety and that of colleagues, service users and visitors. Know the action to be taken in the event of a fire and must undertake fire training annually;

receive supervision in line with the Trusts Supervision Policy and an annual Appraisal in line with the Trusts Appraisal Policy, during which mandatory, role specific and personal development needs should be identified and agreed;

understand their responsibilities under the Trusts Equal Opportunities in Employment Policy and ensure that they adhere to the provisions of the policy;

recognise, respect and support the equality diversity of staff, colleagues, service users, carers and the public. Contribute to a working environment which promotes and responds positively to difference and diversity;

ensure they carry out their duty to safeguard and promote the welfare of children and young people under the age of 18 years, as issued under Section 11 of The Children Act 2004, by being familiar with and adhering to Trust safeguarding policies and participating in relevant training;

comply with their professional responsibilities to develop their practice and deliver care through a Clinical Governance framework (i.e. CPD, Audit, Supervision);

demonstrate, through practice and practical understanding, the importance of the continual development of individual, team and service wide quality improvement;

abide by relevant codes of professional practice, with the organisation taking action when codes of conduct are breached;

work flexibly to meet the needs of the service/organisation, whilst working within a culture of progressive employment practices and commitment to the Investors in People (IiP) Standards.

adhere to the Trusts smoke free policies, which prohibits smoking anywhere on Trust grounds;

being socially responsible by complying with measures that support the Trust in reducing or offsetting our environmental impact;

Identify and report risks, hazards, incidents, accidents and near misses promptly;

In addition to the Trusts own responsibilities under the Health and Social Care Act 2008, Code of Practice on the prevention and control of infections and related guidance, for your safety, ALL staff (and contractors) are responsible for ensuring their work adheres to this Code in the delivery of safe patient care.

This job description is an outline of the main duties of the post. The postholder will be required to undertake other duties commensurate with the band as directed. The content of this post will be reviewed in consultation with the postholder when necessary and in line with the service developments.

For full details of the role please see the supporting documents attached.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

Person Specification

Qualifications

Essential
  • Educated to diploma level or equivalent level of experience.
Desirable
  • Educated to degree level.

Experience

Essential
  • Significant office/administrative experience.
  • Computer/keyboard skills using MS software.
  • Information management experience including:
  • oData collection & collation;
  • oData coding;
  • oSetting up spreadsheets or files;
  • oData input;
  • oData analysis;
  • oReport formatting.
Desirable
  • Customer care.
  • Experience in the use of database software i.e. Excel, Access.
  • Summary report production.
  • Experience of using Allocate HealthSuite (Optima) system.

Special Knowledge/Skills

Essential
  • Computer skills.
  • Data handling skills.
  • Organisational and administrative skills.
  • Communication skills (both oral and written).
  • Understanding of project management principles.
Desirable
  • Awareness/understanding of Caldicott & Information. Confidentiality/security issues.
  • Ability to use initiative to deliver what is required.

Personal Attributes

Essential
  • Confident.
  • Ability to work under pressure.
  • Conscientious.
  • Reliable.
  • Ability to travel across the Trust as appropriate to the role.
Desirable
  • Flexibility/adaptability.
  • Sense of humour.
  • Quick learner.
  • Team player.

Physical Attributes

Essential
  • Ability to undertake the duties and demands of the post. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).

About us

We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.

We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.

Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.

Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.

We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Employer details

  • Employer name: South West Yorkshire Partnership NHS Trust
  • Address: Fieldhead Hospital, Ouchthorpe Lane, Wakefield, Yorkshire, WF13SP, United Kingdom
  • Employer's website: https://www.southwestyorkshire.nhs.uk