About this role
Job summary
An exciting opportunity has arisen for a Service Support Officer to join the e-rostering team. This pivotal administrative role provides essential support to the Safe Staffing Matron and contributes to the effective day-to-day management of the Trusts electronic rostering system for Nursing, Midwifery and Allied Health Professionals.
You will be part of a supportive team, playing an important role in ensuring staff are rostered effectively and safely. Your work will help services run smoothly and support the delivery of high-quality patient care across the Trust.
Main duties of the job
Join a supportive and welcoming team and gain valuable experience in workforce systems and NHS operations. You will have access to training, development and progression opportunities. This varied role offers real responsibility and the opportunity to play a key part in supporting patient safety and staff wellbeing.
We welcome applications from people who are organised and able to manage competing priorities. You will bring strong administrative skills and be comfortable using Microsoft Office applications such as Word, Excel and PowerPoint. You will be able to prioritise your workload and work independently, while communicating clearly and professionally in a friendly and approachable way.
Experience of minute taking and meeting coordination would be beneficial, along with the ability to handle sensitive and confidential information with discretion. You will work collaboratively with colleagues and take initiative where appropriate, with a strong commitment to providing a high-quality service.
Experience or knowledge of electronic rostering systems, such as HealthRoster, and experience within an NHS or healthcare setting would be advantageous but not essential.
The role may involve working across multiple Trust sites and supporting colleagues as needed. You will also contribute to maintaining high standards of data quality and confidentiality.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on AI-generated content is discouraged and may diminish the applicant's chances of success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
Job description Job responsibilities
Contribute to the day-to-day administration and maintenance of the electronic rostering system, with a focus on supporting student nurses and other learners on placement within the organisation
Provide confidential administrative and secretarial support to the Safe Staffing Matron/ Lead
Produce timely and accurate typed documents, including letters, reports and correspondence, as required
Respond to telephone and email enquiries, taking and sharing messages appropriately
Develop and maintain a working knowledge of the Trusts electronic rostering system
Act as a point of contact for general enquiries, responding where appropriate and escalating when needed
Provide information, signposting and guidance to managers and staff in line with policies, procedures and standard operating processes
Organise meetings, including arranging venues, preparing agendas, collating and distributing papers, and producing accurate minutes
Maintain efficient and up-to-date administrative systems and processes
Prioritise workload to meet service needs and deadlines
Deliver a high standard of customer service in all interactions
Contribute to team meetings and service improvements, sharing ideas where appropriate
Suggest improvements to processes or ways of working to support effective use of e-rostering
Support the preparation of reports and updates within agreed timeframes, with guidance where needed
Contribute to maintaining risk assessments, action logs and issue trackers
Work independently and collaboratively to support team priorities and milestones
Follow Trust policies and procedures, escalating issues to the e-Rostering Lead when appropriate
Ensure accurate and timely data entry to meet service requirements
Provide cover for colleagues within the team as appropriate
Support the induction and development of new or less experienced team members where required
Order office supplies as needed to maintain appropriate stock levels
Support information governance processes, including contributing to the management of information assets where required
Undertake any other duties appropriate to the role, in line with Band 3 responsibilities.
Person Specification
Qualifications Essential
Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards) Keyboarding/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards)
Special Skills & Knowledge Essential
Competent in the use of Microsoft Office applications (Word, Excel, Outlook) Good IT skills, including accurate data entry and use of electronic systems Understanding of data protection, confidentiality and information governance principles Ability to maintain accurate and up-to-date records Good verbal and written communication skills Ability to communicate clearly, professionally and courteously with staff and the public Ability to handle sensitive and confidential information appropriately Ability to plan, organise and prioritise workload to meet deadlines Ability to work independently within set procedures Ability to work as part of a team and support colleagues Demonstrates attention to detail and accuracy Ability to resolve routine queries using guidance, policies, and procedures Uses initiative within clearly defined boundaries Commitment to excellent customer service Flexible and adaptable approach to meet service needs
Desirable
Basic understanding of NHS workforce structures and staffing roles Awareness of Agenda for Change (AfC) pay bands and terms & conditions Basic knowledge of Working Time Regulations (WTR) (e.g. rest periods, hours limits) Awareness of shift patterns and rota structures, annual leave and sickness recording within a system Understanding of the importance of data accuracy and confidentiality Keeping staff records up to date Basic awareness of safe staffing principles (e.g. ensuring appropriate cover) Running or viewing simple staffing reports Awareness of ESR (Electronic Staff Record) or similar HR systems
Experience Essential
Experience of working in a secretarial or administrative role within a busy and often changing environment Demonstrable experience of using Microsoft Office applications, particularly Word Experience of setting up and maintaining filing systems (electronic and/or paper-based) Experience of maintaining basic databases or electronic records systems Experience of planning and organising meetings, including preparing documentation and taking accurate notes/minutes Experience of providing administrative support to a team, including handling queries and supporting day-to-day operations
Desirable
Experience of working with electronic rosters, such as Healthroster or similar workforce systems.
Special Requirements Essential
Experience of working in a secretarial or administrative role within a busy and often changing environment Demonstrable experience of using Microsoft Office applications, particularly Word Experience of setting up and maintaining filing systems (electronic and/or paper-based) Experience of maintaining basic databases or electronic records systems Experience of planning and organising meetings, including preparing documentation and taking accurate notes/minutes Experience of providing administrative support to a team, including handling queries and supporting day-to-day operations
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name County Durham & Darlington NHS Foundation Trust
Address Bishop Auckland General Hospital
Cockton Hill Road
Bishop Auckland
DL14 6AD
United Kingdom
Employer's website https://www.cddft.nhs.uk/ (Opens in a new tab)