Roster template build and development of rostering measures of success
- Develop roster template in line with FTE, budget allocated and agreed skill requirements within approved staffing profile.
- Roster templates must be responsive to known workload variations, service provision, seasonal fluctuations and special events.
- Factor Work Health & Safety and Industrial Award provisions.
- Consider leave planning when developing roster templates e.g. maximum number of staff on leave at one time.
- Determine roster structure e.g. shift work, staggered shifts, on call.
- Ensure locally developed rostering rules are incorporated into the roster template including Temporary Individual Roster Arrangements.
- Ensure adequate time for patient handover is built into shifts.
- Ensure adequate supervision is available for staff.
- Determine the number, classifications and skills of staff required per shift.
- Build in training and education requirements and provide cover where necessary.
- Develop and agree on rostering measures of success.
Responsibility
Roster Creator/Manager
Staffing availability
- ensure there is a process for review and approval of the following:
- staff roster requests and Temporary Individual Roster Arrangements
- annual leave requests and leave schedule
- high leave balances
- ADO balances
- identify part-time staff available for additional shifts to assist with vacancy management.
Responsibility
Roster Creator/Manager
Roster creation
- ensure all approved Temporary Individual Roster Arrangements, roster requests, ADOs and leave are entered into roster
- allocate staff to remaining shifts according to roster template build requirements and staffing availability
- fill vacancies according to locally developed vacancy managementprocesses.
Responsibility
Roster Creator/Manager
Approved for publishing roster
- prior to sign off ensure all appropriate steps in the roster process have been completed and agreed rostering measures of success have been met
- ensure local processes are in place for sign off and approval prior to publishing roster
- following approval, publish roster according to Industrial Award requirements.
Responsibility
- Roster Creator/Manager - Reconciliation of roster to agreed measures of success
- Authorised Roster Approver - Roster approval for publishing
- Roster Creator/Manager - Publish roster
Maintenance
Ensure rostersare updated daily to record time worked, unplanned leave, shift swaps and any other changes to the published rosters.
Responsibility
Roster Creator/Manager/AHNM/Operational Manager
Finalisation for payroll
- ensure there is a process for approval by the manager for payroll transfer
- ensure there is a process to print timesheets for staff review and signing at the end of the roster period.
Responsibility
Authorised Roster Approver (for payroll transfer)
Retrospective adjustments
Ensure there is a process in place for managing and approving any retrospective payroll adjustments.
Responsibility
- Roster Creator/Manager - Entry of retrospective roster adjustments
- Authorised Roster Approver - Authorisation and approval for payroll transfer
