Clinical Scheduling Coordinator

Job responsibilities

Main Duties

Support the delivery of high-quality patient care according to MAAC standards, policies and procedures through being responsible for matching resource capacity to forecasted demand to improve clinical care and patient outcomes.

Provide assistance with planning rotas to include new starters, leavers, PHEM trainees and students to ensure rotas are planned accurately and efficiently.

Plan rotas to meet forecast demand, and adjust making shift amendments, for cancellations, shift swaps, sickness cover and team changes.

Plan and publish rotas according to process, ensuring adherence to demand profiling and system status planning.

Ensure visibility of core roster cover for all clinical staff and work with the wider operations team to identify and resolve rostering deficiencies.

Check and authorize staffing swaps to ensure adequate clinical cover is maintained.

Contribute to the design of new rotas and oversee implementation.

Use and maintain the workforce management system to plan relief shifts and review resources in line with forecasts, making changes as needed.

Develop communication strategies for notification of core roster vacancies.

Input and update workforce management data accurately.

Ensure compliance with Data Protection and Freedom of Information and Working Time Directive legislation.

Be responsible for allocation of leave, training and record abstractions for operational staff accurately and support with the allocation of relief shifts as required.

Collate and maintain accurate records as required.

Update the workforce management system to staff requests including maternity/paternity leave, coaching and training, stations meetings, team changes, new rota patterns and leave allocation.

Plan relief and overtime cover whilst maintaining optimum skill mix and competence levels wherever possible.

Ensure that changes in circumstance of clinical staff are actioned using MAAC policies and procedures in collaboration with HR colleagues, and are communicated to the operational management accordingly.

Communications and Stakeholder Engagement

Deal promptly, efficiently and professionally with calls and emails from staff dealing with queries, absence, annual leave, relief shifts etc and deal with these proactively to provide a good service.

Respond to ad hoc enquiries from all levels of staff.

Ensure effective communication across all mediums with internal and external stakeholders alike.

Liaise with external organisations and other stakeholders, including the military and PHEM program, to plan and allocate staff cost effectively and efficiently, using persuasion and negotiation where required.

Maintain confidentiality for all aspects of staff situations that impact on the development of rosters.

Analytics and Decision Making

Use the workforce management software to deliver complex plans for operational delivery in a timely and accurate manner matching resource plans to forecasted demand profiles.

Receive requests for staff abstractions from rotas.

Authorise/decline requests for staff abstractions from rotas according to protocols and where necessary liaise with line managers/HR to progress requests, ensuring fairness, equity and consistency.

Communicate abstractions to staff and managers, both verbally and in written report form, where necessary.

Produce reports and other statistical data as required using a variety of information systems and formats.

Liaise with the Managers on issues pertaining to timesheets, including sickness, annual leave and overtime.

Monitor abstractions, overtime spend and other designated KPI's and provide reports as required.

Admin Support

Assist Clinical Admin as and when required.

Other Duties

Maintain a good working knowledge of Data Protection, Freedom of Information, Working Time Directive and other relevant legislation.

Resolve any software interface issues through error checking and contribute to the review of policies/protocols/processes, providing recommendations to improve performance where possible.

Contribute to continuous professional development of the Scheduling function, providing support to other members of the team.

Ensure service users within areas of responsibility are provided with a quality service and that best practices are adopted within the department. Adhere to robust systems of governance (clinical, financial, staff, information).

Contribute to the review of policies/processes/protocols, providing recommendations to improve performance wherever possible.

To attend as requested meetings and development training courses and to undertake any other duties that may arise and fall logically within your remit.

Qualifications

Essential

• NVQ level 3 or equivalent experience
• European Computer Driving Licence or demonstrable working knowledge of using the full range of Microsoft Office applications

Desirable

• Willingness to undertake training required to enable further development in the role/function
• Plan day experience

Skills, Knowledge and Abilities

Essential

• Ability to prioritise and manage workload and work to tight deadlines
• Attention to detail and accurate data inputting skills
• Ability to work without supervision within set procedures and protocols

Desirable

• Ability to analyse and understand information
• Ability to take responsibility/ownership for own work and that of others
• Ability to work in and motivate others in a pressurised environment
• Ability to effectively communicate complex information to staff at all levels via telephone/e-mail and in person
• Ability to interpret basic data, highlighting issues and risks
• Able to produce accurate reports from the rostering software to meet deadlines
• Work in partnership with internal and stakeholders

Other Job Requirements

Essential

• Excellent attendance and time keeping
• High organisational and professional standards and compliance
• Reliability and commitment
• Honesty and Integrity
• Self-motivated and enthusiastic
• Self-disciplined
• Excellent interpersonal skills
• Team player
• Flexible
• Ability to prioritise workloads.
• Reliably commute or planning to relocate before starting work.

Experience

Essential

• Experience in using Microsoft Office applications including Excel, Word, Powerpoint and Outlook
• Knowledge of Freedom of Information and Data Protection Acts and Working Time Directive
• Previous experience of implementing policies, procedures and protocols
• Experience of working in a responsive customer focused, front line service environment
• Good awareness of Equality and Diversity and ability to demonstrate a fair and consistent approach

Desirable

• Experience using workforce management software
• Previous experience of managing rotas and service delivery staff

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).