Scheduling Coordinator

Job responsibilities

Key Responsibilities of the Role

Support the delivery of high-quality patient care according to Trust 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 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. 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. 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. 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 meet KPI's and provide a good service. Respond to ad hoc enquiries from all levels of staff. Liaise with other departmental managers to make the most effective use of resources. As part of the Scheduling Team ensure effective communication across all mediums with internal and external stakeholders alike. Liaise with external suppliers, private providers, agencies and other stakeholders to plan and allocate relief and bank staff cost effectively and efficiently, using persuasion and negotiation where required. Work with the Private Ambulance Services (PAS)and ensure rotas are planned to reflect forecasted demand. Strategic Leadership and Service Development Work closely with the ESR Team to support the development of the ESR system to develop high quality and efficient workforce information and payroll systems, maintaining accurate workforce systems and scheduling systems. Analytical, Judgemental,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. Resource Management Provide effective cover within the Scheduling Team, ensuring that the Department is adequately staffed and deputise for the Resource Planning Manager when required. Liaise with the Managers and the Trusts payroll provider 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. Work closely with the Private Provider Contract Manager to manage the planning of PAS resources and payments. Monitor and check Private Provider invoices against data held in the workforce management system and ensure any discrepancies are dealt with. Working Conditions and Additional Information 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 less experienced members of the team. Participate in performance reviews in line with the Trusts Knowledge and Skills Framework, personal training and continuous development, including one-to-one meetings with the Resource Planning Manager. 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. Other duties as required by the Resource Planning Manager to ensure the smooth running of the Scheduling Department.

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
• NVQ 3 in Customer Service/Administration or equivalent demonstrable experience gained through working in Customer Service/Administration environment

Knowledge & 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 and managing 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 or similar
• Previous experience of managing rotas and service delivery staff
• Previous NHS experience
• Experience/understanding of Electronic Staff Records (ESR)

Practical and Intellectual Skills, Personal Qualities, Abilities and Attributes

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

• Work in partnership with internal and external stakeholders
• 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