Resource Planning Lead - Head Office

Job description

Job responsibilities

Planning and Scheduling

Understanding of the staffing hours (contracted) and availability of staff (Bank, zero hour contracts) along with areas of competency to effectively resource CSD contracts and additional requests and responsibilities.

First point of contact for Practices to request staffing support from CSD North East area resource team.

Schedule colleagues effectively to meet core demands of the Clinical Services Division, North East area, supporting the associated Support Services (including AMS, Imms & Vacc Service and Practice staffing requests) ensuring the correct skill level of operational staff working across IntraHealth to provide a safe and effective service, whilst planning to make optimum use of the staffing available whilst delivering against contracts.

Development and implementation of rota schedules for all Support Services.

Contribute to IntraHealth performance and targets by ensuring maximum productivity and efficiency of resources.

To act as the first port of contact for all staff scheduled on the rota system, for reporting sick, urgent absence or annual leave.

Monitor on the day shortfalls against planned cover on a daily basis to maintain consistent service levels across all Support Services.

Work with and develop flexible working practices that provide benefits to staff and IntraHealth (such as remote working support for practices / remote telephone support etc)

Effective planning and manipulation of staff to ensure staffing optimisation is maintained for busy periods.

Organisational Skills

Postholder will be required to work regularly and efficiently without supervision.

To ensure the planning and co-ordination of Bank staff is fair, consistent and complies with WTR and IntraHealth Policy.

Using a high degree of accuracy and speed together with the application of knowledge, skills and experience, be responsible for the specialized operation of the rota system to update, retrieve and store detailed and complex information.

Manage and authorise staff working hours from rota system for payroll.

Manage the movement of staff on and off the rota system to achieve optimum cover.

Planning and allocation of additional rota cover to cover unexpected absence.

Allocation of staff to ensure suitable skill level at clinics / hubs / practices to ensure appropriate operational cover.

People Management Skills

Working with Locality Leads / Site Leads and Clinical Services Manager to persuade, motivate and negotiate where agreement and co-operation is required.

Liaising with all staff regularly to understand their availability, areas of competency, willingness to travel etc.

IntraHealth has a No Smoking policy. All Health Service premises are considered as non-smoking zones, other than designated smoking areas. There will be a strict no-smoking policy within the company premises.

Core Competencies

Technical Competencies

• Competent at word, excel etc.
• Competent at using electronic rota systems
• Attention to accuracy

Management Competencies

1. Teamwork

2. Flexibility

3. Achievement Motivation

4. Risk Awareness

5. Health & Safety Awareness

6. Equality and Diversity

7. Data Protection

8. Equal opportunities

Personal/professional Development

• Participate in training programmes as part of your personal and professional development
• Take responsibility for own development, learning and performance, demonstrating skills and activities to others undertaking similar work.

Managing Tasks / Projects

• Ensuring tasks and duties are performed within clearly defined time quality standards

Managing Information / Data

• Compiling and processing, supplying information and data to both internal and external contacts whilst ensuring confidentiality is maintained where appropriate.

Communications

• High level of verbal and written communication skills
• Information sharing with other professionals

Confidentiality and data protection

• Attention is drawn to the confidential nature of information collected within the Medical service and the storing of personal information for data protection.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified

Person Specification

Qualifications

Essential

• Good level of general education or experience equivalent to 5 GCSEs at Grade 4 or above

Desirable

• Management qualification or equivalent experience

Attitudes/Skills/Qualities

Essential

• Flexible and proactive attitude
• Ability to work on own initiative
• Ability to see the wider implications, consequences and after-effects for all issues
• Ability to make difficult decisions
• Display a calm, sensitive, diplomatic and empathetic manner in interpersonal relationships
• Able to influence aggressive and abusive situations when dealing with staff
• Able to handle and deal with competing demands
• Capacity to work calmly under pressure and to deadlines
• Attention to detail
• Enthusiasm for the role
• Excellent knowledge of IT, literacy and numeracy skills
• Excellent verbal and written communication skills
• Demonstrable team working skills
• Very good interpersonal skills
• Demonstrable motivation

Desirable

• Able to implement a vision and see the bigger picture
• IT skills (including MS Office and SystmOne)
• Demonstrate an understanding of the data protection act and patient confidentiality, clinical and information governance and Caldicott requirements.

Experience

Essential

• Experience of database management
• Experience of resourcing multiple services/contracts
• Experience of rota systems
• Experience of managing own time, using initiative, prioritizing workload and working to strict timescales
• Experience of people management issues in relation to rostering requirements
• Experience of training others
• Flexibility and sensitivity in relating to a wide variety of people

Desirable

• Experience of working on a complex Rota System including use, development and improvement thereof
• Understanding of core concepts of frontline staff planning including:
• Forecasting
• Scheduling design and creation
• Service level management
• Analysis and reporting
• Demonstrate knowledge and complexity of scheduling in a multi-skill, multi-channel environment

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

Intrahealth Ltd

Address

First Floor, William Brown Centre

Manor Way

Peterlee

County Durham

SR8 5TW

Employer's website

https://www.intrahealth.co.uk/ (Opens in a new tab)