At a Glance
- Tasks: Plan and manage care rotas, ensuring reliable service delivery.
- Company: Join a dedicated homecare team focused on high-quality service.
- Benefits: Competitive salary, bonus, and opportunities for professional growth.
- Other info: Fast-paced environment with potential for career advancement.
- Why this job: Make a real difference in people's lives through effective scheduling.
- Qualifications: Strong organisational skills and experience with scheduling software.
The predicted salary is between 40500 - 49500 £ per year.
The Scheduling Coordinator is responsible for the effective planning and management of care rotas, ensuring all service user visits are allocated to suitably trained care staff and delivered reliably. This role directly supports CQC compliance, continuity of care, workforce planning, emergency cover arrangements, and high-quality service delivery.
Key Responsibilities
- Rota Planning and Scheduling
- Build, maintain, and publish weekly and ongoing rotas for service users and staff ensuring 100% visit allocation.
- Match carers to service users based on skills, availability, continuity preferences, and location.
- Manage real-time rota changes, including sickness, emergency cover, or service user changes.
- Coordinate rota updates for new care packages, increased hours, hospital discharges, or reduced support needs.
- Ensure the rostering system remains accurate, up-to-date, and fully auditable.
- Monitor ECM (Electronic Call Monitoring), investigating late or missed calls and logging relevant actions.
- Continuity of Care
- Promote consistent allocation of carers to service users to improve continuity and relationship building.
- Maintain a small continuity caseload.
- Monitor continuity levels and adjust rotas where possible to maintain regular carers.
- Travel and Route Optimisation
- Build rotas that minimise travel time, reduce fuel costs, and support efficient geographical grouping.
- Monitor travel patterns and identify opportunities for route optimisation to maximise staff utilisation.
- Staffing, Workforce & Capacity Coordination
- Maintain accurate records of staff availability, training, annual leave, sickness, and contracted hours.
- Ensure work is allocated fairly and in line with staff contracts and working time regulations.
- Identify staffing shortages early and escalate risks to management with clear proposed solutions.
- Communication with Care Staff
- Communicate rota schedules and changes clearly to care staff using agreed channels (system, text, phone).
- Provide accurate visit details, service user notes, and risk information to care staff.
- Act as a point of contact for staff regarding rota queries or operational scheduling issues.
- Build positive relationships with carers to support morale and retention.
- Compliance, Safeguarding & Risk Management
- Ensure rota decisions support CQC Key Lines of Enquiry (KLOES): Safe, Effective, Caring, Responsive, and Well-Led.
- Maintain accurate and GDPR-compliant digital records.
- Follow safeguarding procedures and report concerns immediately to management.
- Identify operational risks early—missed visits, insufficient travel time, capacity issues—and act promptly.
- Support emergency rota cover arrangements and escalate persistent service risks.
- System and Data Management
- Maintain high quality accurate data within the electronic rostering system.
- Ensure visit information is updated promptly and correctly recorded.
- Support the monitoring of missed calls, late calls, and visit changes.
- Collaboration with the Care Team
- Work closely with Care Coordinators regarding changes to service user care needs, safeguarding first response, MAR audits, structured reviews.
- Maintain a small continuity caseload.
- Support the set-up of new care packages by allocating appropriate carers.
- Provide regular updates to management on capacity pressures, rota performance, and operational risks.
- On-Call Responsibilities
- Participate in the shared on-call rota, providing out-of-hours support to staff and service users.
- Respond to emergencies, missed visits, and safeguarding alerts outside normal working hours as required.
This job description is not exhaustive, and the post holder may be required to undertake additional reasonable duties aligned to the role and business needs, following appropriate consultation where required.
Key Performance Indicators (KPIs)
- 100% of planned visits allocated and covered.
- Weekly rota completed at least 7 days in advance, issued no later than Thursday.
- Target zero missed and minimise late calls attributable to scheduling issues.
- High levels of consistency of carer allocation.
- Accurate and up-to-date scheduling records.
Person Specification
- Essential
- Strong organisational and time management skills.
- Ability to manage multiple tasks and changing priorities.
- Good communication and problem-solving skills.
- Confidence using computer systems and scheduling software.
- Ability to work effectively in a fast-paced operational environment.
- Experience using electronic rostering or care management systems.
- Desirable
- Experience working in Homecare or health and social care services.
- Understanding of continuity of care principles.
Scheduling Coordinator employer: Alexandras Community Care
At Alexandra’s Community Care, we pride ourselves on being a supportive and rewarding employer in Cornwall, where our Community Carers are truly valued. With an impressive 84% staff retention rate, we offer flexible working patterns, comprehensive training, and clear career progression opportunities, ensuring that every team member feels invested in their role. Join us to make a meaningful impact in the lives of others while enjoying competitive pay, generous benefits, and a strong sense of community.
StudySmarter Expert Advice🤫
We think this is how you could land Scheduling Coordinator
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like Alexandras Community Care.
✨Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
✨Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at Alexandras Community Care.
✨Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like Alexandras Community Care, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
We think you need these skills to ace Scheduling Coordinator
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at Alexandras Community Care.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at Alexandras Community Care.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to Alexandras Community Care. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at Alexandras Community Care. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at Alexandras Community Care
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research Alexandras Community Care’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
