Scheduling Coordinator | Yorkshire Ambulance Service NHS Trust in Wakefield

The Scheduling Coordinator supports the Scheduling Department by helping to ensure that 999 and Emergency Operations Centre services have the right staffing resources in place to meet operational demand. The role focuses on effective roster management, shift allocation, abstraction management and workforce planning, using GRS or an equivalent rostering system alongside relevant ICT and communication tools.

The post holder works closely with operational managers, EOC teams, road staff, payroll, recruitment, HR, training and other support services to maintain safe and effective operational cover. This includes processing annual leave, training and other abstractions, supporting rota and relief staff deployment, responding to queries, and escalating risks that may affect service delivery or key performance indicators.

The role requires strong organisational skills, accurate data handling, professional communication and sound judgement when balancing staffing requirements, demand forecasts, Working Time Directive requirements, Trust policies and local procedures. The Scheduling Coordinator also contributes to service resilience by supporting reporting, data quality checks, system failure procedures and staff recall arrangements during major incidents when required.

The main duties of the Scheduling Coordinator are to support effective workforce planning and day-to-day roster management for 999 and EOC services. The role includes:

• Allocating and covering shifts, managing annual leave, training and other abstractions, maintaining accurate information on GRS or equivalent systems, and supporting managers with timely workforce information to help maintain safe operational cover.
• Planning, maintaining and updating rosters in line with demand, skill mix, contractual hours and Working Time Directive requirements.
• Allocating and covering shifts for rota and relief staff, ensuring operational cover is maintained wherever possible.
• Processing annual leave, special leave, training and other abstractions in line with Trust policies and agreed timescales.
• Responding professionally to staff and manager queries via phone, email, portal and Teams.
• Providing accurate reports, workforce information and data checks to support operational planning and decision making.
• Identifying and escalating staffing risks, system issues or potential impacts on service delivery and KPIs.
• Supporting service resilience by following system failure procedures and assisting with staff recall during major incidents when required.

Yorkshire Ambulance Service (YAS) NHS Trust geographically covers nearly 6,000 square miles of varied terrain, from isolated moors and dales to urban areas, coastline and inner cities. We serve a population of over five million people across Yorkshire and the Humber and strive to ensure that patients receive the right response to their care needs as quickly as possible, wherever they live.

We employ more than 7,100 staff, who together with over 1,300 volunteers, enable us to provide a vital 24-hour, seven-days-a-week, emergency and healthcare service. Our ambition is to be an employer of choice, and we are continuously working across our partnership to improve our collective offer to staff in areas like health and wellbeing, benefits and flexible working including hybrid working.

Flexible working including part-time hours, job shares and flexible hours, agile working (role dependent), 27 days annual leave, increasing to 33 with service, contributory pension, car lease and other salary sacrifice schemes (salary dependent), dedicated employee assistance and counselling service, opportunities for research participation, career progression and ongoing development, well respected, committed and supported staff networks for our workforce.

Please see attached job description for a full breakdown of the main responsibilities of the position.