Scheduling Coordinator in Bristol

We are looking for an experienced administrator. Ashton Gate Stadium is a unique sports and entertainment business with the core aim of providing integral support services to ensure the sustainability of Stephen Lansdown’s sporting group of companies which includes Bristol Sport, Bristol City, Bristol Bears, Bristol Flyers Basketball and each of their respective community charities.

Job Purpose

The scheduling Co-ordinator is responsible for the effective scheduling, engagement and communication and administration for casual workers for match days and events in the FOH, concessions, retail, kitchen, ticketing and safety and security departments. They will support the co-ordination of recruitment, training sessions and compliance for the workforce.

Key Objectives

• Add events and matchday schedules on UKG and process open shift requests.
• Ensure that the FOH, concessions, retail, kitchen, ticketing and safety and security departments have all relevant information of scheduled staff for match days and events.
• Process weekly timesheets, ensuring data is accurate to staff working hours and completed in time to payroll requirements.
• Respond to emails into staffing inboxes to an SLA of 2 working days.
• Support with the retention of staff, engaging with staff to promote shift pick up.
• Collate cost information as required by finance.
• Book agency staff as requested by departments and ensuring within agreed cost levels and numbers as set out by finance annually.
• Process the termination of staff, ensuring correct processes are followed and relevant information sent to HR.
• Manage casual worker documentation, ensuring that right to work checks are correctly completed and any regulatory licences or DBS checks are conducted in line with role requirements.
• Ensure all workers have completed relevant compliance e-learning and training prior to being provided shifts.
• Ensure staff shifts adhere to 20 hour visa and working time regulation requirements.
• Maintain training records and work with relevant departments to ensure staff information is up to date.
• Communicate staffing updates and scheduling changes as required.
• Maintain accurate records of staff absence, cancellations and non-attendance and action any necessary paperwork/processes.
• Support in ensuring staff data is kept up to date.
• Support on recruitment, including CV sifting, co-ordination of recruitment events, and confirmation of outcome.
• Regularly review workforce with departments to ensure active staff lists are maintained.
• Support on projects to streamline processes and build departmental efficiencies.
• Ad hoc support on a match day or evening as requested and agreed with manager to collect paperwork, complete compliance tasks or support engagement with casual workforce.
• Any other reasonable request relating to scheduling or casual staffing.

Responsibilities (KPIs)

• Achieve a shift fill rate of over 90%.
• Schedules added to UKG 1 month prior to matchdays and event bookings (with the exception of last minute bookings which must be added within 1 working day of request from department manager).
• Reduce agency spending as per annual budgets set out by finance per department.
• Approval turnaround time - timesheets approved to HR and payroll deadlines.
• Resolve worker concerns within 5 working days escalating to HR if complex.
• Mandatory casual worker training completion 100% for new starters and over 85% for re-fresher training.
• 100% compliance to working time regulations and 20-hour visa requirements for scheduled staff.
• All inbox queries initial responses within 2 working days.
• 100% up to date staffing records.