Workplace Manager in Birmingham

The Workforce Manager is responsible for the end-to-end planning, scheduling, and utilisation of the clinical workforce across Minds' services, including Private, Adult NHS, and Children's services. This role ensures the organisation has the right clinicians, with the right skills, in the right place, at the right time to meet patient demand, service levels, and financial targets. The Workforce Manager will lead the Clinical Liaison / Scheduling team and act as a central point of coordination between operations, clinical leadership, recruitment, payroll, and finance.

Responsibilities include:

• Workforce Planning & Demand Management: Own the demand and capacity model for all services (Private, Adult, Children). Align referrals, waiting lists, and care pathways to clinical supply. Translate referral forecasts and service plans into workforce requirements by role, grade, and skillset. Produce and maintain forward-looking staffing plans, identifying gaps, risks, and surplus capacity. Collaborate with recruitment to align pipelines with projected service needs.
• Scheduling & Rota Management: Lead the creation and management of all clinical rotas and clinic schedules. Ensure clinics are fully staffed to maximise utilisation, patient throughput, and revenue. Manage employed and contractor clinicians for fair, compliant, and efficient shift allocation. Continuously optimise schedules to reduce DNAs, late cancellations, and under-utilised clinics. Address recurring scheduling or timekeeping issues and escalate where needed.
• Leave, Absence & Availability Management: Oversee holiday and leave approval processes. Manage planned and unplanned absences to minimise patient impact. Maintain accurate clinician availability records for real-time workforce visibility.
• Onboarding, Induction & Readiness: Ensure new clinicians are properly inducted, trained, and ready to work. Coordinate start dates, training slots, system access, and initial scheduling. Deploy clinicians according to competency, scope of practice, and service requirements.
• Payroll, Payments & Data Integrity: Validate weekly/monthly payroll for all clinicians. Reconcile scheduled vs worked shifts for accurate payments. Resolve pay queries promptly to maintain clinician confidence and retention. Maintain high-quality workforce data for finance, reporting, and forecasting.
• Performance, Reporting & Controls: Track and report key workforce KPIs: utilisation, fill rates, cancelled sessions, overtime, agency usage, and cost to serve. Identify and address capacity bottlenecks and inefficiencies. Support financial and operational planning with workforce insights.
• Leadership & Stakeholder Management: Lead and develop the Clinical Liaison / Scheduling team. Serve as operational bridge between clinical leadership, operations, recruitment, finance, and payroll. Support service growth, new pathways, and new products through effective workforce mobilisation.

Person Specification

Essential:

• Experience in workforce planning, scheduling, or rota management in healthcare or high-volume services.
• Strong understanding of demand/capacity modelling, utilisation, and productivity.
• Experience managing employed and contracted staff.
• Highly numerate, with payroll validation, cost control, and workforce reporting experience.
• Comfortable operating in complex, multi-service environments.
• Excellent organisational and stakeholder management skills.
• Able to operate at strategic and operational levels.

Desirable:

• Experience in mental health, neurodevelopmental services (ADHD/ASD), or private healthcare.
• Experience with EMIS, rota systems, or workforce management platforms.
• Experience supporting rapidly scaling services.

Personal Attributes:

• Highly organised, detail-driven, and outcome-focused.
• Calm under pressure with the ability to manage competing priorities.
• Strong problem-solving and continuous improvement mindset.
• Confident communicator capable of influencing senior clinicians and operational leaders.

Equality and Diversity: All staff members must treat colleagues and clients with respect and ensure a secure, supportive, and harassment-free work environment. This includes reporting any incidents of discrimination based on age, disability, gender, gender identity, marriage/civil partnership, pregnancy/maternity, race, religion/belief, or sexual orientation.