Scheduling Co-Ordinator in Newark on Trent

Salary: £30,000 (FTE)

Hours: 30-35 per week, Monday - Friday (ability to work flexibly - early, late and weekends, bank holidays and on-call responsibilities)

Location: Nottinghamshire (Newark, Southwell & Mansfield) / Hybrid

Type of contract: Full-Time, Permanent

Reporting to: Operations Manager

Benefits: 25 days annual leave + bank holidays (pro-rata), pension contribution and sickness scheme

Job Purpose: The Scheduling Co-ordinator will be responsible for managing the organisation’s day-to-day scheduling operations, ensuring rotas are effectively planned, maintained, and responsive to service needs. The post holder will coordinate staffing allocations, support efficient communication between teams, and provide high-quality administrative support. They will play a key role in improving scheduling processes, supporting operational delivery, and ensuring compliance with internal policies and service requirements.

Key Responsibilities:

• Scheduling & Rota Management: Plan, develop, and maintain staff rotas for supported living and community services in line with organisational objectives and individual care needs. Ensure rotas are accurate, cost-effective, and optimise the allocation of staff resources, including travel time. Publish rotas at least four weeks in advance and coordinate rota setup for new services in collaboration with the management team. Manage and adjust rotas in response to changing service needs, staffing levels, and operational priorities, including short-notice changes and sickness absence. Identify and address staffing gaps or risks to maintain continuity of care. Coordinate and participate in the on-call rota where required.
• Operational Coordination: Communicate rotas and changes clearly and promptly to staff, service users, and families where appropriate. Work collaboratively with service managers to plan for changes in care needs and service delivery. Act as a key point of contact for scheduling queries. Build effective working relationships to support coordinated and consistent service delivery. Attend meetings and contribute to improving rota efficiency and operational performance. Seek and respond to feedback to support continuous improvement.
• Administration & Financial Support: Maintain accurate scheduling records to support payroll, invoicing, and reporting. Record and report cancelled, refused, or unallocated hours, liaising with relevant teams where required. Support the effective administration of scheduling systems and workforce planning.
• Compliance & Monitoring: Ensure rota management complies with organisational policies, contractual requirements, and regulatory standards. Monitor commissioned versus delivered hours and escalate variances. Maintain accurate records to support audits, inspections, and governance processes. Contribute data and insights for quality monitoring and reporting. Coordinate with Learning & Development to ensure training requirements are scheduled and maintained. Handle all information in line with confidentiality and data protection requirements.
• Leadership & Team Support: Provide day-to-day guidance and support to administrative staff involved in scheduling. Contribute to supervision, appraisals, and team development. Support the induction of new staff in scheduling systems and processes.

Person Specification:

Essential Criteria:

• Works well and efficiently in a team and independently.
• Communicates clearly and concisely through a variety of methods (verbal and written).
• Good time management, enabling deadlines and time scales to be met.
• Flexible and adaptable approach to their work.
• Works collaboratively with a variety of stakeholders.
• Solution-focused and has a can-do attitude to problem solving.
• Proactive, concise and considered in decision-making.
• Good attention to detail within their work.
• Self-motivated to make a positive difference and elicit individual and organisational growth.

Desirable Criteria:

• Experience working with adults with learning disabilities.
• Experience in using IT.
• Good knowledge and experience of safeguarding.
• Can drive and is willing to travel for work purposes.
• Creative and innovative in their ways of working.

Key Skills & Qualifications:

• Significant experience in an administrative or office management role. (Essential)
• Strong understanding of confidentiality, data protection, and professional boundaries. (Essential)
• Excellent organisational skills with the ability to manage multiple priorities. (Essential)
• Strong written and verbal communication skills. (Essential)
• Experience working within a care setting, particularly in staff scheduling, rota management, or workforce planning. (Desirable)
• Confident user of Microsoft Office and administrative systems. (Desirable)
• Good understanding of CQC regulations and domiciliary care compliance requirements. (Desirable)

Being a Reach Person:

• Inspires trust and confidence in others.
• Treats others with dignity and respect to create an environment that significantly contributes to everyone feeling safe, encouraged, and valued.
• Promotes innovation, inclusion and diversity that provides everyone with the right to aspire.
• Can build and maintain strong relationships by taking time and investing effort to understand the unique needs and goals of the organisation and individuals.
• Emphasises and understands the importance of individuals’ rights to participate.
• Understands the importance and prioritises listening to the voices of people with learning disabilities and their families.
• Commits to and maintains high standards in every aspect of their work.
• Advocates for people with learning disabilities living independent lives.

General:

• Be a visible, inclusive and transformational leader; demonstrating our values, equity and inclusion within your behaviours and attitudes at all times.
• Promote a positive workplace culture that values teamwork, respect and continuous improvement.
• Attend required training in Safeguarding, Data Protection, Health & Safety, First Aid and other subjects identified as a requirement for the role.
• Establish strong working relationships with all stakeholders.
• Work, always, in accordance with Reach Care's policies and procedures.

Reach retains the right to change or assign other duties to this position to meet the needs of the Charity.