Scheduling Coordinator - Northern House

As a Scheduling Coordinator, you will be responsible for:

• Planning and allocating workforce resources, by utilizing budgeting and forecasting resources to meet demand in line with organizational policy and process.
• Managing and maintaining individual records on the electronic rostering system currently GRS.
• Assisting staff with general queries and ad hoc issues (via phone and email).
• Inputting and updating workforce management data accurately.
• Assisting Scheduling Team Leaders in the execution of their daily, weekly, monthly, and annual tasks.
• Communicating effectively with staff and Managers at various levels.
• Liaising with Managers to ensure effective utilization of resources.
• Supporting the production of reports and statistical data when required.
• When experienced, providing supervision, support, and training to new staff.

We are seeking applicants who:

• Ensure the service has the right staff, both internal and external, with the right skills in the right place to meet patient demand and deliver Key Performance Indicators (KPIs) at all times.
• Support the workforce planning process effectively.
• Input and update workforce management data accurately.
• Ensure compliance with Data Protection and Freedom of Information legislation.
• Be responsible for allocation of leave, training, and record abstractions for operational staff accurately and support with the allocation of relief shifts as required.
• Collate and maintain accurate records as required.
• Provide effective cover within the Scheduling Team, ensuring that the Department is adequately staffed and deputize for the Scheduling Team Leader when required.
• Deal promptly, efficiently, and professionally with calls and emails from staff dealing with queries, absence, annual leave, relief shifts, etc. and deal with these proactively to meet KPIs and provide a good service.
• Respond to ad hoc inquiries from all levels of staff.
• Update the workforce management system to staff requests including maternity/paternity leave, coaching and training, stations meetings, team changes, new rota patterns, and leave allocation.
• Use the workforce management software to deliver complex plans for operational delivery in a timely and accurate manner.
• Receive requests for staff abstractions from rotas. Authorize/decline requests for staff abstractions from rotas according to protocols and where necessary liaise with line managers/HR to progress requests, ensuring fairness, equity, and consistency.
• Liaise with the Managers and the Trust's payroll provider on issues pertaining to timesheets, including sickness, annual leave, and overtime.
• Liaise with other departmental managers to make the most effective use of resources.
• Monitor abstractions, overtime spend, and other designated KPIs and provide reports as required.
• Support the delivery of high-quality patient care according to Trust standards, policies, and procedures by supporting operations to deliver the required capacity to meet improved clinical care and patient outcomes.
• Work closely with the ESR Team to support the development of the ESR system to develop high-quality and efficient workforce information and payroll systems, maintaining accurate workforce systems and scheduling systems.
• As part of the Scheduling Team, ensure effective communication across all mediums with internal and external stakeholders alike.
• Communicate abstractions to staff and managers, both verbally and in written report form, where necessary.
• Produce reports and other statistical data as required using a variety of information systems and formats.
• Maintain a good working knowledge of Data Protection, Freedom of Information, Working Time Directive, and other relevant legislation.
• Resolve any software interface issues through error checking and contribute to the review of policies/protocols/processes, providing recommendations to improve performance where possible.
• Promote the Trust through accurate forecasting and planning that supports the delivery of high-quality care and cost-effective patient care.
• Contribute to the continuous professional development of the Scheduling function, providing support to less experienced members of the team.
• Participate in performance reviews in line with the Trust's Knowledge and Skills Framework, personal training and continuous development, including one-to-one meetings with the Scheduling Manager.
• Ensure service users within areas of responsibility are provided with a quality service and that best practices are adopted within the department.
• Adhere to robust systems of governance (clinical, financial, staff, information).
• Contribute to the review of policies/processes/protocols, providing recommendations to improve performance wherever possible.
• Other duties as required by the Scheduling Team Leader to ensure the smooth running of the Scheduling Department.

We actively welcome job applications from candidates who have a disability or who are members of the BAME, LGBTQ+, and Armed Forces community (including: Reservists, Veterans, Spouses, and Cadets). Here at SCAS, we are proud to have a workforce that reflects the diverse community we serve. Applicants who have a disability or are members of the armed forces community who meet the minimum shortlisting criteria for their post of interest will be invited for an interview and/or assessment (where applicable). Please be assured that any requests for reasonable adjustments will not negatively affect your application.

Minimum Qualifications:

• Have experience and knowledge of workforce management tools.
• Be motivated and organized.
• Have demonstrable ability to prioritize.
• Experience of working in a busy office environment and have an ability to manage and prioritize busy workloads.
• Demonstrate strong communication skills.
• Able to demonstrate a good knowledge of MS Office.
• Take pride in accuracy and have an ability to pay great attention to detail.

South Central Ambulance Service NHS Foundation Trust provides a range of emergency, urgent care, and non-emergency healthcare services, along with commercial logistics services. The Trust delivers most of these services to the populations of Berkshire, Buckinghamshire, Hampshire, and Oxfordshire as well as non-emergency patient transport services in Sussex. We serve a population of over 7 million and answer over 500,000 urgent calls a year. We employ 4,551 staff who, together with over 1,100 volunteers, enable us to operate 24 hours a day, seven days a week.

In SCAS, we know that colleagues who are cared for and valued are enabled to provide the right care, first time, every time. That is why we strive to foster a culture that balances fairness, compassion, learning, and accountability; a 'just and learning culture'.

The Scheduling Department is an essential team in the heart of South Central Ambulance Services (SCAS). The team works collaboratively with the Operational/Control and 111 staff within the Trust to ensure that we have a robust workforce in place to meet the busy demands of our service. The Scheduling Coordinator is one of the significant roles in the team.

The Scheduling Department is operational from 08:00 to 18:00 hours seven days a week on a rota basis, 365 days a year. Working hours are reviewed regularly and may change subject to service requirements. The successful applicant will need to be available to cover the full range of these hours whilst following a rota. If you are looking for an interesting, fulfilling, and challenging opportunity working with an enthusiastic team, then we would be very interested to hear from you.

Benefits:

• Full training and support when you join and ongoing throughout your employment with us.
• Holiday entitlement is 27 days rising to 29 days after 5 years and 33 days after 10 years, plus 8 bank holidays (pro rata for part-time).
• Enrolment into the NHS Pension Scheme.
• Access to continual professional development and opportunities within SCAS and the NHS.
• Occupational Health support along with an Employee Assistance Programme.
• NHS Discounts in over 200+ stores including Holidays, Days out, Car insurance, Restaurants, and Clothing.
• Staff networking and support groups.