Scheduling Coordinator

7 months ago

Chelmsford, United Kingdom East of England Ambulance Service Trust Full time

Looking for your next role? Why not take a look at our exciting Scheduling Coordinator role?

Come join our fantastic and dynamic new centralised scheduling team within the Planning and Resourcing Department, where your skills and contributions will be valued and make a meaningful impact

The post holder will be responsible for the daily running of the scheduling function and supporting staff with resource planning as well as supporting with the workforce planning process.

Required to work ONSITE within Chelmsford EOC (Emergency Operations Centre)

Please note that the Scheduling department’s hours of operation is between 0600 and 2200, therefore successful post holders appointed will be required to undertake evening and weekend working on a shift rota or set days basis. Unsocial hours payment will be made in line with Agenda for Change, section 2 - use this link for more information on unsocial hours payments: Unsocial hours payments | NHS Employers

The Trust delivers services across Cambridgeshire, Bedfordshire, Hertfordshire, Essex, Norfolk and Suffolk. It is developing a new centralised approach to Planning and Resourcing based on industry best practice.

**Our vision is underpinned by four goals**:
Be an exceptional place to work, volunteer and learn

Provide outstanding quality of care and performance

Be excellent collaborators and innovators as system partners

Be an environmentally and financially sustainable organisation

We will aim to make the Trust a place where all who work and access our services are free from all forms of discrimination and where the diversity of our staff patients, visitors and service-users is recognised as a key driver of our success and is openly valued and celebrated.

Support the delivery of high-quality patient care according to Trust standards, policies, and procedures through being responsible for matching resource capacity to forecasted demand to improve clinical care and patient outcomes.

Provide assistance with planning rotas to include new starters, leavers and students to ensure rotas are planned accurately and efficiently.

Plan rotas to meet forecast demand, and adjust making shift amendments, for cancellations, shift swaps, sickness cover and team changes.

Plan and publish rotas according to process, ensuring adherence to demand profiling and system status planning. Contribute to the design of new rotas and oversee implementation. Use and maintain the workforce management system to plan relief shifts and review resources in line with forecasts, making changes as needed.

Input and update workforce management data accurately. Ensure compliance with Data Protection and Freedom of Information and Working Time Directive 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. 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.

Plan relief and overtime cover whilst maintaining optimum skill mix and competence levels wherever possible.

Communications and Stakeholder Engagement

Liaise with other departmental managers to make the most effective use of resources. As part of the Scheduling Team ensure effective communication across all mediums with internal and external stakeholders alike.

Liaise with external suppliers, private providers, agencies and other stakeholders to plan and allocate relief and bank staff cost effectively and efficiently, using persuasion and negotiation where required.

Work with the Private Ambulance Services (PAS)and ensure rotas are planned to reflect forecasted demand.

Strategic Leadership and Service Development

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.

Analytical, Judgemental, and Decision Making

Use the workforce management software to deliver complex plans for operational delivery in a timely and accurate manner matching resource plans to forecasted demand profiles.

Receive requests for staff abstractions from rotas. Authorise/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.

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.

Resource Management

Provide effective cover within the Scheduling Team, ensuring that the Department is adequately staffed and deputise for the Resource Planning Manager when required.

Liaise with the Managers an

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