Scheduling Lead

5 months ago

Exeter, United Kingdom Chime Social Enterprise CIC Full time

Be the first point of contact for all scheduling queries. Have overall responsibility for the main scheduling areas audiologists and operations support administrators and apprentices. To ensure that clinical schedules are filled with no significant gaps. Attend any required meetings with the operations directors to understand the contract requirements and utilise this data to ensure accurate allocation of clinical time.

Responsible for creating and managing complex staffing schedules in advance (e.g. 8 weeks) for audiologists. Responsible for the operations support administrator and apprentice programme rota. Run and utilise reports as well as data to plan rotas in conjunction with service leads to ensure the needs of the business are met.

In conjunction with the talent lead, create and maintain an accurate record of clinicians, technicians, and apprentice skills for scheduling purposes. Daily monitoring of the schedule to identify cancellations and gaps in clinical time that can be adjusted to see patients or complete remote clinical tasks ( >95% of clinical time to be on used on clinical tasks). Have an in-depth understanding of how allocated clinical time can be adapted to cater to urgent cases. To liaise and act on regular matters with the locality managers to ensure clinical time is scheduled according to the service demands.

For more complex or unusual requests, to ensure the line manager is updated and involved in the decision making. Assist the operations directors in ensuring the companys schedule meets all contractual obligations. Regularly supervise and check and/or monitor the schedule to enable the identification of incorrect/inefficient bookings and make the necessary adjustments to rectify this. Maintain an accurate department master schedule for the audiologist and operations support teams.

Change the rota in relation to any request, ie a servicing having to change buildings. Schedule general rotas, appraisals, probationary reviews and quarterly meetingsfor all staff, excluding leads.Schedule training sessions Schedule first aid cover across the Wonford and Heavitree/Gladstone House sites. Work alongside the data lead and operations directors to use relevantdata related to the clinical schedule to identify what is working alongside any operational adjustments that may be required. Liaise directly with external stakeholders to schedule solicitor audiograms as and when needed and ensure the documentation is completed correctly and forwarded for invoicing purposes.

Medirota, EPIC, etc. Re-allocate short notice cancellations of ENT clinics, to ensure all clinical activity is fully utilised. Carry out recruitment procedures when the company is undergoing recruitment campaigns, e.g. advertising of vacancies, arranging of interviews, etc.

Liaise with the Talent Lead and Line Managers to ensure smooth running of recruitment and issue offers of employment, process contracts, check eligibility to work, run DBS checks and any other tasks commensurate with the role. Ensure all new staff members provide proof of all necessary qualifications/professional registrations prior to start of employment. Verify lists to ensure only appropriate appointments are booked on. Work alongside the service leads to plan the induction/training schedule for all new staff members and liaise with the RDUH HR team to ensure all clinical staff attend part of their induction.

Conduct all new starter inductions in all matters HR and Scheduling. Calculate and input annual leave entitlements and maintain the relevant records up to date as well as accurate at all times. Process annual leave requests for all member of staff. Approve requests where possible in accordance with Chimes minimum staffing protocol liaising with line managers when diary clashes happen.

Manage all TOIL and travel time claims, to ensure staff are correctly reimbursed with the appropriate time that is owed. Required to take any minutes in meetings as and when needed which may include senior management and board meetings. Support the development and implementation of HR initiatives and systems. Update documents when staff members change working hours, patterns, etc, and maintain an accurate record of all overtime and bank hours issue contract amendment forms in relation to contract changes.

Update employee files to keep current, relevant, and appropriate employee data up to date. Process employee benefits. Act as the first point of contact for all absence reporting. Operate systems for reporting and recording sickness and absence.

Review reported absences to find and enact solutions to contain staffing costs through redesigning the rota to ensure gaps in the schedule are mitigated and services have mínimal impact. Escalate areas of concern if unable to resolve in a timely manner. To receive and act on requests to change location and timings of clinics. E.g, a service changing building location.

Schedule return to work meetings and absence management

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