Workforce Scheduling Specialist

4 weeks ago

Birmingham, Birmingham, United Kingdom Prometheus Safe and Secure Full time

About Prometheus Safe and Secure

Prometheus Safe and Secure is a leading provider of secure transportation solutions specialising in the mental health sector and Complex Care Enhanced Observations for Acute Trusts, Mental Health Services and Local Authorities.

Job Summary

We are seeking a highly skilled Rota Coordinator to join our team. The successful candidate will be responsible for populating and refining frontline staffing rotas to align with organisational and business needs, ensuring accuracy and compliance.

Main Responsibilities

1. Rota Management and Coordination

  • Develop and maintain accurate and compliant frontline staffing rotas in accordance with organisational standards.
  • Coordinate changes to rotas and communicate effectively with relevant stakeholders.
  • Monitor and coordinate all rotas across the company to ensure adequate coverage and compliance with organisational requirements.
  • Identify gaps and trends in rotas and take proactive measures to address them.

2. Leave Management

  • Be the primary point of contact for frontline staff regarding leave requests, shift swaps, cover, and related issues.
  • Coordinate all frontline clinical staff requests for leave, ensuring adherence to local guidelines and maintaining minimum staffing levels.
  • Log and monitor all types of leave for frontline staff, including annual leave, study leave, and other forms of absence.

3. Absence Reporting

  • Be the first point of contact for frontline staff reporting sickness absence and other types of absence.
  • Ensure timely recording of absences and facilitate return-to-work interviews for clinical staff and their line managers.
  • Compile absence spreadsheets and record staff absence in the appropriate database and produce reports as necessary to track trends and patterns.

4. Systems Maintenance

  • Responsible for maintaining one or more systems related to frontline staffing rostering, leave management, and absence tracking.

Person Specification

Qualifications

Essential

  • Minimum of English and Maths at GCSE or above and/or evidence of appropriate employment/work experience.
  • Evidence of undertaking additional skills training, willingness to develop further.

Experience

Essential

  • Experience in rostering, scheduling, or workforce management, demonstrating strong organisational and administration skills.
  • Demonstrable ability to work effectively under pressure and adapt to changing priorities in a fast-paced environment.
  • A proactive and collaborative approach to teamwork, with a focus on delivering high-quality support to frontline staff and line managers.
  • Effective collaborator, maintaining robust working relationships with key individuals and teams.
  • Proficiency in Microsoft Excel and other relevant software for data management and analysis.
  • Strong organisational skills, with the ability to prioritise tasks effectively and manage multiple deadlines.
  • Skills:
  • Strong planning skills coupled with meticulous attention to detail and accuracy and ability to maintain accurate records.
  • Skilled in problem-solving, demonstrating initiative to explore options and engage colleagues for support in implementing mitigation plans and solutions for maintaining appropriate staffing levels.
  • Proactive in driving improvements within own role and team's approach to rota management.
  • Capable of balancing competing priorities, meeting challenging deadlines, and engaging with colleagues to address concerns and devise contingency plans and solutions.
  • Communication Skills:
  • Excellent communication and interpersonal abilities, with the capacity to liaise effectively with staff at all levels.
  • Able to remain calm in managing competing demands whilst communicating with others
  • Excellent verbal and written communication skills
  • Ability to communicate effectively, by being tactful and diplomatic at all times

Desirable

  • Proven experience in rostering, scheduling, or workforce management, demonstrating strong organisational and administration skills.
  • Experience of working in the healthcare; NHS or Private Sector

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