Workforce Scheduling Coordinator

Catalyst Choices is a Community Interest Company (CIC) delivering a variety of services including residential and dementia care, and support for adults with additional needs like learning disabilities, autism or physical disabilities. We also support older adults who’ve developed challenges with their memory or mobility.

**Main Purpose of Job**:
The Workforce Scheduling Coordinator plays a critical role in ensuring the smooth operation of our Services by meticulously planning, coordinating, and managing staff schedules.

This position is pivotal in maintaining efficient resource allocation and ensuring continuity of service delivery, demanding a high level of organisation in updating and maintaining our internal software (ITrent).

**Main duties**:
1. **Developing and Maintaining Schedules**:

- Create and update staff schedules to ensure adequate coverage for all shifts.
- Adjust schedules as needed to accommodate changes in staffing levels, such as absences or increased demand.

2. **Managing Last-Minute Adjustments**:

- Handle emergency scheduling needs, such as covering for sick employees or unexpected absences.
- Coordinate with temporary staffing agencies if necessary.

3. **Communicating with Staff**:

- Serve as the primary contact for staff regarding scheduling issues or changes.
- Clearly communicate shift patterns, updates, and any changes to employees.
- Address any concerns or preferences staff may have regarding their schedules.
- Building relationships with employees and work as point of contact.
- Liaison with Business Administration regarding contract changes.

4. **Ensuring Compliance**:

- Ensure that all schedules comply with contractual agreements.
- Monitor and report on compliance issues and take corrective actions as needed.

5. **Maintaining Records**:

- Keep accurate records of staff attendance, leave, and overtime.
- Update and maintain electronic scheduling systems (ITrent).

6. **Training and Support**:

- Provide training and support to staff on using scheduling systems and understanding their schedules.
- Assist new employees with onboarding related to scheduling.

**Key Skills and Competencies**:

- **Organisational Skills**: Exceptional ability to prioritize tasks, manage multiple schedules, and meet deadlines.
- **Communication Skills**: Strong verbal and written communication skills to effectively liaise with staff and management.
- **Problem-Solving**: Proactively address and resolve scheduling conflicts or challenges with innovative solutions.
- **Attention to Detail**: High level of accuracy in creating and maintaining schedules and electronic records (ITrent).
- **Technological Proficiency**: Advanced proficiency in workforce management software (ITrent, SharePoint) and other relevant tools.
- **Interpersonal Skills**: Ability to build rapport and maintain positive relationships with staff at all levels.

**Experience**:

- Previous experience in scheduling, workforce management, or a related field.
- Experience of using scheduling software in particular iTrent
- Strong analytical and data interpretation skills to optimize scheduling and improve operational efficiency.
- Proven ability to manage time effectively and handle multiple tasks simultaneously.

**Compliance and Controls**:

- Ensure compliance with financial policies, procedures and regulatory requirements
- Ensure that all employee data is handled in accordance with data protection regulations

**Health and Safety**
- Be responsible for your own and other’s health and safety, reporting potential hazards to the relevant Manager.

**Values**:

- We expect you to collaborate and communicate with the wider operations teams.
- Flexible, adaptable and openness in your approach to meet deadlines.
- Responsible for your own workload and priorities, take ownership for your actions.
- Commitment to seeking new opportunities and methods of working.

**Location**: Based at all services around Warrington and Newton Le Willows.

**Hours**: 30 hours per week, with potential to increase hours are the role evolves.

**Essential**: One weekend per month and flexibility for early/late evenings

Pay: £24,000.00-£26,000.00 per year

**Benefits**:

- Company pension
- Cycle to work scheme
- Enhanced maternity leave
- Referral programme
- Sick pay

Schedule:

- Monday to Friday
- Weekend availability

**Experience**:

- Rostering: 1 year (preferred)

Work Location: In person

Application deadline: 08/01/2025
Reference ID: BA/Ops/WFS/0125
Expected start date: 24/02/2025