Scheduling Lead

Job summary

To lead the service in ensuring that the scheduling of clinical andnon-clinical time is effective, ensuring the maximisation of the companyresources.

To support the HR Manager with day-to-day HR administrative tasks.

Main duties of the job

As Scheduling Lead, the post holder must liaise with locality managers, ENT and the clinical leads and operations managers to ensure that clinics are booked across localities, as support for ENT and all audiology specialisms to support the correct numbers of bookings for patients waiting. They must understand the scope of practice of each clinician to book only appropriate lists for them and to schedule in appropriate clinics for the training of students from apprentices to MSc students. When staff absences occur, they are often called upon to rearrange clinics at very short notice, either finding cover or liaising with the Operations Support team for cancellation of lists where applicable. Data analysis. As Scheduling Lead, the post holder must liaise with locality managers, ENT and the clinical leads and operations managers to ensure that clinics are booked across localities, as support for ENT and all audiology specialisms to support the correct numbers of bookings for patients waiting. They must understand the scope of practice of each clinician to book only appropriate lists for them and to schedule in appropriate clinics for the training of students from apprentices to MSc students. When staff absences occur, they are often called upon to rearrange clinics at very short notice, either finding cover or liaising with the Operations Support team for cancellation of lists where applicable. Data analysis to promote maximisation of workforce resources and scheduling accuracy.

About us

We aim to make our servicesexemplary in both clinical and operational aspects. We will show leadership in identifyinghealthcare needs to which we can respond and in determining the mostcost-effective way of doing so. We willshare our knowledge with neighbouring healthcare agencies and professionals.

We recruit competent staffthat we support in maintaining and extending their skills in accordance withthe needs of the people we serve. Wewill pay staff fairly and recognise the whole staffs commitment to meeting theneeds of our patients.

OurMission

Excellencein hearing and balance care that transforms lives.

OurVision

Asan NHS Social Enterprise Audiology team, we commit to build, protect andpromote a sustainable service for the future by delivering excellence inhearing and balance care in the UK. We have the freedom to put patient needsfirst in a not-for-profit environment, combining high quality withaffordability through collaboration with stakeholders.

OurValues

C= Collaboration - working in true partnership to provide the optimal outcome

H= Holistic - caring about and understanding the implications of ourinteractions

I= Innovative - being open to new opportunities in meeting our purpose andvision.

M= Motivated - passionate about bringing our best to every situation

E = Excellence - striving for the highestquality of service

Job description

Job responsibilities

Be the first point ofcontact for all scheduling queries.

Have overall responsibility for the main scheduling areas audiologistsand operations support administrators and apprentices.

To ensure that clinical schedules are filled with no significant gaps.

Attend any requiredmeetings with the operations directors to understand the contract requirementsand utilise this data to ensure accurate allocation of clinical time.

Responsible for creatingand managing complex staffing schedules in advance (8 weeks) for audiologists. Responsible for the operations support administratorand apprentice programme rota.

Run and utilise reports as well as data to plan rotas inconjunction with service leads to ensure the needs ofthe business are met.

In conjunction with thetalent lead, create and maintain an accurate record of clinicians, technicians,and apprentice skills for scheduling purposes.

Daily monitoring of theschedule to identify cancellations and gaps in clinical time that can beadjusted to see patients or complete remote clinical tasks (> 95% of clinicaltime to be on used on clinical tasks).

Have an in-depthunderstanding of how allocated clinical time can be adapted to cater to urgentcases.

To liaise and act on regularmatters with thelocality managers to ensure clinical time is scheduled according to the servicedemands. For more complex or unusual requests, to ensurethe line manager is updated and involved in the decision making.

Assist the operations directorsin ensuring the companys schedule meets all contractual obligations.

Regularly supervise andcheck and/or monitor the schedule to enable the identification ofincorrect/inefficient bookings and make the necessary adjustments to rectifythis.

Maintain an accuratedepartment master schedule for the audiologist and operations support teams.

Change the rota inrelation to any request, ie a servicing having to change buildings.

Schedule general rotas, appraisals,probationary reviews and quarterly meetingsfor all staff, excludingleads.Schedule training sessions

Schedule first aid coveracross the Wonford and Heavitree/Gladstone House sites.

Work alongside the data leadand operations directors to use relevantdata related to the clinicalschedule to identify what is working alongside any operational adjustments thatmay be required.

Liaise directly with externalstakeholders to schedule solicitor audiograms as and when needed and ensure thedocumentation is completed correctly and forwarded for invoicing purposes.

Regularly liaise withone of our key stakeholders (ENT) to ensure any regular and on-off staffingneeds are identified and consequently met scheduling wise. Furthermore, thispost holder is responsible for maintaining and developing a close relationshipwith the administrative team by attending bi-weekly meetings or viaemail/phone.

Schedule all routine adultand paediatric ENT clinics as required.

Daily checking of theENT rota to ensure the schedules are aligned with other platforms, Medirota, EPIC, etc.

Re-allocate short noticecancellations of ENT clinics, to ensure all clinical activity is fullyutilised.

Carry out recruitmentprocedures when the company is undergoing recruitment campaigns, advertising of vacancies, arranging of interviews, etc.

Liaise with the TalentLead and Line Managers to ensure smooth running of recruitment and issue offersof employment, process contracts, check eligibility to work, run DBS checks andany other tasks commensurate with the role.

Ensure all new staffmembers provide proof of all necessary qualifications/professionalregistrations prior to start of employment.

Verify lists to ensure only appropriate appointments arebooked on.

Workalongside the service leads to plan the induction/training schedule for all newstaff members and liaise with the RDUH HR team to ensure all clinical staffattend part of their induction.

Conduct all new starterinductions in all matters HR and Scheduling.

Calculate and inputannual leave entitlements and maintain the relevant records up to date as wellas accurate at all times.

Process annual leaverequests for all member of staff. Approve requests where possible in accordancewith Chimes minimum staffing protocol liaising with line managers when diaryclashes happen.

Manage all TOIL and traveltime claims, to ensure staff are correctly reimbursed with the appropriate timethat is owed.

Required to take anyminutes in meetings as and when needed which may include senior management andboard meetings.

Support the developmentand implementation of HR initiatives and systems.

Update documents when staffmembers change working hours, patterns, etc, and maintain an accurate record ofall overtime and bank hours issue contract amendment forms in relation tocontract changes.

Update employee files tokeep current, relevant, and appropriate employee data up to date.

Process employeebenefits.

Act as the first pointof contact for all absence reporting.

Operate systems forreporting and recording sickness and absence.

Review reported absencesto find and enact solutions to contain staffing costs through redesigning therota to ensure gaps in the schedule are mitigated and services have minimalimpact. Escalate areas of concern if unable to resolve in a timely manner.

To receive and act on requests to changelocation and timings of clinics. , a service changing building location.

Schedule return to workmeetings and absence management meetings.

File all necessarydocumentation in relation to absence management. This post does not require anymonitoring of the information within any sickness, disciplinary or performancerelated documents.

To take part in regularperformance appraisals.

Attend meetings with theOperations Support & HR Manager as and when needed.

Assist in creating andmaintainingprotocols and reference guides in relation to schedulingactivities.

To be responsible forthe health and safety of self and others, in accordance with the Chime Health& Safety Policy.

Any other duties tocommensurate with the grade as requested by the Operations Support & HRManager, Operations Director or Managing Director.

Ensure all informationis secure, and confidentiality of information is maintained at all times.

This job description is not exhaustive and will in the first instance bereviewed, in conjunction with the post holder, after 6 months and thereafter onan annual basis to assess if the job content is still consistent with thedepartment objectives.

Person Specification

Experience

Essential

- Experience of scheduling teams using IT systems - Experience in analysing reports and meeting targets

Desirable

- Experience of communicating with people from differing lifestyles - Experience in dealing with the public and providing customer service

Qualifications

Essential

- Excellent English language skills - At a minimum, educated to GCSE level (or equivalent) - Comprehensive IT skills

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