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Roster Coordinator
3 months ago
Job summary
IndependentHealth Group is in a process of digital transformation so that we can continue toprovide the outstanding services to our patients that we are recognised for inthe most effective and efficient way.
The introductionof the Roster Coordinator role is critical to ensuring that Independent HealthGroups clinical staffing needs are fully met whilst balancing the skill mix required;the interests and needs of the patients and the needs of the staff. We are looking for between 20 to 25 hours a week for this role, Monday to Friday.
If you are adigitally minded individual, looking for a career in a an growing organisationwho puts its patients at the heart of everything we do, then read on..
Main duties of the job
Independent Health Group is looking for a digitally competent individual to join our HR team. Ideally the successful candidate will have experience with scheduling software, we use Allocate Optima, but this is not essential as full training will be given.
About us
Working as part of the extended HR team and being able to build relationships with a variety of stakeholders, great communication and personality will be key to making this role a success.
Independent Health Group is a CQC outstanding rated organisation and if you are keen to be a part of our continued growth and digital transformation, then please read on and submit your application
We regret that we are unable to sponsor working visa's at this time therefore all applicants must have the right to work in the UK.
Job description
Job responsibilities
Summary of role
The role of the Roster Coordinator is critical to ensuring that IHGs clinical staffing needs are fully met whilst balancing the skill mix required; the interests and needs of the patients with the needs of the staff. This role supports the organisation's mission to deliver high-quality patient care through effective workforce management. Reporting to the Head of HR, the Roster Coordinator operates the relevant rostering system [Allocate Optima] to produce staff rosters and associated management information and reporting. As well as ensuring that the system is maintained to fulfil the reporting function to payroll.
The role requires a high degree of stakeholder management, so the ability to build relationships and communicate clearly and effectively is essential.
Main Responsibilities:
Scheduling : Compile rosters for each site and service from information received, as laid down in the company policies and procedures using Allocate/Optima. Creating and maintaining schedules for employees based on factors such as availability, skills, and business needs (demand and capacity). Support the seniors to ensure timely finalisation and approval of agreed rosters in line with the annual publishing calendar.
Resource Allocation : Assist staff with the knowledge to deploy staff to various locations and varied shift patterns to ensure adequate coverage and optimal utilisation of resources.
Communication : Liaising with key stakeholders to support any service changes and updates as well as day to day support to team members to communicate changes to shift assignments, and any other relevant information.
System Administration : An expert in maintaining the system and troubleshooting as required as a subject matter expert. Gaining support from the Allocate central team for new or specifically complex matters but resolving day to day management and updates locally.
Liaise with the HR team to ensure that information within rostering systems is accurate and processes are in place to capture all new starters, changes and terminations.
Compliance : Ensuring that scheduling practices comply with working time directives/ employment law, company policies, and any relevant regulations.
Reporting : Generating and educating staff in how to pull and interpret reports on staffing KPIs such as availability and staffing unavailability to inform decision-making and optimise scheduling processes.
Training and Development : Providing training and support to staff members on scheduling tools, policies, and procedures.
Performance Management : Raising any concerns to the relevant line manager as necessary. This includes reporting of KPIs around sickness, special leave and other leave.
Continuous Improvement : Identifying opportunities to streamline scheduling processes, improve efficiency, and enhance the overall effectiveness of workforce management.
Emergency Management : Assisting the clinical teams to explore options for emergency shift coverage and crisis management as needed.
Cross-functional Collaboration : A key part of this role will be working closely with other departments such as operations, finance, and clinical teams to align staffing needs.
Person Specification
Abilities/Skills
Essential
Excellent communication skills. Excellent interpersonal skills. A well organised team player with an eye for detail.
Qualifications
Essential
Good general education to GCSE or equivalent, including Mathematics and English. Technologically proficient using Microsoft suite of programmes.
Desirable
Higher level education.
Experience
Essential
Some experience of HR practices and procedures. Able to interpret policies.
Desirable
Prior experience in human resources, scheduling, or workforce management is preferred. Experience using an Allocate / Loop is preferred.