Workforce Scheduling & Planning Administrator

Job Description

Job Title: Workforce Scheduling Planner
Responsible to: Workforce Planning Manager
Reports to: Workforce Planning Team Lead
Location: Head office (North-West England) with occasional travel across regional service sites

About the Organisation

This organisation is a not-for-profit healthcare provider delivering a wide range of patient services across the North-West of England. With strong clinical leadership and a long-standing presence in the region it is committed to delivering high-quality care aligned with NHS principles. Any financial surplus is reinvested into improving services and supporting local communities. The organisation operates with a strong focus on patient-centred care workforce wellbeing and continuous service development.

Role Overview

The Workforce Scheduling Planner plays a key role in ensuring that clinical and non-clinical services are appropriately staffed at all times. The post holder will coordinate workforce planning activities ensuring that rotas are effectively managed and aligned with operational demands.

The role requires a proactive approach to maintaining staffing levels supporting service delivery and working collaboratively with operational and workforce teams.

Key Responsibilities

• Manage the planning coordination and allocation of staff to ensure services are consistently and safely staffed.

• Work collaboratively with colleagues to maintain smooth day-to-day operations across multiple service areas.

• Ensure all workforce data is accurate up to date and aligned with operational requirements.

• Coordinate shift allocation including annual leave requests in line with organisational policies.

• Accurately record and monitor staff absence and sickness.

• Maintain and update workforce management systems to optimise staffing coverage and resource utilisation.

• Identify rota gaps in advance and take appropriate action to secure suitable cover.

• Arrange temporary or bank staff in line with agreed procedures and guidelines.

• Support the development and maintenance of forward-planned rotas ensuring visibility of staffing over a rolling period (e.g. three months).

• Use workforce data and forecasting information to anticipate staffing needs and advertise shifts accordingly.

• Collaborate with workforce and HR teams to incorporate new or changing service requirements into staffing plans.

• Liaise with partner organisations and service areas to gather rota information and provide an overview of staffing capacity highlighting risks and recommending solutions.

• Act as a point of contact for real-time operational staffing issues providing guidance and updates to support service performance targets.

• Work closely with operational teams and other departments to ensure effective service delivery.

Additional Duties

• Undertake any other reasonable duties required to support service needs including occasional travel to other locations.

Safeguarding Responsibilities

The post holder is expected to comply with all safeguarding policies and procedures relating to children young people and vulnerable adults. All staff are responsible for recognising and reporting concerns in line with organisational guidelines.

Person Specification

Core Requirements

• Commitment to organisational values and delivering high standards in day-to-day work.

Skills and Attributes

• Strong organisational and time management skills

• Effective communication skills both verbal and written

• Ability to work both independently and as part of a team

• Professional and courteous manner particularly when handling telephone enquiries

• Ability to maintain confidentiality at all times

• Capable of working under pressure and meeting deadlines

• Logical and methodical approach to workforce planning

• Understanding of healthcare environments and terminology

Experience

• Experience working in an administrative or office-based role

• Proficiency in IT systems including Microsoft Office (Word and Excel)

• Experience using workforce or scheduling systems

• Experience handling high volumes of telephone enquiries

• Experience dealing with members of the public

• Experience with administrative tasks such as note-taking or documentation

Qualifications

• Good general education including English and Mathematics