Scheduling Coordinator | East of England Ambulance Service Trust
| Posting date: | 05 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £25,147 - £27,596 per annum |
| Hours: | Full time |
| Closing date: | 05 May 2024 |
| Location: | Chelmsford, CM1 7WS |
| Company: | East of England Ambulance Service NHS Trust |
| Job type: | Permanent |
| Job reference: | 6207837/247-AE-SchCo-1023-X |
Summary
Looking for your next role? Why not take a look at our exciting Scheduling Coordinator role?
Come join our fantastic and dynamic new centralised scheduling team within the Planning and Resourcing Department, where your skills and contributions will be valued and make a meaningful impact!
The post holder will be responsible for the daily running of the scheduling function and supporting staff with resource planning as well as supporting with the workforce planning process.
Required to work ONSITE within Chelmsford EOC (Emergency Operations Centre)
Please note that the Scheduling department’s hours of operation is between 0600 and 2200, therefore successful post holders appointed will berequired to undertake evening and weekend working on a shift rota or set days basis. Unsocial hours payment will be made in line with Agenda for Change, section 2– use this link for more information on unsocial hours payments:Unsocial hours payments | NHS Employers
The post holder will be responsible for the smooth day to day running of the Scheduling function, ensuring the most cost effective and efficient use of resource supply to meet demand. Use and maintain the workforce management system to enable the department to meet its goals and objectives. Provide data entry, telephone and email support, guidance, assistance and support to managers and staff in matters relating to resource planning.
The post holder will ensure the service has the right staff, both internal and external, with the right skills in the right place to meet patient demand and deliver Key Performance Indicators (KPIs) at all times. They will need to support the workforce planning process effectively. Deal promptly, efficiently, and professionally with calls and emails from staff dealing with queries, absence, annual leave, relief shifts etc and deal with these proactively to meet KPIs and provide a good service. Respond to ad hoc enquiries from all levels of staff.
The Trust delivers services across Cambridgeshire, Bedfordshire, Hertfordshire, Essex, Norfolk and Suffolk. It is developing a new centralised approach to Planning and Resourcing based on industry best practice.
Our vision is underpinned by four goals:
• Be an exceptional place to work, volunteer and learn
• Provide outstanding quality of care and performance
• Be excellent collaborators and innovators as system partners
• Be an environmentally and financially sustainable organisation
We will aim to make the Trust a place where all who work and access our services are free from all forms of discrimination and where the diversity of our staff patients, visitors and service-users is recognised as a key driver of our success and is openly valued and celebrated.
Support the delivery of high-quality patient care according to Trust standards, policies, and procedures through being responsible for matching resource capacity to forecasted demand to improve clinical care and patient outcomes.
Provide assistance with planning rotas to include new starters, leavers and students to ensure rotas are planned accurately and efficiently.
Plan rotas to meet forecast demand, and adjust making shift amendments, for cancellations, shift swaps, sickness cover and team changes.
Plan and publish rotas according to process, ensuring adherence to demand profiling and system status planning. Contribute to the design of new rotas and oversee implementation. Use and maintain the workforce management system to plan relief shifts and review resources in line with forecasts, making changes as needed.
Input and update workforce management data accurately. Ensure compliance with Data Protection and Freedom of Information and Working Time Directive legislation.
Be responsible for allocation of leave, training, and record abstractions for operational staff accurately and support with the allocation of relief shifts as required. Collate and maintain accurate records as required. Update the workforce management system to staff requests including maternity/paternity leave, coaching and training, stations meetings, team changes, new rota patterns and leave allocation.
Plan relief and overtime cover whilst maintaining optimum skill mix and competence levels wherever possible.
Communications and Stakeholder Engagement
Deal promptly, efficiently and professionally with calls and emails from staff dealing with queries, absence, annual leave, relief shifts etc and deal with these proactively to meet KPI's and provide a good service. Respond to ad hoc enquiries from all levels of staff.
Liaise with other departmental managers to make the most effective use of resources. As part of the Scheduling Team ensure effective communication across all mediums with internal and external stakeholders alike.
Liaise with external suppliers, private providers, agencies and other stakeholders to plan and allocate relief and bank staff cost effectively and efficiently, using persuasion and negotiation where required.
Work with the Private Ambulance Services (PAS)and ensure rotas are planned to reflect forecasted demand.
Strategic Leadership and Service Development
Work closely with the ESR Team to support the development of the ESR system to develop high quality and efficient workforce information and payroll systems, maintaining accurate workforce systems and scheduling systems.
Analytical, Judgemental, and Decision Making
Use the workforce management software to deliver complex plans for operational delivery in a timely and accurate manner matching resource plans to forecasted demand profiles.
Receive requests for staff abstractions from rotas. Authorise/decline requests for staff abstractions from rotas according to protocols and where necessary liaise with line managers/HR to progress requests, ensuring fairness, equity, and consistency.
Communicate abstractions to staff and managers, both verbally and in written report form, where necessary.
Produce reports and other statistical data as required using a variety of information systems and formats.
Resource Management
Provide effective cover within the Scheduling Team, ensuring that the Department is adequately staffed and deputise for the Resource Planning Manager when required.
Liaise with the Managers and the Trust’s payroll provider on issues pertaining to timesheets, including sickness, annual leave and overtime.
Monitor abstractions, overtime spend and other designated KPI's and provide reports as required.
Work closely with the Private Provider Contract Manager to manage the planning of PAS resources and payments. Monitor and check Private Provider invoices against data held in the workforce management system and ensure any discrepancies are dealt with.
Working Conditions and Additional Information
Maintain a good working knowledge of Data Protection, Freedom of Information, Working Time Directive and other relevant legislation.
Resolve any software interface issues through error checking and contribute to the review of policies/protocols/processes, providing recommendations to improve performance where possible.
Contribute to continuous professional development of the Scheduling function, providing support to less experienced members of the team.
Participate in performance reviews in line with the Trust’s Knowledge and Skills Framework, personal training and continuous development, including one-to-one meetings with the Resource Planning Manager.
Ensure service users within areas of responsibility are provided with a quality service and that best practices are adopted within the department.
Adhere to robust systems of governance (clinical, financial, staff, information).
Contribute to the review of policies/processes/protocols, providing recommendations to improve performance wherever possible. Other duties as required by the Resource Planning Manager to ensure the smooth running of the Scheduling Department.
This advert closes on Sunday 21 Apr 2024