Job vacancy: Scheduling Resource Coordinator, East of England Ambulance Service Trust, Regional

Job summary

Main area

Administrative services

Grade

NHS AfC: Band 4

Contract

Permanent

Hours

Full time
Home or remote working

37.5 hours per week (Hours of operation is between 0600 and 2200, and successful post holders appointed will be required to work REMOTELY and undertake evening and weekend working on a shift rota or set days basis between 0800 and 1800.)

Job ref

247-A&E-SRCoor-0724

Employer: East of England Ambulance Service Trust
Employer type: NHS
Site: Remote Working
Town: Regional
Salary: £25,147 - £27,596 per annum
Salary period: Yearly
Closing: 05/08/2024 23:59

Scheduling Resource Coordinator

NHS AfC: Band 4

Great healthcare requires great people. That’s why we are doing everything we can to recruit committed, skilled people – and to make sure we support our new and existing employees, so they choose to stay with us.

#WeAreEEAST

We encourage you to ensure that your application relates to the Person Specification (provided as part of the Job Description or as a separate attachment).
Please visit our recruitment support page for advice on completing your application.

Detailed job description and main responsibilities

Key Responsibilities of the Role

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.

Person specification

Qualifications

Essential criteria

NVQ level 3 or equivalent experience
European Computer Driving Licence or demonstrable working knowledge of using the full range of Microsoft Office applications

Knowledge & Experience

Essential criteria

Experience using workforce management software or similar
Experience in using Microsoft Office applications including Excel, Word, Powerpoint and Outlook
Knowledge of GDPR, Data Protection Acts and Working Time Directive
Previous experience of applying and adhering to workplace policies, procedures and protocols
Experience of working in a responsive customer focused, front line service environment
Good awareness of Equality and Diversity and ability to demonstrate a fair and consistent approach
Able to produce accurate reports from the rostering software to meet deadlines

Desirable criteria

GRS experience
Previous experience of managing rotas and service delivery staff
Previous NHS experience

Practical and Intellectual Skills, Personal Qualities, Abilities and Attributes

Essential criteria

Ability to prioritise and manage workload and work to tight deadlines
Attention to detail and accurate data inputting skills
Ability to work without supervision within set procedures and protocols
Ability to effectively communicate complex information to staff at all levels via telephone/e-mail and in person

Desirable criteria

Work in partnership with internal and external stakeholders
Ability to analyse and understand information
Ability to take responsibility/ownership for own work and that of others
Ability to work in and motivate others in a pressurised environment
Ability to interpret basic data, highlighting issues and risks

References and Employment History: All references from current and previous employers, will be sought via their Human Resources Department and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and email address of the Human Resources Department and indicate your current/previous line manager and their departmental details.

All appointments will be subject to currently having a clean disciplinary record.

Please be advised that a No Smoking Policy is in operation throughout the Trust.

Guaranteed Interview Scheme - Under the Trust's commitment 'Positive about Disabled People', if you consider yourself as having a disability and you meet the minimum selection criteria for any post, you will get an automatic interview. By minimum selection criteria we mean that you must provide us with evidence in your application form which demonstrates the essential requirements as set out in the person specification and advertisement for a post.

We aim to represent and value the diversity of our local communities through our workforce and service provision. We therefore positively encourage applications, regardless of age, race, religion & belief, sex, gender reassignment, sexual orientation, marriage & civil partnership, pregnancy & maternity or disability.

If you have a disability and wish to send in an alternative format of the application form please contact the Recruitment Team on 01234 243200

PLEASE NOTE - If you use a hotmail, msn or yahoo e-mail account, you will need to check your "junk" mail regularly as these e-mail providers may divert any communications straight in to your "junk" inbox.
You may wish to add any addresses featuring 'trac.jobs' to a safe list.

The Trust reserves the right to close this vacancy before the advertised closing date if a large number of applications are received. If you would like to apply for this position then please keep this information in mind when preparing your submission.

Please note that if you have not had a response from us after one month of submitting your application, you have not been shortlisted for interview.