Job Scheduler | Planner
At Healthcare Matters, we support healthcare providers with equipment and services that help make a real difference to people's lives.
As we've grown, we've built a reputation for being responsive, reliable, and easy to work with. We're proud of that, but we're not interested in standing still. We believe there's always a better way to do things, and we're looking for someone who shares that mindset.
We're looking for a Job Scheduler | Planner who thrives in a busy environment, enjoys solving problems, and wants to play a key role in delivering an outstanding customer experience.
This isn't a purely customer service role. While there will be times when you'll answer calls and support customers, the primary focus is operational coordination, helping to coordinate services, resolve issues, improve processes, and ensure work flows efficiently from start to finish.
The Role
This is a process-driven role at the heart of our operation. You'll own the end-to-end planning cycle, making sure the right job happens in the right place at the right time — every time.
You'll work closely with engineers, department managers, and customers, taking ownership of key operational processes and helping us continuously improve the way we work.
- Appointment Booking — Managing customer bookings efficiently and accurately, ensuring a smooth and caring first point of contact
- Workshop Scheduling — Planning workshop capacity and workflow to maximise efficiency and minimise downtime.
- Follow-Up Communications — Keeping customers updated throughout their job, closing the loop after completion.
- Job Allocation & Scheduling — Assigning jobs to the right technician or team based on skillset, location, and workload.
- Vehicle Bookings — Coordinating MOTs and servicing schedules to keep our fleet compliant and available.
You'll be the person who keeps the wheels turning — literally and figuratively — using LEAN thinking to spot inefficiencies, streamline processes, and continuously improve how we plan and deliver work.
Key Characteristics
- Good communicator — clear and confident communicating with customers, colleagues and stakeholders
- Empathetic — understands the needs of others and adapts their approach accordingly
- Self-motivated — takes initiative and manages their workload without needing to be directed
- Resilient — remains composed and solution-focused when under pressure or facing setbacks
- Respectable — acts with integrity and earns the trust of those they work with
- Positive — brings an optimistic, can-do attitude to their work and interactions
- Consistent — fair and reliable in their approach to people, decisions and processes
Customer Experience & Continuous Improvement
- Managing escalated customer queries and supporting resolution where possible
- Working with teams across the business to improve service delivery
- Identifying opportunities to improve processes, systems, and customer outcomes
- Assisting with reviewing, refining, and remapping operational processes where required
- Supporting a culture of continuous improvement and operational excellence
- Helping Healthcare Matters deliver a world-class customer experience
What We're Looking For
We're looking for someone who is organised, proactive, and enjoys taking ownership.
You don't need experience in every aspect of the role, but you should be comfortable managing multiple priorities, communicating with different stakeholders, and finding practical solutions to problems.
Skills & Experience
- Proven experience in a scheduling, planning, logistics, or dispatch role
- Experience in an admin or customer-facing role, ideally within rentals, service or a similar field
- Strong working knowledge of North Wales, Shropshire, Cheshire, and the North West — travel times, routes, and geography
- Comfortable managing invoice queries and communicating financial matters clearly
- A methodical, process-driven mindset with an understanding of LEAN principles
- Strong organisational skills, able to manage competing priorities independently
- A natural problem-solver who looks for better ways of doing things
- Competent with office systems such as CRM or invoicing platforms
- Able to build effective working relationships across different teams and functions
- IT literate, with experience using scheduling/planning systems (training provided)
Language
- English (required)
- Welsh (preferred)
Why Join Us?
At Healthcare Matters, you'll be joining a friendly, supportive, and ambitious team that genuinely values ideas, initiative, and continuous improvement.
We believe the best people want more than just a job. They want the opportunity to make a difference, improve the way things are done, and be part of a company that's moving forward.
Benefits
- Competitive salary
- Company pension
- Private medical insurance
- Private dental insurance
- Health & wellbeing programme
- Employee discounts
- Company events
- Free on-site parking
- Monday-Friday working (no weekends)
Additional Information
Schedule: Monday-Friday, 8:30am-5:00pm
Holidays: 20 days plus bank holidays
Location: Wrexham, LL11 0PB (must be able to reliably commute or relocate before starting)
Work Location: In person
Start Date: As soon as possible
Pay: Up to £30,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
- Private medical insurance
Work Location: In person
