Job Overview
The BHAH Care Scheduler is responsible for the efficient planning, coordination and management of care staff schedules across multiple clients and locations.
The role requires excellent organisational and problem-solving skills to ensure that clients receive the right care, at the right time, from appropriately skilled and available staff.
A key responsibility is to create efficient staff rotas that minimise travel time, unnecessary journeys and gaps between visits, while maintaining high standards of care, continuity and compliance.
The Scheduler will balance client requirements, staff availability, skills, working hours, travel distances, appointment times and last-minute changes to produce practical and cost-effective schedules.
Key Responsibilities: Staff Scheduling & Rotas
- Plan and maintain daily, weekly and ongoing care schedules for a large number of care staff and clients.
- Match suitable care staff to clients based on availability, skills, experience, location and client requirements.
- Allocate staff to multiple clients across different geographical locations.
Build efficient rotas that minimise:
- Unnecessary travel
- Excessive travel distances
- Waiting time between visits
- Gaps in staff schedules
- Unproductive working time
- Group client visits geographically wherever possible to create efficient staff routes.
- Consider travel time carefully when scheduling consecutive client visits.
- Ensure staff have sufficient time to travel between appointments without creating unrealistic schedules.
- Maintain continuity of care by allocating regular carers to clients where possible.
- Monitor staff working hours, availability, annual leave, sickness and other absences.
Client & Care Requirements
- Ensure all scheduled visits meet clients' agreed care plans and required visit times.
- Take account of client preferences, continuity requirements and specific care needs when allocating staff.
- Ensure appropriately trained and competent staff are assigned to clients.
- Respond promptly to changes in client requirements or care packages.
- Liaise with Care Managers and other operational staff where scheduling conflicts or resource issues arise.
Daily Scheduling & Problem Solving
- Monitor schedules throughout the day and respond quickly to unexpected changes.
- Arrange cover for sickness, emergencies, late cancellations and staff shortages.
- Reallocate visits efficiently when staff become unavailable.
- Deal with late-running visits and changes to travel times.
- Resolve scheduling conflicts while prioritising client safety and continuity of care.
- Communicate schedule changes clearly to staff, clients and relevant managers.
- Escalate serious staffing or coverage issues to the appropriate manager.
Travel & Resource Optimisation
- Continuously review schedules to identify opportunities to reduce travel and improve staff utilisation.
- Consider geographical location when allocating staff to clients.
- Minimise unnecessary movement between different areas.
- Avoid excessive gaps between visits where operationally possible.
- Balance travel efficiency with client choice, continuity of care and staff preferences.
- Identify recurring scheduling inefficiencies and recommend improvements to management.
Communication & Administration
- Maintain accurate and up-to-date scheduling records and rotas.
- Communicate rotas and changes to care staff in a timely manner.
- Maintain professional communication with clients, families, carers and colleagues.
- Record changes, cancellations, missed visits and cover arrangements accurately.
- Work closely with Care Managers, Field Supervisors and the wider care team.
- Ensure scheduling information is handled confidentially and in accordance with company policies.
Key Skills & ExperienceEssential
- Previous experience in scheduling, rostering, workforce planning, coordination or a similar administrative role.
- Strong organisational and time-management skills.
- Excellent attention to detail.
- Ability to manage multiple staff members and clients simultaneously.
- Strong geographical awareness and ability to plan efficient travel routes.
- Excellent problem-solving and decision-making skills.
- Ability to work effectively under pressure and respond to last-minute changes.
- Confident communication skills, both verbal and written.
- Good IT skills and confidence using scheduling, rota or workforce management systems.
- Ability to prioritise tasks and manage competing demands.
Desirable
- Experience working within the health or social care sector.
- Previous experience scheduling care workers, support workers or community-based staff.
- Knowledge of care regulations and requirements relating to staffing and visit schedules.
- Experience using electronic care planning or scheduling software.
- Understanding of travel-time planning and geographical workforce allocation.
Personal Attributes
The successful candidate will be:
- Highly organised and methodical.
- Calm and professional under pressure.
- Proactive and able to anticipate scheduling problems before they occur.
- Flexible and adaptable when circumstances change.
- A confident decision-maker.
- Detail-oriented without losing sight of the bigger operational picture.
- Personable and able to build positive relationships with care staff and clients.
- Committed to delivering high-quality, person-centred care.
- Commercially aware and focused on making the best use of staff time and company resources.
Performance Measures
Success in the role will be measured through:
- Effective and accurate staff rotas.
- High levels of client visit coverage.
- Reduced staff travel time and unnecessary mileage.
- Reduced waiting and unproductive time between visits.
- Good utilisation of available care staff.
- Continuity of care for clients.
- Timely resolution of staff shortages and scheduling issues.
- Accurate scheduling records.
- Positive feedback from clients, care staff and management.
- Compliance with agreed client visit times and care requirements.
Working Relationships
The BHAH Care Scheduler will work closely with:
- Care Managers
- Registered/Operational Managers
- Care Workers
- Field Supervisors
- Clients and their families
- Recruitment and HR teams
- Payroll/Finance teams
- External professionals where required
Overall Responsibility
The BHAH Care Scheduler plays a vital role in ensuring that the organisation's care workforce is deployed efficiently, safely and effectively.
The successful candidate will combine care-focused decision-making with intelligent scheduling and route planning, ensuring that staff time is used effectively while maintaining excellent standards of client care and continuity.
Pay: From £14.00 per hour
Expected hours: 24.0 per week
Benefits:
- Casual dress
- Company events
- Company pension
- Employee mentoring programme
- Health & wellbeing programme
- Work from home
Work Location: In person
