Scheduling Coordinator – Job Description
Location: Office-based (with occasional operational support duties)
Salary: £29,000 + £1000 bonus
The Scheduling Coordinator is responsible for the effective planning and management of care rotas, ensuring all service user visits are allocated to suitably trained care staff and delivered reliably.
This role directly supports CQC compliance, continuity of care, workforce planning, emergency cover arrangements, and high-quality service delivery.
Rota Planning and Scheduling
- Build, maintain, and publish weekly and ongoing rotas for service users and staff ensuring 100% visit allocation.
- Match carers to service users based on skills, availability, continuity preferences, and location.
Coordinate rota updates for new care packages, increased hours, hospital discharges, or reduced support needs.
- Promote consistent allocation of carers to service users to improve continuity and relationship building.
- Maintain a small continuity caseload
- Monitor continuity levels and adjust rotas where possible to maintain regular carers.
Travel and Route Optimisation
Staffing, Workforce & Capacity Coordination
Maintain accurate records of staff availability, training, annual leave, sickness, and contracted hours.
Communication with Care Staff
Compliance, Safeguarding & Risk Management
Ensure rota decisions support CQC Key Lines of Enquiry (KLOES): Safe, Effective, Caring, Responsive, and Well-Led.
System and Data Management
- Maintain high quality accurate data within the electronic rostering system.
- Ensure visit information is updated promptly and correctly recorded.
- Support the monitoring of missed calls, late calls, and visit changes.
Collaboration with the Care Team
- Work closely with Care Coordinators regarding changes to service user care needs, safeguarding first response, MAR audits, structured reviews.
- Support the set-up of new care packages by allocating appropriate carers.
- Provide regular updates to management on capacity pressures, rota performance, and operational risks.
This job description is not exhaustive, and the post holder may be required to undertake additional reasonable duties aligned to the role and business needs, following appropriate consultation where required.
Key Performance Indicators (KPIs)
- 100% of planned visits allocated and covered.
- Weekly rota completed at least 7 days in advance, issued no later than Thursday.
- Target zero missed and minimise late calls attributable to scheduling issues.
- High levels of consistency of carer allocation
- Accurate and up-to-date scheduling records
- Strong organisational and time management skills
- Ability to manage multiple tasks and changing priorities
- Good communication and problem-solving skills
- Confidence using computer systems and scheduling software
- Ability to work effectively in a fast-paced operational environment
- Experience working in Homecare or health and social care services
- Understanding of continuity of care principles
