Job Purpose: The Scheduling Co‑ordinator will be responsible for managing the organisation’s day-to-day scheduling operations, ensuring rotas are effectively planned, maintained, and responsive to service needs. The post holder will coordinate staffing allocations, support efficient communication between teams, and provide high-quality administrative support. They will play a key role in improving scheduling processes, supporting operational delivery, and ensuring compliance with internal policies and service requirements.
Key Responsibilities:
Scheduling & Rota Management
- Plan, develop, and maintain staff rotas for supported living and community services in line with organisational objectives and individual care needs.
- Ensure rotas are accurate, cost-effective, and optimise the allocation of staff resources, including travel time.
- Publish rotas at least four weeks in advance and coordinate rota setup for new services in collaboration with the management team.
- Manage and adjust rotas in response to changing service needs, staffing levels, and operational priorities, including short-notice changes and sickness absence.
- Identify and address staffing gaps or risks to maintain continuity of care.
- Coordinate and participate in the on-call rota where required.
Operational Coordination
- Communicate rotas and changes clearly and promptly to staff, service users, and families where appropriate.
- Work collaboratively with service managers to plan for changes in care needs and service delivery.
- Act as a key point of contact for scheduling queries.
- Build effective working relationships to support coordinated and consistent service delivery.
- Attend meetings and contribute to improving rota efficiency and operational performance.
- Seek and respond to feedback to support continuous improvement.
Administration & Financial Support
- Maintain accurate scheduling records to support payroll, invoicing, and reporting.
- Record and report cancelled, refused, or unallocated hours, liaising with relevant teams where required.
- Support the effective administration of scheduling systems and workforce planning.
Compliance & Monitoring
- Ensure rota management complies with organisational policies, contractual requirements, and regulatory standards.
- Monitor commissioned versus delivered hours and escalate variances.
- Maintain accurate records to support audits, inspections, and governance processes.
- Contribute data and insights for quality monitoring and reporting.
- Coordinate with Learning & Development to ensure training requirements are scheduled and maintained.
- Handle all information in line with confidentiality and data protection requirements.
Leadership & Team Support
- Provide day-to-day guidance and support to administrative staff involved in scheduling.
- Contribute to supervision, appraisals, and team development.
- Support the induction of new staff in scheduling systems and processes.
General
- Be a visible, inclusive and transformational leader; demonstrating our values, equity and inclusion within your behaviours and attitudes at all times.
- Promote a positive workplace culture that values teamwork, respect and continuous improvement.
- Attend required training in Safeguarding, Data Protection, Health & Safety, First Aid and other subjects identified as a requirement for the role.
- Establish strong working relationships with all stakeholders.
- Work, always, in accordance with Reach Care’s policies and procedures.
- Reach retains the right to change or assign other duties to this position to meet the needs of the Charity.
If you are ready to take on a challenging yet rewarding role at Reach Learning Disability Care C.I.C, please contact [email protected] for further information on how to apply (job description and application form).
*PLEASE NOTE - WE WILL NOT BE ACCEPTING CV ONLY APPLICATIONS THROUGH INDEED.
Job Types: Full-time, Permanent
Pay: From £30,000.00 per year
Benefits:
- Canteen
- Company pension
- Free parking
- On-site parking
- Sick pay
Work Location: In person
