Scheduling Co-Ordinator

Job Title: Scheduling Co-Ordinator

Salary: £30,000 (FTE)

Hours: 30-35 per week, Monday - Friday (ability to work flexibly - early, late and weekends, bank holidays and on-call responsibilities)

Location: Nottinghamshire (Newark, Southwell & Mansfield) / Hybrid Working

Type of contract: Full-Time, Permanent

Reporting to: Operations Manager

Benefits: 25 days annual leave + bank holidays (pro-rata), pension contribution and sickness scheme

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.

Person Specification Essential Criteria

• Works well and efficiently in a team and independently.
• Communicates clearly and concisely through a variety of methods (verbal and written).
• Good time management, enabling deadlines and time scales to be met.
• Flexible and adaptable approach to their work.
• Works collaboratively with a variety of stakeholders.
• Solution-focused and has a can-do attitude to problem solving.
• Proactive, concise and considered in decision-making.
• Good attention to detail within their work.
• Self-motivated to make a positive difference and elicit individual and organisational growth.

Desirable Criteria

• Experience working with adults with learning disabilities.
• Experience in using IT.
• Good knowledge and experience of safeguarding.
• Can drive and is willing to travel for work purposes.
• Creative and innovative in their ways of working.

Key Skills & Qualifications

• Significant experience in an administrative or office management role. (Essential)
• Strong understanding of confidentiality, data protection, and professional boundaries. (Essential)
• Excellent organisational skills with the ability to manage multiple priorities. (Essential)
• Strong written and verbal communication skills. (Essential)
• Experience working within a care setting, particularly in staff scheduling, rota management, or workforce planning. (Desirable)
• Confident user of Microsoft Office and administrative systems. (Desirable)
• Good understanding of CQC regulations and domiciliary care compliance requirements. (Desirable)

Being a Reach Person

• Inspires trust and confidence in others.
• Treat others with dignity and respect to create an environment that significantly contributes to everyone feeling safe, encouraged, and valued.
• Promotes innovation, inclusion and diversity that provides everyone with the right to aspire.
• Can build and maintain strong relationships by taking time and investing effort to understand the unique needs and goals of the organisation and individuals.
• Emphasises and understands the importance of individuals' rights to participate.
• Understands the importance and prioritises listening to the voices of people with learning disabilities and their families.
• Commits to and maintains high standards in every aspect of their work.
• Advocates for people with learning disabilities living independent lives.

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.