Scheduling Coordinator
3 Manfield Way, St. Austell PL25 3HQ
New Jobs
Contract, Contract
£29,000 a year
- The Scheduling Coordinator manages care rotas, ensuring all service users receive timely visits from appropriately trained staff, directly impacting care quality and compliance.
- The ideal candidate should possess excellent organisational skills, experience in scheduling, and a keen understanding of workforce management within a care environment.
- The role is office-based in St. Austell, offering a salary of £29,000 plus a £1,000 bonus, with opportunities for career progression in a compassionate team.
Scheduling Coordinator – Job Description
Department: Homecare
Reports To: Manager
Location: Office-based (with occasional operational support duties)
Salary: £29,000 + £1000 bonus
Purpose of the Role
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.
Key Responsibilities
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.
Manage real-time rota changes, including sickness, emergency cover, or service user changes.
Coordinate rota updates for new care packages, increased hours, hospital discharges, or reduced support needs.
Ensure the rostering system remains accurate, up-to-date, and fully auditable.
Monitor ECM (Electronic Call Monitoring), investigating late or missed calls and logging relevant actions.
Continuity of Care
- 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
Build rotas that minimise travel time, reduce fuel costs, and support efficient geographical grouping.
Monitor travel patterns and identify opportunities for route optimisation to maximise staff utilisation.
Staffing, Workforce & Capacity Coordination
Maintain accurate records of staff availability, training, annual leave, sickness, and contracted hours.
Ensure work is allocated fairly and in line with staff contracts and working time regulations.
Identify staffing shortages early and escalate risks to management with clear proposed solutions.
Communication with Care Staff
Communicate rota schedules and changes clearly to care staff using agreed channels (system, text, phone).
Provide accurate visit details, service user notes, and risk information to care staff.
Act as a point of contact for staff regarding rota queries or operational scheduling issues.
Build positive relationships with carers to support morale and retention.
Compliance, Safeguarding & Risk Management
Ensure rota decisions support CQC Key Lines of Enquiry (KLOES): Safe, Effective, Caring, Responsive, and Well-Led.
Maintain accurate and GDPR-compliant digital records.
Follow safeguarding procedures and report concerns immediately to management.
Identify operational risks early—missed visits, insufficient travel time, capacity issues—and act promptly.
Support emergency rota cover arrangements and escalate persistent service risks.
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.
Maintain a small continuity caseload
- 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.
On-Call Responsibilities
Participate in the shared on-call rota, providing out-of-hours support to staff and service users.
Respond to emergencies, missed visits, and safeguarding alerts outside normal working hours as required.
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
Person Specification
Essential
- 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 using electronic rostering or care management systems
Desirable
- Experience working in Homecare or health and social care services
- Understanding of continuity of care principles
3 Manfield Way, St. Austell PL25 3HQ
New Jobs
Contract, Contract
£29,000 a year