Workforce Planning Coordinator

Responsibilities

• Rota build & maintenance: Create, publish, and maintainbi-weekly/monthly/bi-monthlyrotas for London/UK clinics.Handle late changes, swaps, and backfills while protecting service levels.  
• Coverage assurance: Track open shifts and gaps daily. Trigger escalation and call-outs to bankpools. Coordinating with clinic leads to reach coverage targets. 
• System ownership (UK):Administer our WFMS tool, including locations, roles, templates, policies, leave rules, shift bidding/switching, and basic automations.  
• Leave & absence workflow:Collaborate with clinic leads to process leave, sick calls, and late arrivals using defined rules; enforce guardrails (e.g., auto-declines when staffing falls below minimums); keep rosters in sync with HRIS.  
• Data hygiene: Keep employee profiles, skills/clearances, clinics, and shift templates current across systems (WFMS, payroll provider, internal tools).  
• Basic reporting: Produce weekly staffing packs: coverage %, overtime, additional hours, tardiness counts, utilisation snapshots, and simple variance vs plan (Excel). 
• Payroll support: Reconcile hours/approvals and clean timesheets if needed,reducing payroll adjustments and pay queries.  
• Continuous improvement: Suggest process tweaks (templates, macros, checklists) that shave time from repetitive tasks and reduce rota errors.  

Requirements

• You have excellent written and verbal communication skills in English 
• 1–3 years in scheduling/rota coordination, clinic operations, or workforce admin (multi-site healthcare or shift-based ops a plus). 
• Comfortable in Excel (filters, lookups, pivot basics, conditional formatting); able to analyzeCSVs and spot anomalies. 
• Hands-on with a WFMS/scheduling system (e.g., Deputy, Quinyx, UKG, Rotageek) or strong appetite to learn.  
• Organised, detail-driven, and happy to own “last-mile” admin that keeps rotas true to reality. 

Nice to have

• Healthcare environment experience (operators, clinicians, bank/locum models).  
• Basic familiarity with HRIS (HiBob) and timesheet/payroll flows.  
• Light automation exposure (e.g., Excel formulas, simple macros, or templated imports/exports). 
• We offer a dynamic work environment with a high degree of autonomy that fosters growth and development. If you are passionate about building a better healthcare system for everyone and you thrive in a fast-paced environment, we would love to hear from you!