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Detailed job description and main responsibilities

1. Ensure the service has the right staff, both internal and external, with the right skills in the right place to meet patient demand and deliver Key Performance Indicators (KPIs) at all times. You will need to support the workforce planning process effectively.
2.  Input and update workforce management data accurately. Ensure compliance with Data Protection and Freedom of Information legislation.
3. Be responsible for allocation of leave, training and record abstractions for operational staff accurately and support with the allocation of relief shifts as required. Collate and maintain accurate records as required.
4. Provide effective cover within the Scheduling Team, ensuring that the Department is adequately staffed and deputise for the Scheduling Team Leader when required. 
5. Deal promptly, efficiently and professionally with calls and emails from staff dealing with queries, absence, annual leave, relief shifts etc and deal with these proactively to meet KPIs and provide a good service. Respond to ad hoc enquiries from all levels of staff.
6. Update the workforce management system to staff requests including maternity/paternity leave, coaching and training, stations meetings, team changes, new rota patterns and leave allocation.
7. Use the workforce management software to deliver complex plans for operational delivery in a timely and accurate manner.
8. Receive requests for staff abstractions from rotas. Authorise/decline requests for staff abstractions from rotas according to protocols and where necessary liaise with line managers/HR to progress requests, ensuring fairness, equity and consistency.
9. Liaise with the Managers and the Trust’s payroll provider on issues pertaining to timesheets, including sickness, annual leave and overtime.
10. Liaise with other departmental managers to make the most effective use of resources.
11. Monitor abstractions, overtime spend and other designated KPIs and provide reports as required.
12. Support the delivery of high quality patient care according to Trust standards, policies and procedures by supporting operations to deliver the required capacity to meet improved clinical care and patient outcomes.
13. Work closely with the ESR Team to support the development of the ESR system to develop high quality and efficient workforce information and payroll systems, maintaining accurate workforce systems and scheduling systems.
14. As part of the Scheduling Team ensure effective communication across all mediums with internal and external stakeholders alike.
15. Communicate abstractions to staff and managers, both verbally and in written report form, where necessary.
16. Produce reports and other statistical data as required using a variety of information systems and formats.
17. Maintain a good working knowledge of Data Protection, Freedom of Information, Working Time Directive and other relevant legislation.
18. Resolve any software interface issues through error checking and contribute to the review of policies/protocols/processes, providing recommendations to improve performance where possible.
19. Promote the Trust through accurate forecasting and planning the supports the delivery of high quality care and cost effective patient car20. Contribute to continuous professional development of the Scheduling function, providing support to less experienced members of the team.
20. Participate in performance reviews in line with the Trust’s Knowledge and Skills Framework, personal training and continuous development, including one-to-one meetings with the Scheduling Manager.
21. Ensure service users within areas of responsibility are provided with a quality service and that best practices are adopted within the department.
22. Adhere to robust systems of governance (clinical, financial, staff, information).
23. Contribute to the review of policies/processes/protocols, providing recommendations to improve performance wherever possible.
24. Other duties as required by the Scheduling Team Leader to ensure the smooth running of the Scheduling Department.