Resource Planner

Job description

Job responsibilities

Service Delivery

• Manage rotas for specified LCW services.
• Be responsible for ensuring 100% rota fill always to ensure the services are resourced to the required levels each day and highlighting any gaps or concerns with the relevant service manager in a timely manner.
• Being pro-active and confident in contacting staff to work
• Be responsible for keeping Rotamaster up to date and ensuring payments and staff are added in correctly to support a smooth payroll process, including setting up new employees.
• Build excellent relationships with all staff to be able to persuade them to cover ad hoc short notice shifts and Agencies to be able to achieve last minute rota cover.
• Work to cover rotas three months in advance to maintain stability and efficiency.
• Ensuring a weekly contingency in place for times of peak demand
• Escalate in a timely manner difficult to fill vacant shifts with actions already taken.
• Work within the Working Time Directive guidelines and LCW policies
• Develop good working relationships and good communication lines between the local management teams for the specified services.
• Work with the recruitment team to get new clinicians and other staff into the rotas as quickly and as smoothly as possible.
• Working closely with other members of central rota team to be able to provide support for other services at weekends and evenings.
• Working closely with Lead clinicians to approve new agency staff, taking responsibility for ensuring all key pre-employment documents are available and stored in the rota management system.
• Provide daily and weekly updates to the Service Managers on rota fill
• Proactively manage the rotas to ensure adequate resourcing in line with budgeted staffing levels and service demand.
• Ensure annual leave is authorized promptly and in line with leave levels.
• Accurate recording of sickness and other absence to ensure the rotas are an accurate reflection of daily staffing levels.
• Daily, weekly and monthly reporting on shift fill
• Collate shift reports to support service manager sit rep meetings, providing relevant narrative.
• Set up and maintain master rotas for each staffing group.
• Liaison with service managers and finance colleagues to ensure colleagues are paid accurately and on time.
• Support colleagues with the preparation and maintenance of other rotas in the organization for example NHS111, Urgent Treatment Centres, or out of hours rotas.
• Respond to ad hoc enquiries in line with business needs to ensure staffing is safe adequate and appropriate to the relevant service setting.

• Ensure shifts are proactively filled in accordance with service requirements and each staff member receives a 4-week rotational roster (which is subject to change in line with service needs).
• Ensure RotaMaster records are kept up to date and that staff are rostered into shifts and that the total hours worked in a 4-week period or other associated pay period is in line with contracted or agreed agency hours.
• Ensure RotaMaster shift changes (such as reduction in working hours) are sanctioned only when the appropriate change or leavers document approval provided, and that this information is in turn passed onto other teams such as HR and Payroll for action.
• Act as the first point of contact for any colleagues queries in relation to their rota, addressing concerns or errors promptly in a professional and understanding manner.
• To act as a champion for LCWs values and behaviours, supporting the organisation to foster a culture of engagement, belonging and inclusivity.
• Ensure short notice changes to the rota i.e., on the day or next cancellations due to sickness or emergency leave are covered by working closely with the Operational Team.
• Adjust staff rota patterns within next 14 days to assist in covering annual leave or any changes to service 24hr demand profile by moving shifts to start earlier or finish later.

• Attend daily call centre huddle or MS Team meeting to highlight and escalate any rota risks such as shortage of a required skill set in the timeliest way possible to the Service Manager and Director of Operations
• Ensure a weekly or fortnightly contact log is kept up to date and all relevant staff have access to ensure contact with staff is monitored and kept to a minimum in non-work time.
• Updates the workforce plan every Tuesday, ensuring any leavers and change of hours from both agency and contracted staff is accurate.
• Allocate new starters (both agency and permanent) shift patterns on Master Rota and ensure that allocation conforms to required number of hours as per contract of employment or agency agreement, ensuring that patterns reflect service needs.
• Align available shifts on RotaMaster reflect requirements.
• Send out bi-weekly rota reminders to staff.

• Collate and distribute reports on any trends for cancellations, no-shows etc. and ensure that this is fed back to the Service Manager & Director of Operations.
• Support the Operational Team or HR in the investigation of complaints or grievances relating to rota or Payroll administration.
• Monitor annual leave requests and ensure leave is allocated fairly and before the end of the financial year.
• To set up and configure rotas for new services as and when needed, providing advice and guidance on the suitability of proposed rota plans.
• Financial, contracting and information management.
• Work within devolved budgetary responsibility ensuring costs is monitored and managed closely, making best use of public funds and in line with standing financial instructions.

• Ensures compliance with organisations policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of scheduling, finance or patient care.

• Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in appraisal, 1:1s, action learning and by maintaining a professional/personal portfolio of learning throughout the year to inform the appraisal process.
• Develop and maintain systems and processes to ensure that learning needs are identified and met, and that all learning is planned, implemented, evaluated, and shared to change and improve services according to changing health care needs.

• Actively contribute to positively promoting LCW, its image and reputation.
• Positively contribute to the building and development of the LCW Team and culture.
• Contribute to service improvement plans and initiatives.
• Carry out other duties as required.

Person Specification

Qualifications

Essential

• Educated to A Level/NVQ3 level or equivalent

Experience

Essential

• Experience in rota filling and relationship management
• Previous experience in working in a healthcare setting, preferably a Urgent Treatment Centre, NHS 111 or out of hours setting
• Competent in the use of Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Demonstrable problem-solving skills with the ability to be flexible in response to unexpected demands.

Desirable

• Working knowledge of Rotamaster

Skills

Essential

• Excellent communication skills
• Excellent organisational and administration skills.
• Strong IT skills, Microsoft Office competent: particularly in Excel, Word and PowerPoint

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

LCW UCC

Address

St. Charles Hospital

Exmoor Street

London

W10 6DZ

Employer's website

https://www.lcwucc.com/ (Opens in a new tab)