Workforce Planner, Sweden

Neko Health; Stockholms kommun; On-site; SEK 420,000 - 540,000; Full time

Job summary

Neko Health is seeking a Workforce Coordinator to keep Swedish clinics staffed with accurate bi-weekly and monthly rosters and to maintain schedules in the workforce management system. You will collaborate with clinic leads on coverage and labour metrics, ensuring timely changes and efficient operations.

The role requires strong Excel skills and experience with WFMS like Quinyx, Deputy or UKG, plus excellent English communication to support multi-site healthcare operations.

Qualifications

• > Experience in scheduling/rota coordination, clinic operations, or workforce administration.
• <br> > Comfortable in Excel: filters, lookups, pivot basics, conditional formatting; able to analyse CSVs and spot anomalies.
• <br> Hands-on experience with a WFMS/scheduling system (e.g. Quinyx, Deputy, UKG, Rotageek) or a strong appetite to learn one fast.
• <br> Excellent written and verbal communication skills in English.
• <br> Demonstrated ownership of detail-heavy, deadline-driven admin work.

Responsibilities

• Own accurate, on-time bi-weekly/monthly rota publication for all assigned Swedish clinics, with late changes, swaps, and backfills handled without service disruption.
• Establish daily tracking of open shifts and coverage gaps across assigned clinics, with escalation to bank pools and agency partners triggered before gaps affect throughput.
• Administer Quinyx (locations, roles, templates, policies, leave rules) for assigned clinics and configure at least one automation that measurably reduces manual admin time.
• Deliver a reliable weekly staffing pack (coverage %, overtime, additional hours, tardiness, utilisation, variance vs plan) that clinic and market leadership use to make staffing decisions.
• Reduce payroll queries and adjustments through cleaner timesheet reconciliation and consistent HRIS-to-payroll data flow.

Skills

Scheduling/rota coordination

Excel

WFMS tooling

English communication

Attention to detail

Tools

Quinyx

Deputy

UKG

Job description

Mission

Neko is redefining what prevention means, from treating illness when it arrives, to sustaining health before it's ever at risk. Our mission: make data-driven, preventative care accessible to more people, before symptoms appear.

In a single, non-invasive visit under an hour, proprietary technology and direct clinical care combine to deliver personalised, actionable insights. It's a team that thinks in 10x, not 10%. Every role here plays a part in building a world where prevention is the norm, and where your work genuinely helps people live longer, healthier lives.

Role Purpose

This role exists to keep Swedish clinics staffed to target coverage. The Workforce Coordinator owns bi-weekly and monthly rota creation, maintains accurate schedules in the workforce management system, and produces the staffing reports that let clinic and market leadership make fast, informed decisions. The role sits within the Operations Planning function and partners directly with clinic leads on coverage, staffing, and labour metrics.

What You'll Deliver in the First 6-12 Months

• Own accurate, on-time bi-weekly/monthly rota publication for all assigned Swedish clinics, with late changes, swaps, and backfills handled without service disruption.

• Establish daily tracking of open shifts and coverage gaps across assigned clinics, with escalation to bank pools and agency partners triggered before gaps affect throughput.

• Administer Quinyx (locations, roles, templates, policies, leave rules) for assigned clinics and configure at least one automation that measurably reduces manual admin time (Tech-enabled, human-centred).

• Deliver a reliable weekly staffing pack (coverage %, overtime, additional hours, tardiness, utilisation, variance vs plan) that clinic and market leadership use to make staffing decisions.

• Reduce payroll queries and adjustments through cleaner timesheet reconciliation and consistent HRIS-to-payroll data flow.

Minimum Qualifications

• Experience in scheduling/rota coordination, clinic operations, or workforce administration.

• Comfortable in Excel: filters, lookups, pivot basics, conditional formatting; able to analyse CSVs and spot anomalies.

• Hands‑on experience with a WFMS/scheduling system (e.g. Quinyx, Deputy, UKG, Rotageek) or a strong, demonstrable appetite to learn one fast.

• Excellent written and verbal communication skills in English.

• Demonstrated ownership of detail‑heavy, deadline‑driven admin work (the “last mile” that keeps a rota accurate).

Preferred Qualifications

• Multi‑site healthcare or shift‑based operations background.

• Direct Quinyx experience specifically, rather than an adjacent WFMS.

• Prior exposure to payroll reconciliation or HRIS‑to‑payroll data flows.

About titles at Neko

We use a simplified internal title framework that prioritises clarity over hierarchy, so internal titles may differ from market‑facing role titles. Scope, impact and level of the role are fully aligned and will be clearly discussed throughout the process.

Hiring Process

Candidates progress from application and structured screening through thoughtfully designed interviews culminating in a formal offer and final pre‑employment checks before joining the team.

Equal Opportunity & Inclusion Statement

Neko Health is committed to inclusive hiring and member‑first care. We welcome candidates from all backgrounds and encourage you to request reasonable adjustments to support your application.