Scheduling Administrator

EMED Group; Bristol (VA); On-site; USD 34,000 - 47,000; Full time

Benefits offered by this job

Training & development

Annual leave

Career progression

Free parking

Staff discount

Pension scheme

EAP (Employee Assistance)

Benevolent fund

Job summary

Bristol Ambulance (Part of EMED Group) is seeking a Scheduling Administrator to join our team in Bristol. This is a hands-on role focusing on planning, coordination and management of operational staffing to meet patient demand.

You will maintain workforce records, support rostering, monitor performance and work with operational managers, payroll and HR to resolve queries and drive continuous improvement of scheduling processes.

Qualifications

• Excellent organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong analytical skills with experience producing reports and interpreting workforce data.
• Excellent communication and stakeholder management skills.
• Experience using workforce management, scheduling or rostering systems.

Responsibilities

• Coordinate workforce planning to ensure staffing levels meet operational demand and KPIs.
• Maintain accurate workforce records (annual leave, sickness, training, rota changes).
• Manage leave requests, relief shifts and rota changes per policy and requirements.
• Produce workforce reports and analyse KPIs (overtime, abstractions, utilisation).
• Liaise with managers, HR, payroll providers and operations to resolve queries efficiently.
• Support maintenance and improvement of scheduling systems and address system issues.
• Provide guidance on workforce planning, rostering and resourcing queries.
• Ensure compliance with Data Protection, FOI and Working Time Regulations.
• Support policy and process reviews and deputise for the Resourcing Team Lead when needed.

Skills

Organisational skills

Analytical reporting

Communication

Rostering systems experience

Tools

Workforce management software

Job description

Bristol Ambulance (Part of EMED Group) have a fantastic opportunity for a Scheduling Administrator to join our team based in Bristol.

We are looking for a proactive and highly organised individual to support the effective planning, coordination and management of operational staffing. You will play a key role in ensuring the right people, with the right skills, are available at the right time to meet patient demand and achieve key performance targets. Working closely with operational managers, payroll, HR and control teams, you will maintain workforce systems, coordinate staffing changes, monitor performance, and contribute to the continuous improvement of workforce planning processes.

Full time | 42 hours pw | 4 on 4 off shift | 07:00 - 19:00

Benefits for the role include

• Comprehensive training and development opportunities
• Generous annual leave entitlement
• Opportunity for progression
• Free parking
• Staff discount
• Discount via company opted pension
• BUPA Employee Assistance Programme
• Staff benevolent fund (Deano Scheme)

Key Responsibilities

• Coordinate workforce planning to ensure appropriate staffing levels are maintained to meet operational demand and service KPIs.
• Maintain accurate workforce management records, including annual leave, sickness, training, rota changes, parental leave and staff abstractions.
• Manage staff leave requests, relief shifts and rota changes in line with organisational policies and operational requirements.
• Produce workforce reports and analyse key performance indicators, including overtime, staffing abstractions and resource utilisation.
• Liaise with managers, HR, payroll providers and operational teams to resolve staffing and payroll queries efficiently.
• Support the maintenance and continuous improvement of workforce management and scheduling systems, identifying and resolving system issues where required.
• Provide professional advice and support to staff regarding workforce planning, rostering and resourcing queries.
• Ensure compliance with relevant legislation, including Data Protection, Freedom of Information and Working Time Regulations.
• Contribute to policy and process reviews, recommending improvements to enhance efficiency and service delivery.Support the Resourcing Team by providing cover for colleagues and deputising for the Resourcing Team Leader when required.

What We're Looking For

• Excellent organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong analytical skills with experience producing reports and interpreting workforce data.
• Excellent communication and stakeholder management skills.
• Experience using workforce management, scheduling or rostering systems.
• High level of accuracy and attention to detail.
• Ability to work collaboratively across departments while maintaining confidentiality and professionalism.
• Knowledge of workforce planning principles and relevant employment legislation is desirable.

About Us

EMED Group is an established healthcare logistics provider that enables access to health and social care through our four specialist divisions. We are one of the largest health and care partners to the NHS with 4,000 colleagues across over 60 bases UK-wide. EMED Group is committed to pro-actively improving the wellbeing of our communities by providing access to vital health and social care services across the UK.