Lead Resource & Planning Coordinator
What success looks like
- A reliable, regularly-refreshed capacity plan and forecast is in place, with forecast accuracy improving quarter on quarter.
- Shift fill rates and rota coverage meet target, with fewer last-minute gaps and reduced reliance on overtime and contractors.
- Contractor and overtime spend is visible, controlled and trending down as a share of total resourcing cost.
- Core workforce planning processes and reporting are documented, repeatable and ready to extend beyond clinical into wider Operations.
- The Resource & Planning Coordinator is confidently owning day-to-day delivery, freeing you to focus on strategy and forecasting.
You'll be:
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Capacity planning & forecasting
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Building and owning demand forecasting models — patient volume, seasonality and growth plans — translated into headcount and skill-mix requirements across 3–12 month horizons.
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Running scenario and what-if modelling (e.g. attrition, absence, demand spikes) to stress-test staffing plans and reduce risk.
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Tracking forecast accuracy against actuals and continuously refining models.
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Translating business growth plans into resourcing plans and headcount business cases for leadership.
Efficiency & building the function
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Identifying inefficiencies in scheduling, staffing and workforce processes through data, and owning improvement projects end-to-end.
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Setting up new processes, tools and ways of working from scratch where none currently exist — this is a build-from-the-ground-up remit, not just running what’s already there.
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Driving adoption of workforce management tools and automating manual scheduling/rostering tasks.
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Leading change management as new processes and tools are introduced — bringing the existing team along and embedding new ways of working.
Day-to-day operations & people leadership
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Managing day-to-day workforce planning, ensuring appropriate staffing levels to meet patient demand.
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Monitoring real-time service activity and making adjustments as needed.
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Overseeing shift planning and scheduling, ensuring fair and effective workforce allocation.
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Line managing, developing and setting standards for a Resource & Planning Coordinator.
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Acting as the key point of contact for urgent resourcing issues or service needs.
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Overseeing onboarding, training and performance tracking for clinical teams.
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Ensuring staffing plans meet safe staffing levels, escalating clinical risk promptly and in partnership with the Clinical Governance team.
Budget & commercial ownership
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Owning the resourcing budget and cost-to-serve, including contractor and overtime spend, and working to reduce reliance on premium-cost labour.
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Managing invoicing for contractor staff and overtime, ensuring accuracy and timely submission.
Reporting & stakeholder management
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Reviewing key performance data to identify patterns, risks and opportunities, and presenting insight and recommendations to leadership.
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Building dashboards and reporting on utilisation, fill rate, forecast accuracy and cost.
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Partnering closely with Clinical Leadership, Finance and People teams to align resourcing strategy with wider business plans
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We’re looking for someone who has:
- Proven experience in workforce planning, resource management or operations management, ideally including forecasting or capacity modelling.
- Experience managing, mentoring or developing at least one direct report.
- Advanced Excel/Google Sheets skills (pivot tables, complex formulas, modelling); working knowledge of SQL or BI tools (e.g. Looker, Power BI) is a strong plus.
- Confidence using workforce planning tools and customer service platforms (e.g. Zendesk, Intercom, or similar).
- Experience designing and implementing new processes from scratch, not just running existing ones.
- Experience leading change management — introducing new tools or ways of working to an existing team and driving adoption.
- Strong stakeholder management skills, including the ability to influence senior leaders you don’t directly manage across Clinical, Finance and People.
- Strong problem-solving skills and the ability to adapt in a fast-paced, evolving environment.
- Clear, confident written and verbal communication skills.
It’s a bonus if you have:
- Experience scaling a resourcing or workforce planning function across multiple teams or departments.
- Background in a regulated industry or MedTech.
- Familiarity with statistical or predictive forecasting methods.
- Experience working in a high-growth or fast-scaling business.
