Workforce Planning Coordinator chez Nekohealth

Overview This role is responsible for ensuring that all the clinics we run in the UK market achieve target coverage goals by being efficient and creative with staffing requirements. You will partner with clinic leads and market leadership to keep schedules accurate in the workforce management system and provide accurate staffing reports that help us make smart, fast decisions. This role is hands-on, as you will be owning the weekly rota creation and governance for all our clinics. This role will be part of the broader Operations Planning remit around coverage, staffing and labour metrics.  

Responsibilities

Rota build & maintenance: Create, publish, and maintainbi-weekly/monthly/bi-monthlyrotas for London/UK clinics.Handle late changes, swaps, and backfills while protecting service levels.  

Coverage assurance: Track open shifts and gaps daily. Trigger escalation and call-outs to bankpools. Coordinating with clinic leads to reach coverage targets. 

System ownership (UK):Administer our WFMS tool, including locations, roles, templates, policies, leave rules, shift bidding/switching, and basic automations.  

Leave & absence workflow:Collaborate with clinic leads to process leave, sick calls, and late arrivals using defined rules; enforce guardrails (e.g., auto-declines when staffing falls below minimums); keep rosters in sync with HRIS.  

Data hygiene: Keep employee profiles, skills/clearances, clinics, and shift templates current across systems (WFMS, payroll provider, internal tools).  

Basic reporting: Produce weekly staffing packs: coverage %, overtime, additional hours, tardiness counts, utilisation snapshots, and simple variance vs plan (Excel). 

Payroll support: Reconcile hours/approvals and clean timesheets if needed,reducing payroll adjustments and pay queries.  

Continuous improvement: Suggest process tweaks (templates, macros, checklists) that shave time from repetitive tasks and reduce rota errors.  

Requirements

You have excellent written and verbal communication skills in English 

1–3 years in scheduling/rota coordination, clinic operations, or workforce admin (multi-site healthcare or shift-based ops a plus). 

Comfortable in Excel (filters, lookups, pivot basics, conditional formatting); able to analyzeCSVs and spot anomalies. 

Hands-on with a WFMS/scheduling system (e.g., Deputy, Quinyx, UKG, Rotageek) or strong appetite to learn.  

Organised, detail-driven, and happy to own “last-mile” admin that keeps rotas true to reality. 

Nice to have

Healthcare environment experience (operators, clinicians, bank/locum models).  

Basic familiarity with HRIS (HiBob) and timesheet/payroll flows.  

Light automation exposure (e.g., Excel formulas, simple macros, or templated imports/exports). 

We offer a dynamic work environment with a high degree of autonomy that fosters growth and development. If you are passionate about building a better healthcare system for everyone and you thrive in a fast-paced environment, we would love to hear from you! 

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