Workforce Planning Coordinator

Responsibilities

We are representing a confidential healthcare technology client in their search for a Workforce Planning Coordinator based in London. In this role, you will be the backbone of clinical staffing operations, ensuring seamless coverage across multiple clinic locations.

Your core responsibilities include:

• Creating and publishing accurate bi-weekly and monthly staff rotas for assigned clinic locations, managing last-minute changes, shift swaps, and backfill requirements without service disruption
• Tracking open shifts and coverage gaps daily, escalating to contingent workforce pools when needed to maintain optimal staffing levels
• Administering the workforce management system, including location setup, role configuration, scheduling templates, policy enforcement, and leave management
• Producing weekly staffing analytics reports covering coverage percentages, overtime, utilisation rates, and variance analysis to support leadership decision-making
• Reconciling timesheets and ensuring clean data flow between workforce management and payroll systems to minimise queries and adjustments
• Partnering directly with clinic leadership to solve coverage challenges and maintain staffing targets

What We're Looking For

Essential requirements:

• Proven experience in scheduling coordination, rota management, or workforce administration, ideally within clinic operations or shift-based environments
• Strong Excel skills including filters, lookups, pivot tables, and conditional formatting; comfortable analysing data exports and identifying discrepancies
• Hands-on experience with workforce management or scheduling systems such as Quinyx, Deputy, UKG, Rotageek, or similar platforms—or a demonstrated ability to master new systems quickly
• Excellent written and verbal communication skills in English
• Track record of managing detail-intensive, deadline-driven administrative work with high accuracy and ownership

Preferred qualifications:

• Multi-site healthcare or clinic operations background
• Direct experience with Quinyx specifically
• Exposure to payroll reconciliation processes or HRIS-to-payroll data management

How We Work with You

Our talent team at Get A Job.ai partners exclusively with this client to fill this position. When you apply through our platform, one of our recruiters will conduct an initial screening to understand your background and ensure strong alignment with the role requirements. We will then submit qualified candidates directly to our client for consideration. Please do not attempt to contact the employer directly, as all applications must come through Get A Job.ai to be considered.

Pay

Compensation details will be discussed during the screening process with our recruitment team.

Equal Opportunity: Get A Job.ai is committed to inclusive hiring practices. We welcome applications from candidates of all backgrounds and work with our clients to ensure fair and equitable recruitment processes.