Medical Secretary jobs in Nottinghamshire

Job Purpose: The Scheduling Co‑ordinator will be responsible for managing the organisation’s day-to-day scheduling operations, ensuring rotas are effectively planned, maintained, and responsive to service needs. The post holder will coordinate staffing allocations, support efficient communication between teams, and provide high-quality administrative support. They will play a key role in improving scheduling processes, supporting operational delivery, and ensuring compliance with internal policies and service requirements.

Key Responsibilities:

Scheduling & Rota Management

• Plan, develop, and maintain staff rotas for supported living and community services in line with organisational objectives and individual care needs.
• Ensure rotas are accurate, cost-effective, and optimise the allocation of staff resources, including travel time.
• Publish rotas at least four weeks in advance and coordinate rota setup for new services in collaboration with the management team.
• Manage and adjust rotas in response to changing service needs, staffing levels, and operational priorities, including short-notice changes and sickness absence.
• Identify and address staffing gaps or risks to maintain continuity of care.
• Coordinate and participate in the on-call rota where required.

Operational Coordination

• Communicate rotas and changes clearly and promptly to staff, service users, and families where appropriate.
• Work collaboratively with service managers to plan for changes in care needs and service delivery.
• Act as a key point of contact for scheduling queries.
• Build effective working relationships to support coordinated and consistent service delivery.
• Attend meetings and contribute to improving rota efficiency and operational performance.
• Seek and respond to feedback to support continuous improvement.

Administration & Financial Support

• Maintain accurate scheduling records to support payroll, invoicing, and reporting.
• Record and report cancelled, refused, or unallocated hours, liaising with relevant teams where required.
• Support the effective administration of scheduling systems and workforce planning.

Compliance & Monitoring

• Ensure rota management complies with organisational policies, contractual requirements, and regulatory standards.
• Monitor commissioned versus delivered hours and escalate variances.
• Maintain accurate records to support audits, inspections, and governance processes.
• Contribute data and insights for quality monitoring and reporting.
• Coordinate with Learning & Development to ensure training requirements are scheduled and maintained.
• Handle all information in line with confidentiality and data protection requirements.

Leadership & Team Support

• Provide day-to-day guidance and support to administrative staff involved in scheduling.
• Contribute to supervision, appraisals, and team development.
• Support the induction of new staff in scheduling systems and processes.

General

• Be a visible, inclusive and transformational leader; demonstrating our values, equity and inclusion within your behaviours and attitudes at all times.
• Promote a positive workplace culture that values teamwork, respect and continuous improvement.
• Attend required training in Safeguarding, Data Protection, Health & Safety, First Aid and other subjects identified as a requirement for the role.
• Establish strong working relationships with all stakeholders.
• Work, always, in accordance with Reach Care’s policies and procedures.
• Reach retains the right to change or assign other duties to this position to meet the needs of the Charity.

If you are ready to take on a challenging yet rewarding role at Reach Learning Disability Care C.I.C, please contact sarah.brooks@reachuk.org for further information on how to apply (job description and application form).

*PLEASE NOTE - WE WILL NOT BE ACCEPTING CV ONLY APPLICATIONS THROUGH INDEED.

Job Types: Full-time, Permanent

Pay: From £30,000.00 per year

Benefits:

• Canteen
• Company pension
• Free parking
• On-site parking
• Sick pay

Work Location: In person