Scheduling & Workforce Coordinator

We are looking for a highly organized and proactive Scheduling & Workforce Coordinator to support the day-to-day scheduling and workforce coordination of allied health professionals across Residential Aged Care services.

In this role, you will be responsible for coordinating clinician rosters, managing availability and leave, arranging backfill, and responding to short-notice workforce changes. You will also serve as a key point of contact for allied health professionals, ensuring clear communication and reliable service coverage.

This is an ideal opportunity for someone with strong scheduling, rostering, workforce coordination, or healthcare operations experience who enjoys working in a fast-paced environment and solving workforce challenges proactively.

• Coordinate day-to-day scheduling and rostering of allied health professionals across Residential Aged Care services.
• Develop and maintain accurate rosters based on service requirements, clinician availability, contracted hours, and operational priorities.
• Ensure contracted service hours are accurately scheduled and covered.
• Monitor upcoming rosters to identify gaps, conflicts, over-allocations, and potential service delivery risks.
• Proactively resolve scheduling conflicts before they impact service delivery.
• Coordinate roster changes and short-notice workforce requirements.

• Manage planned and unplanned leave and assess the operational impact.
• Coordinate suitable backfill for clinician leave to maintain service continuity.
• Respond promptly to sick leave and ad hoc workforce changes.
• Maintain visibility of clinician availability and upcoming leave.
• Work with clinicians to identify suitable availability and alternative coverage options.
• Help keep the casual workforce pool engaged and available for potential coverage.
• Identify recurring workforce gaps and escalate risks appropriately.

• Act as a key point of contact for allied health professionals regarding rosters, leave, availability, and scheduling changes.
• Maintain clear, timely, and professional communication with clinicians and stakeholders.
• Respond promptly to scheduling queries and requests.
• Communicate service changes, coverage issues, and operational requirements.
• Work closely with Operations and Clinical teams to minimize service disruption.
• Build positive and professional relationships across the healthcare workforce.

• Monitor clinician capacity, contracted hours, workforce utilization, and service coverage.
• Identify opportunities to improve workforce allocation and reduce unfilled or underutilized hours.
• Review scheduling patterns and workforce data to identify trends and potential risks.
• Prepare scheduling, workforce coverage, and utilization reports.
• Maintain accurate workforce information and scheduling records.

• Maintain accurate scheduling and workforce information across Deputy, Monday.com, and Outlook.
• Ensure information remains consistent and up to date across operational systems.
• Identify and resolve system discrepancies.
• Support the improvement of scheduling workflows and workforce processes.
• Identify opportunities to reduce manual administration and improve scheduling efficiency.
• Contribute to continuous improvement initiatives across workforce operations.

• Demonstrated experience in scheduling, rostering, workforce coordination, or a similar operational role.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to manage competing priorities and respond effectively to changing workforce requirements.
• Strong written and verbal communication skills.
• Strong English communication proficiency.
• Ability to work independently and proactively identify and resolve issues.
• Experience using scheduling, rostering, workforce management, or similar systems.
• Strong Microsoft Office skills, particularly Outlook and Excel.

• Experience in healthcare, allied health, aged care, disability, or community services.
• Experience working directly with healthcare or allied health professionals.
• Experience with aged care rostering, particularly high-volume rostering.
• Experience with home care rostering.
• Experience using Deputy, Monday.com, Salesforce, or similar systems.
• Experience working across a multi-site service environment.
• Certificate IV, Diploma, or tertiary qualification in Business Administration, Health Administration, Operations, or a related discipline.

The ideal candidate will be:

• Highly organized and detail-oriented
• Proactive and solutions-focused
• Analytical with strong problem-solving skills
• Responsive and comfortable managing urgent or last-minute changes
• Confident communicating with healthcare professionals
• Professional and collaborative
• Accountable and able to work independently
• Customer-service focused
• Comfortable managing multiple priorities in a fast-paced environment
• Committed to continuous improvement and operational excellence

If you have strong scheduling or workforce coordination experience and enjoy working with people in a fast-paced healthcare environment, we'd love to hear from you.