Lead Resource & Planning Coordinator

The Role

We are looking for a proactive and analytical Lead Resource & Planning Coordinator to own workforce planning, capacity modelling and resourcing strategy for our clinical function - with this role expected to grow to cover all of Operations as we scale.

This is a step up from a coordination role into ownership of the strategy behind it: you’ll build the forecasting models, capacity plans and efficiency initiatives that shape how we resource the business, while also managing a Resource & Planning Coordinator who supports day-to-day delivery.

It’s also a genuinely hands-on, build-it-from-scratch role. Many of the tools, processes and rhythms this function needs don’t exist yet, so you’ll be setting them up yourself - from rostering processes to reporting dashboards - while also handling the day-to-day resourcing decisions that keep the clinical team running smoothly.

You’ll report to the Head of Clinical Operations, with a clear path to grow this role into a broader Resourcing leadership position as it expands across all of Operations.

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:

• Capacity planning & forecasting

  • Building and owning demand forecasting models - patient volume, seasonality and growth plans - translated into headcount and skill-mix requirements across 3-12 month horizons.

  • Running scenario and what-if modelling (e.g. attrition, absence, demand spikes) to stress-test staffing plans and reduce risk.

  • Tracking forecast accuracy against actuals and continuously refining models.

  • Translating business growth plans into resourcing plans and headcount business cases for leadership.

  Efficiency & building the function

  • Identifying inefficiencies in scheduling, staffing and workforce processes through data, and owning improvement projects end-to-end.

  • 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.

  • Driving adoption of workforce management tools and automating manual scheduling/rostering tasks.

  • 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

  • Managing day-to-day workforce planning, ensuring appropriate staffing levels to meet patient demand.

  • Monitoring real-time service activity and making adjustments as needed.

  • Overseeing shift planning and scheduling, ensuring fair and effective workforce allocation.

  • Line managing, developing and setting standards for a Resource & Planning Coordinator.

  • Acting as the key point of contact for urgent resourcing issues or service needs.

  • Overseeing onboarding, training and performance tracking for clinical teams.

  • Ensuring staffing plans meet safe staffing levels, escalating clinical risk promptly and in partnership with the Clinical Governance team.

  Budget & commercial ownership

  • Owning the resourcing budget and cost-to-serve, including contractor and overtime spend, and working to reduce reliance on premium-cost labour.

  • Managing invoicing for contractor staff and overtime, ensuring accuracy and timely submission.

  Reporting & stakeholder management

  • Reviewing key performance data to identify patterns, risks and opportunities, and presenting insight and recommendations to leadership.

  • Building dashboards and reporting on utilisation, fill rate, forecast accuracy and cost.

  • Partnering closely with Clinical Leadership, Finance and People teams to align resourcing strategy with wider business plans

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.