Scheduling and Planning Coordinator

About the Role

Hokben Performance and Business Operations Services is looking for a Scheduling and Planning Coordinator to support workforce scheduling, operational planning, and day-to-day resource coordination across the business. This role is ideal for someone who is highly organised, comfortable working with schedules and data, and able to balance changing priorities in a fast-moving environment.

You will work closely with operational teams to maintain accurate schedules, monitor staffing and workload requirements, coordinate changes, and provide clear planning information to support efficient service delivery.

Key Responsibilities

• Prepare and maintain daily, weekly, and monthly operational schedules.
• Coordinate staff availability, shift requirements, workload forecasts, and planned activities.
• Update schedules when priorities, staffing levels, or operational requirements change.
• Monitor coverage levels and identify potential scheduling gaps or resource conflicts.
• Work with team leaders and operational staff to coordinate changes and resolve scheduling issues.
• Maintain accurate planning records, staffing trackers, and scheduling documentation.
• Assist with forecasting workload and resource requirements using available operational data.
• Produce routine reports covering schedule performance, attendance, capacity, and resource utilisation.
• Communicate schedule updates clearly to relevant teams and stakeholders.
• Support annual leave, absence, training, and shift planning processes.
• Ensure scheduling information is accurate and updated across relevant systems.
• Assist with improving scheduling processes and identifying opportunities to increase efficiency.
• Support wider workforce planning and operational coordination activities when required.

What We Are Looking For

Experience: Previous experience in scheduling, workforce planning, operations coordination, administration, resource planning, logistics, or a similar role is preferred.

Planning Skills: Strong ability to organise schedules, manage competing priorities, and coordinate multiple operational requirements.

Data Skills: Comfortable working with spreadsheets, trackers, reports, and basic operational data to support planning decisions.

Attention to Detail: Able to maintain accurate schedules and identify conflicts, gaps, or inconsistencies before they affect operations.

Communication: Clear written and verbal communication skills with the ability to coordinate effectively with employees, supervisors, and other stakeholders.

Digital Skills: Confident using Microsoft Excel, Outlook, scheduling systems, workforce management tools, and standard office applications.

Problem Solving: Able to respond calmly to last-minute schedule changes, staffing issues, and changing operational priorities.

Organisation: Strong time management skills with the ability to manage recurring planning activities and urgent requests simultaneously.

Teamwork: Comfortable working across departments and supporting both operational and administrative teams.

Mindset: You are structured, dependable, and proactive. You enjoy keeping plans organised, anticipating potential scheduling issues, and ensuring teams have the information and resources they need to operate effectively.

Pay: £34,000.00-£40,000.00 per year

Work Location: In person