Role Summary

The Resource Planner is responsible for the planning and reporting of the health assessments undertaken within the Health Surveillance Team. Acting as a dedicated planner for set clients the role holder will work closely with the wider delivery team to ensure contractual standards are met. As a member of the planning team each planner is expected to cover the duties of the other as and when required.

Main Duties and Responsibilities

Service Delivery

• Act as a key point of contact for set clients for the delivery of Optima’s Health Surveillance, Fit for Task and Wellbeing assessments.
• Manage the recall database ensuring it is up to date and accurate at all times.
• Work with clients to efficiently plan the delivery of the annual programmes in line with agreed planning principles and constraints.
• Track key planning assumptions throughout the year by client identifying opportunities to deliver service efficiencies and increased profits.
• Through close working with the Customer Service Administrators and OHA’s ensure testing outcomes are processed and reported in line with contractual requirements.
• Work with clients to improve their schedule utilisations and attendance rates.
• Work with the Mobile Manager to ensure there are sufficient resources to deliver the services at all times ensuring all are working to an agreed plan.
• Work with the client to ensure they are fully engaged in the agreed plans.
• Identify ways to increase fleet and technician capacity and advertise capacity to existing clients.
• Be a key point of contact for the technicians ensuring they are fully aware of their schedules.
• Manage enquiries from client contacts and employees.
• Ensure that all client programmes are fully administered in accordance with process and the agreed client SLA’s.

Tracking & Reporting Requirements

• Maintain up to date employee population lists for each client
• Update scheduling trackers with appointment bookings, cancellations and attendance data daily.
• Update Wallchart accurately (Resource Diary System) to reflect planned, booked, confirmed, cancelled and carried out work.
• Update the Mobile Forecasted Work Trackers weekly and review during team planning meetings.
• Update the New Work Requests daily (Pipeline report).
• Produce monthly Programme to Date Compliance Levels.
• Produce Monthly Health Surveillance Dashboard Reports for each client.
• Produce monthly Booking Dashboard for each client.
• Produce End of Programme Reports for each set client.
• Raise monthly invoice requisitions for set clients ensuring they are accurate of the work and the contractual charging arrangements.

Person Specification

Experience, skills and knowledge required for the role

• Strong customer service and relationship building skills.
• Good working knowledge of Health Surveillance and Occupational Health.
• Proven scheduling experience or a graduate with a numbers based degree (including Maths, Economics, Business, Accounting, Engineering or Computer Science).
• Highly proactive with excellent communications skills.
• Excellent problem solving skills.
• Microsoft Excel to advanced level.
• Ability to analyse data.
• Ability to work accurately and efficiently on multiple projects.
• Ability to organise & prioritise own workload.
• Energetic and enthusiastic approach to work.

Key Performance Indicators

• Fleet, Booth, Technician Employed and Billable Utilisation.
• Confirmed: Booked Work Ratio (1 month to go).
• Screen: Travel Ratio.
• Key Planning Assumption adherence.
• Adherence to client reporting schedules.