I’m working exclusively with a large, multi‑site organisation that has grown rapidly and is now centralising how it manages short‑notice staffing requirements.

They operate a successful internal staffing model and are implementing a national framework where all same‑day and planned cover is coordinated through a dedicated Absence Hotline.

This is a pivotal hire in that transition.

When a call comes in early in the morning, you are the calm, decisive operator who assesses availability, makes fast decisions, manages suppliers, and ensures sites remain operational. Initially hands‑on, this role is designed to grow into leading a national scheduling and operations function.

What you’ll be responsible for

In the initial phase, you will:

• Own the Absence Hotline, managing same‑day and planned cover requests
• Schedule and deploy pre‑vetted internal staff in response to short‑notice absence
• Coordinate bookings with approved external agencies when internal cover is unavailable
• Ensure all agency‑supplied workers meet required booking standards, including:
• Confirmed DBS clearance
• Receipt and recording of agency CVs and booking forms
• Maintain accurate booking records and clear communication between sites, agencies and internal teams
• Act as the central point of coordination as booking authority is removed from individual sites

In addition, you will:

• Produce regular operational reports showing:
• Where and when agency cover has been required
• Roles, locations and days most frequently impacted
• Use this insight to feedback directly to internal recruitment teams, highlighting:
• Gaps in internal staffing availability
• Priority areas for hiring to reduce ongoing agency usage
• Work closely with recruitment leads to ensure data‑led workforce planning, rather than reactive agency booking

As the model matures, you will:

• Create scalable processes, playbooks and SLAs for centralised absence management
• Support site leaders through the transition to a national scheduling model
• Hire, coach and manage a small team of Schedulers / Coordinators
• Track and improve KPIs such as fill rate, time‑to‑fill, agency dependency and service satisfaction
• Work with senior stakeholders to continuously refine and scale the operating model

This role will suit someone who

• Thrives in fast‑paced, real‑time operational environments
• Is comfortable working early hours and managing competing priorities
• Takes a commercially disciplined approach to agency usage
• Enjoys turning operational data into practical insight
• Can influence without authority, working effectively alongside recruitment teams
• Builds credibility through consistency, service and strong communication