We are delighted to be working with a well-established employer of choice who are currently looking for a Scheduler to join their offices in Ware, Hertfordshire. This is initially a maternity cover contract which we envisage will last for approximately 12-months.

Within this role you will liaise with external colleagues on a regular basis and be responsible for the coordination and allocation of their schedules to required site visits to clients. You will also manage all associated administration and ensure all relevant reporting is accurate and kept up to date. 

Joining a friendly team, you will work 37.5 hours per week between Monday and Friday, you will be entitled to the following benefits:

• 22 days holidays
• Paid parking
• Non-contributory pension scheme after 3-months
• Private medical and dental insurance
• Sociable and outgoing office environment

Main Responsibilities of the Site Visit Coordinator

Visit Coordination

• Review site visit allocation and redistribute visits as required
• Arrange and send out of monthly visit information to Monitors
• Arrange and send out short duration site visits to external Assessors on a weekly basis
• Schedule and send out New Contractor visits to external Assessors on a weekly basis
• Contact external Assessors regarding overdue visits to ensure they are carried out within required timescales.  Where more than 4 weeks overdue, escalate to Registrations Manager
• Identify sites nearing completion where visits remain outstanding and chase external Assessors to complete final visit
• Identify and report on all sites where stipulated visit allocation did not take place and escalate to Registrations Manager
• Where necessary, escalate unresolved issues to Registrations Manager
• Identify shortfalls or potential shortfalls in Assessor resource and communicate to relevant colleagues
• Review Follow Up report on a regular basis and follow issues through to satisfactory resolution, updating database as required
• Organise for new starters to attend site visits with an Assessor
• Manage the additional visits process including pro forma invoicing

Aborted visits

• Chase payment for aborted visits and re-allocate visit once payment received
• Where payment not received within specified timescales escalate to Registrations Manager

Reports

• Where information is missing or inaccurate with reports, create an incident report and contact the Assessor for clarification
• Reformat and PDF completed reports
• Document manage pending and completed reports
• Input reports from the online systems and check data is correct
• Stop inappropriate reports from being sent to client/contractor and action accordingly
• Send approved reports to clients and contractors
• Manage non-compliant reports to successful conclusion

General

• Deal with general queries from the external Assessors
• Escalate all unresolved issues to Registrations Manager and keep customer continuously updated  
• Ensure all procedures relating to your areas of work are up to date
• Carry out any ad-hoc duties or tasks as requested by Registrations Manager
• Provide cover for the Company Visit Coordinator as required

Key Skills and Competencies

• Previous experience within a similar role involving coordinating/scheduling is required
• Excellent customer facing and telephone skills
• Ability to manage diaries/schedules and prioritise as necessary  
• Excellent time management and organisational skills
• Attention for detail, ability to listen and extract relevant information
• Clear concise verbal and written communication skills
• Excellent IT skills to include a minimum of MS Excel, Word and Outlook