Workforce Systems & Rostering Coordinator

About the Organisation

Cheeverstown supports people with intellectual disabilities to lead self-directed lives, take part fully in their communities and work towards goals that matter to them. The organisation places people at the centre of its work and sees strong workforce planning as essential to delivering safe, high-quality, person-centred support.

This role offers the chance to join a collaborative and welcoming team, contribute to meaningful services, and grow professionally within an organisation that values innovation, inclusion and excellence. The package includes an HSE Grade V salary and 28 days of annual leave.

Role Purpose

The Workforce Systems & Rostering Coordinator will manage, support and improve the organisation’s rostering processes and the Time Point Workforce Management System. The position partners with operational leaders to build effective, person-centred rosters that help maintain safe staffing levels, improve workforce efficiency and support service delivery in line with internal policies and legal requirements.

The postholder will also serve as the organisation’s in-house expert on Time Point and workforce rostering, keeping workforce information accurate, supporting planning and reporting, and assisting managers across the organisation with system queries and best practice. Working with the Workforce Planning Lead, Human Resources, Finance & Payroll and operational teams, the role will contribute to governance, digital change and ongoing improvements to workforce systems and processes.

Key Responsibilities

Roster Planning and Workforce Allocation

• Build, implement and regularly review roster templates across all services.
• Partner with managers to create sustainable roster patterns that balance person-centred care with operational needs.
• Assess staffing models and recommend changes to improve how the workforce is used.
• Update roster structures to reflect shifts in service demand, staffing availability and organisational priorities.
• Make sure roster templates align with the Organisation of Working Time Act, internal policies and workforce governance standards.
• Track staffing levels, vacancies, annual leave, public holidays, absences, agency cover and overtime to inform planning.
• Help managers maintain safe staffing and deploy resources efficiently.
• Promote consistent rostering methods across residential, respite and day services.

Workforce Systems Support

• Act as the main expert for the Time Point Workforce Management System.
• Keep employee work patterns, contractual hours, work locations, reporting lines and workforce records accurate.
• Arrange system maintenance, updates, testing and new features with external software providers.
• Troubleshoot and resolve problems affecting rostering and workforce data.
• Maintain system settings so workforce information stays current and reliable.
• Create user guides and provide training and ongoing support to managers and staff.
• Assist with the rollout of new workforce technologies and digital tools.

Data, Compliance and Cross-Functional Support

• Protect data quality through validation checks, audits and quality assurance activity.
• Monitor attendance, leave, overtime and roster compliance.
• Ensure workforce records meet organisational policies, HIQA Standards, the Organisation of Working Time Act and other legal obligations.
• Work closely with Finance & Payroll, Human Resources and operational managers so workforce data is accurate and ready for payroll and reporting.
• Investigate inconsistencies in workforce data and help resolve them promptly with the relevant stakeholders.
• Maintain reliable workforce records for governance, reporting and planning purposes.
• Support internal and external audits linked to rostering and workforce information.

Reporting and Analytics

• Prepare routine and ad hoc reports covering staffing, vacancies, attendance, overtime, workforce utilisation and compliance.
• Review workforce patterns and provide insight that supports operational and strategic decisions.
• Build and maintain dashboards and management information reports.
• Use workforce data and service demand analysis to support planning.
• Spot trends and opportunities to improve efficiency and service delivery.

Person Specification

Essential

• A relevant Level 6 qualification in Human Resources, Business, Information Systems, Management or a related field, or equivalent relevant experience.
• At least 3 years’ experience in workforce planning, electronic rostering, HR systems or workforce administration.
• Hands-on experience with Time Point or a comparable workforce management platform.
• Strong analytical, organisational and problem-solving ability.
• Excellent attention to detail.
• Advanced Microsoft Excel skills and experience preparing workforce reports.
• Strong communication, interpersonal and stakeholder management skills.
• Ability to manage multiple priorities and work well in a busy environment.

Desirable

• Experience in healthcare, disability services or another complex workforce setting.
• Experience supporting workforce planning or resource allocation.
• Understanding of workforce governance and employment legislation.
• Experience assisting with workforce system implementation projects.
• Experience with Timepoint or similar time and attendance systems.

Core Values and Working Style

• Champion a person-centred approach in everyday work.
• Collaborate professionally and constructively with colleagues and stakeholders.
• Support continuous improvement and innovation.
• Contribute to a positive, inclusive workplace.
• Follow all organisational policies, procedures and health and safety requirements.

Terms and Conditions

This position is paid on HSE Consolidated Salary Scales at Grade V, with the successful candidate placed at the relevant point based on prior experience. The role includes 28 days of annual leave.

The job description sets out the main duties of the post and is not a complete list. Other duties suitable to the grade may be assigned by the Workforce Planning Lead or another authorised manager.

The post requires flexible working to meet organisational needs, including changes to working days and hours across a seven-day service. This will be in line with organisational requirements, the Organisation of Working Time Act 1997, relevant HSE circulars and national agreements.