Job Overview

Our client is seeking a highly analytical and process-driven Workforce Staffing Coordinator to ensure their service centers have the exact right staff, at the right time, every single day. Reporting to the Staffing Services Manager, you will serve as the operational backbone for roster generation, balancing regional staffing needs with employee availability. This role requires an analytical mind capable of interpreting live data to eliminate overstaffing, mitigate compliance risks, and resolve last-minute scheduling vacancies with empathy and speed.

Schedule

• Monday – Friday, 9:00 AM – 6:00 PM AEST [Sydney Time], with a 1-hour unpaid break (40 hours per week).

Responsibilities

• Coordinate internal communication with Educators regarding shift changes, including notifying staff of updates, cancellations, or adjustments via email and phone in a timely and professional manner.

• Communicate directly with Educators to confirm availability, manage shift changes, and ensure clear understanding of roster updates through email and phone channels.
• Coordinate the rostering of newly onboarded Educators into their initial shifts, ensuring they are supported, informed, and set up for success in their first engagements.

Roster Management & Ratios Optimization

• End-to-End Rostering: Draft, publish, and monitor staff rosters for Vacation Care (VAC) and Term-Time programs, ensuring strict adherence to compliance and educator-to-child ratio requirements.
• Cost Controls: Perform daily reviews of published rosters to identify overstaffing, proactively canceling or modifying shifts in line with labor spending metrics and ratio calculator frameworks.
• Vacation Care Preparedness: Create new service roster templates inside the workforce management platform, ensuring VAC rosters are published at least 4 weeks before school holiday start dates.

Real-Time Mitigation & Stakeholder Liaison

• Vacancy Coverage: Serve as a calm, supportive first point of contact for Service Directors, actively utilizing the internal casual staffing pool or partner agencies to fill late shift cancellations and urgent vacancies.
• Inquiry Management: Monitor and resolve workforce email and phone queries regarding availability, shift feedback, and general rostering concerns.
• Training & Enablement: Deliver comprehensive platform training to incoming Directors of Service and Area Managers to optimize their use of the scheduling ecosystem.

Data Analysis & Reporting

• Risk Reporting: Compile daily regional reports during high-demand periods to isolate operational risks such as staffing gaps or underutilization.
• Compliance Checks: Update weekly forecasts to flag employee certification expirations (e.g., working with children checks, first aid).
• Recruitment Feedback: Deliver fortnightly casual staffing demand forecasts to the HR team, supporting open days (RODs) to proactively solve local shortages.

Key Performance Indicators (KPIs)

• Roster publishing timelines met consistently (4 weeks prior to VAC start).
• Labor spend optimized directly in line with ratio metrics.
• Minimal to zero preventable third-party staffing agency utilization.

Requirements

• Workforce Experience: Minimum of 2+ years of dedicated experience inside a corporate Workforce Management (WFM) or central staffing department.
• Leadership Background: Proven experience as a Resource Team Leader, Schedulers Manager, or WFM Lead handling data analysts and real-time schedulers.
• Scale Mastery: Verifiable experience managing high-volume schedules for a large, distributed workforce across multiple active physical locations or service sites.
• Technical Spreadsheet Skills: Highly competent in Microsoft Excel, with a strong background building and improving data trackers using complex formulas.
• Communication Delivery: Exceptional written and verbal English communication skills and the ability to balance business needs with empathy to protect staff morale.
• Core Competencies: A process-oriented and highly organized professional who thrives when engineering operational efficiencies out of messy workflows.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations 

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.