Diary Management Scheduler
Location: Glasgow City Centre
Hour of Work: Full-time, 40 hrs pw
Salary: From £27,000
sk:n is the UK’s largest and most established provider of skin and aesthetic treatments, operating clinics nationwide and supported by a network of doctors, clinicians and practitioners delivering the highest standards of clinical care. Ensuring these clinical experts are scheduled effectively across the estate is central to both patient experience and commercial performance.
We are seeking to recruit a Diary Management Scheduler who will play a vital role in ensuring that sk:n’s doctors, clinicians and practitioners are scheduled effectively across the UK, aligning each clinical expert’s skillset and accreditations to the right clinics, treatments and appointment slots to maximise productivity and service delivery.
You will be responsible for building, reviewing and optimising clinical rotas and diaries across the sk:n estate, ensuring that the right practitioner is in the right clinic at the right time to meet patient demand. By matching clinician capability to treatment demand, you will minimise unproductive time, reduce coverage gaps, and ensure clinics can deliver the full range of treatments their local patient base requires.
You will work closely with contact centre teams, hospital / clinic teams and clinical operations to ensure practitioner availability reflects operational requirements, treatment demand and commercial priorities. Your attention to detail and proactive approach will directly support both service delivery and the efficient use of clinical resource.
You will also be responsible for ensuring all scheduling decisions and adjustments are recorded accurately, that skillset and accreditation records are kept up to date, and that changes support both operational efficiency and the needs of patients.
Key Responsibilities
- Build, review and manage clinical rotas and appointment diaries for doctors, clinicians and practitioners across the sk:n estate, ensuring optimal coverage against patient demand.
- Match practitioner skillsets, accreditations and treatment competencies to clinic requirements, ensuring the right clinical expert is scheduled for the right treatments in the right location.
- Proactively adjust, consolidate and optimise clinician schedules to maximise productive clinical time, minimise unfilled slots and reduce coverage gaps across the UK.
- Identify scheduling inefficiencies, capacity gaps and demand imbalances across regions and clinics, taking appropriate action to improve utilisation and service delivery.
- Maintain accurate, up-to-date records of practitioner skillsets, accreditations and availability, ensuring only appropriately qualified clinicians are scheduled to relevant treatments.
- Work collaboratively with contact centre and clinic teams to ensure appointments are booked into optimised clinician diaries and that availability reflects operational demand.
- Ensure clinical schedules reflect operational priorities and support the delivery of KPIs relating to clinician productivity, clinic utilisation and patient flow.
- Monitor scheduling performance and escalate any capacity risks, resourcing shortfalls, or operational concerns to the appropriate management teams.
- Support the effective deployment of clinical resource by coordinating cover for absence, leave and demand fluctuations across the estate.
- Maintain accurate records of all scheduling adjustments and changes within the relevant systems.
- Participate in training and development activities to maintain strong system knowledge and operational capability.
- Support the smooth running of the contact centre and clinical scheduling operations by undertaking additional duties as required.
- Uphold company policies, professional standards, and confidentiality at all times.
- Uphold company service standards, ensuring all patients and visitors receive best-in-class service when in our facilities.
Key Attributes
- Organisational & Prioritisation Skills: Strong organisational skills with the ability to manage complex, multi-site clinical rotas and prioritise competing scheduling demands effectively.
- Skillset & Resource Matching: Ability to understand clinical skillsets and accreditations and match the right practitioner to the right treatment and location.
- Attention to Detail & Accuracy: Excellent attention to detail, ensuring schedules, skillset records and appointments are managed accurately and compliantly.
- Analytical Thinking & Efficiency Improvement: Analytical mindset with the ability to interpret demand data, identify inefficiencies and improve clinician productivity and utilisation.
- Clear & Effective Communication: Clear verbal and written communication skills, enabling effective collaboration with contact centre, clinic and clinical operations teams.
- Proactive Problem-Solving: Strong problem-solving ability with a proactive approach to managing resourcing challenges and last-minute scheduling changes.
- Systems & Technology Proficiency: Comfortable working with telephony, rostering and computer-based scheduling or CRM systems.
- Resilience Under Pressure: Ability to remain calm, focussed and effective under pressure in a fast paced, national operational environment while maintaining high service standards.
- Data Protection Awareness: Ensures patient and practitioner data is managed accurately, securely and in compliance with GDPR.
A career at sk:n is fulfilling, fun and rewarding. As an employee, you can benefit from the following:
- State of the art, modern working environments
- 33 days annual leave
- Free Laser Eye Surgery and Intraocular Lens Surgery
- Free eye tests
- Discounted prescription eye wear and sunglasses and other group brand products & treatments
- Generous Optical Express friends and family discount scheme
- Ongoing training and development opportunities
- Pension scheme
- Access to a range of exclusive offers, discounts and rewards
- Employee Assistance Programme and Wellbeing Solutions/Support