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Scheduling Coordinator (Area Operations Controller) Central London, United Kingdom Up to £25,000

Scheduling Coordinator (Area Operations Controller)

Location: Central London, United Kingdom |
Salary: Up to £25,000 |
Posted: 2 Dec 2021 |
Business Unit: UK Secure Solutions |
Contracted Hours: Full-time |
Employee Status: Permanent |
Reference: 2100037G

Sports, music and events are coming back and at G4S we are back with a new approach to event security, stewarding and crowd control, designed for a very different world. Throughout our history, we have always been immensely proud of the support we have given to globally recognised events and we now have an exciting opportunity to join our team at the O2 Arena!

Holding 22,000 visitors and with over 200 events every year, the O2 is home to the world's most popular music, sports and entertainment events and we have an exciting opportunity to be part of the team delivery security excellence.

This is a key operational role responsible for the engagement and scheduling of our casual workforce to deliver events as well as building and managing the detail in the events scheduling system. This is a highly focused customer service position with a high proportion of the role focusing on inbound and outbound calls, email correspondence and interacting with the wider casual workforce to drive retention by communicating key messages and ensuring a seamless onboarding experience.


Key Responsibilities:

  • Proactively build and schedule BAU and major Events ensuring the system accurately reflects all activity within the area and ensuring that all Events are fully manned as efficiently as possible within the required timeframes

  • Ensure the schedule delivers customer requirements and confirm that planned deployment meets expectations against budgeted revenue and margin

  • Manage Events planning and system deployment through to invoicing including support for the operational teams with covering and scheduling last-minute absences, drop outs and no shows. 

  • Maintain all pre and post events administration and timesheets along with general day to day maintenance of the events booking system, ensuring accuracy of data and updating data when needed, following all GDPR guidelines as applicable. 

  • Maintenance of system data including holidays, leavers, absence 

  • Primary contact for subcontractor resource providers where necessary

  • Support the administrative team in managing queries from the workforce regarding work schedules and making outbound calls when needed to fill last minute or dropped shifts or participate in call round evenings/workforce welfare calls 

  • Identify and communicate opportunities for improvement including cost reduction initiatives, ensuring such improvements are implemented with engagement and communication of relevant stakeholders and ensuring processes are updated to ensure consistent adoption

  • Support the Head of Ops Support in relation to workforce engagement, creating innovative ways of engaging with the casual workers nationally and increasing employee/worker engagement 

  • Contribute to the delivery of projects within Events and representing the Events business in broader initiatives as required  

  • Respond to last minute scheduling changes and clashes, reactively and proactively working with the Ops Support Manager and wider operations to ensure events workforce demands are met, escalating any impact last minute changes may have on the ability to deliver budget expectations

  • Liaison with wider scheduling teams in guarding, to maximize and support with dropped shifts and red hours and maximizing work opportunities for the casual workforce to cover shifts. 


What we're looking for:

  •  Excellent communication and interpersonal skills 

  • Able to build, develop and maintain positive working relationships with frontline staff, managers and other support functions

  • Excellent problem-solving skills and a focus upon continuous improvement

  • Can effectively operate with the minimum of supervision and direction

  • Able to work under pressure, with a calm and confident manner

  • Ability to prioritise and manage a complex workload

  • Strong IT skills

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