Workforce Management Specialist
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What you'll do
- Own accurate, on-time bi-weekly/monthly rota publication for all assigned Swedish clinics, with late changes, swaps, and backfills handled without service disruption.
- Establish daily tracking of open shifts and coverage gaps across assigned clinics, with escalation to bank pools and agency partners triggered before gaps affect throughput.
- Administer Quinyx (locations, roles, templates, policies, leave rules) for assigned clinics and configure at least one automation that measurably reduces manual admin time (Tech-enabled, human-centred).
- Deliver a reliable weekly staffing pack (coverage %, overtime, additional hours, tardiness, utilisation, variance vs plan) that clinic and market leadership use to make staffing decisions.
- Reduce payroll queries and adjustments through cleaner timesheet reconciliation and consistent HRIS-to-payroll data flow.
What they're looking for
- Experience in scheduling/rota coordination, clinic operations, or workforce administration.
- Comfortable in Excel: filters, lookups, pivot basics, conditional formatting; able to analyse CSVs and spot anomalies.
- Hands-on experience with a WFMS/scheduling system (e.g. Quinyx, Deputy, UKG, Rotageek) or a strong, demonstrable appetite to learn one fast.
- Excellent written and verbal communication skills in English.
- Demonstrated ownership of detail-heavy, deadline-driven admin work (the “last mile” that keeps a rota accurate).
Nice to have
- Multi-site healthcare or shift-based operations background.
- Direct Quinyx experience specifically, rather than an adjacent WFMS.
- Prior exposure to payroll reconciliation or HRIS-to-payroll data flows.
Summarised by NextRaise from the employer’s description, which follows in full below.
Full description from employer
Mission
Neko is redefining what prevention means, from treating illness when it arrives, to sustaining health before it's ever at risk. Our mission: make data-driven, preventative care accessible to more people, before symptoms appear.
In a single, non-invasive visit under an hour, proprietary technology and direct clinical care combine to deliver personalised, actionable insights. It's a team that thinks in 10x, not 10%. Every role here plays a part in building a world where prevention is the norm, and where your work genuinely helps people live longer, healthier lives.
Role Purpose
This role exists to keep clinics staffed to target coverage. The Workforce Management Specialist owns bi-weekly and monthly rota creation, maintains accurate schedules in the workforce management system, and produces the staffing reports that let clinic and market leadership make fast, informed decisions. The role sits within the Operations Planning function and partners directly with clinic leads on coverage, staffing, and labour metrics.
What You'll Deliver in the First 6-12 Months
Own accurate, on-time bi-weekly/monthly rota publication for all assigned Swedish clinics, with late changes, swaps, and backfills handled without service disruption.
Establish daily tracking of open shifts and coverage gaps across assigned clinics, with escalation to bank pools and agency partners triggered before gaps affect throughput.
Administer Quinyx (locations, roles, templates, policies, leave rules) for assigned clinics and configure at least one automation that measurably reduces manual admin time (Tech-enabled, human-centred).
Deliver a reliable weekly staffing pack (coverage %, overtime, additional hours, tardiness, utilisation, variance vs plan) that clinic and market leadership use to make staffing decisions.
Reduce payroll queries and adjustments through cleaner timesheet reconciliation and consistent HRIS-to-payroll data flow.
Minimum Qualifications
Previous experience in strategic workforce planning in shift-based scheduling in a multi-site environment (Quinyx is preferable but other systems are accepted)
Comfortable in Excel: filters, lookups, pivot basics, conditional formatting; able to analyse CSVs and spot anomalies
Demonstrated ownership of detail-heavy, deadline-driven admin work (the "last mile" that keeps a rota accurate)
Demonstrated ability to build recurring reporting/dashboards (Tableau, Power BI, or advanced Excel) covering variance-to-plan, utilization, or forecast accuracy
Experience improving data integrity or process efficiency in a workforce data pipeline
Company
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