Scheduler

About ESTA
ESTA is the critical link between the Victorian community and the state's emergency services agencies and it partners with the agencies to improve service delivery to the community. It provides Victoria's 24-hour emergency call-taking and dispatch services for police, fire, ambulance and VICSES and manages the provision of advanced, operational communications for police, ambulance, fire services and the SES. Its vision is to be a high-performing team trusted by the community and our partners to deliver the right emergency response. Its central goal is to save lives and prevent harm through speed and accuracy in emergency operations.

About the role
The Scheduler is a key and active participant of the Workforce Management, supporting the Mental Health & Wellbeing team and Learning Centre team.
The goal of the function is to provide work as part of a multi-disciplinary team to complete scheduling of ESTA Well Check Program and Mental Health & Wellbeing related training to our new and existing employees.
The main purpose of the role is to provide timely and accurate workforce planning and rostering in relation to mental health and wellbeing programs, to ensure that ESTA achieves optimum utilisation of its emergency communications employees for these programs across all centres as far as practicable, whilst maintaining and attending training initiatives.

Key accountabilities
- Working with the Mental Health & Wellbeing Team, Learning Centre and WFM to complete scheduling of externally facilitated Well Checks for all our people as the primary program of works. Activities include but are not limited to:

- Liaise with relevant provider for dates and times
- Schedule Well Checks for all of ECS (twice annually)
- Schedule Well Checks for new trainees in collaboration with the Learning Centre
- Determine best method of coordinating bookings for Support Service employees
- Supply preferred session dates and times, and employee details (name and address) to Well Check vendor
- Implement suitable booking system for initial and follow up appointments as required
- Establish system for evidencing attendance at scheduled Well Check, as part of monthly reporting requirements
- Coordinate with clinician as required on other logistics such as booking rooms, access to Wi-Fi, inducting new clinician when attending a SECC.
- Implement suitable booking system for 6-monthly follow up appointments
- Working with the Mental Health & Wellbeing Team, Learning Centre and WFM to schedule Peer Support Well Checks
- Support the scheduling of other Mental Health & Wellbeing related training and other initiatives.
- Set up of course on student management system, learning management system and allocation of physical and online resources (trainers, assessors, mentors, training room (physical and virtual), learning labs, passwords, laptops, access) time permitting. Activities include: set up of induction courses inclusive of all calendar and WFM Smartsheet scheduling
- enrolments/web matching,
- pre course learning
- induction classroom
- coaching centre and/or mentoring
- assessments and final qualification assessments
- Set up of dispatch courses inclusive of calendar scheduling, WFM Smartsheet scheduling, enrolments, pre course observation, classroom, assessments, mentoring, final qualification assessment scheduling. This includes learning management system and allocation of physical and virtual resources (trainers, assessors, mentors, training room, passwords, system access etc)
- Support short course/training package scheduling inclusive of, but not limited to, First Aid, Leadership programs, Corporate inductions, Emergency Medical Dispatch, CPR, compliance training, Contact officer training, peer support training, project training. Inclusive of set up of courses on calendar, WFM Smartsheet and LMS enrolment and allocation of physical and online resources (trainer, training room, passwords, laptops, access, calendar invites) time permitting. This includes third party venues/trainers.
- Maintenance of LMS learner details inclusive of course set ups, employee enrolments, updates and edits to user/team details, off-boarding as required.
- Liaise with stakeholders to identify their needs and expectations to ensure that key service delivery targets are being achieved
- Provide analysis, sound advice and financial impacts/recommendations to ECS Management to ensure there is mínimal impact to ECS performance and budget
- Provide training to other WFM colleagues and stakeholders when required
- Promote the Vision and goals of the organisation both internally and externally, with professionalism and enthusiasm and in accordance with ESTA, Emergency Management Sector and Victorian Public Sector plans and policies.
- Maintain a safe, positive and productive work environment free from discrimination, bullying and harassment; comply with ESTA policies and procedures
- Other duties as directed by the Manager Workforce Management or Manage