Staff Scheduling & Resource Co-ordinator

MAIN DUTIES

·        Develop and manage staff rotas to ensure adequate coverage across all operational areas, including front-of-house, events, school and group visits, and special programming.

·        Coordinate staffing for seasonal activities, birthday parties, W5 Late events, and corporate bookings in collaboration with relevant departments.

·        Monitor and adjust schedules in response to changes in visitor numbers, staff availability, and operational priorities.

·        Maintain and optimise use of the NTD scheduling system or equivalent software to track availability, shifts, and resource allocation.

·        Liaise with the Operations Manager, Visitor Experience Manager, and other team leads to forecast staffing needs and plan accordingly.

·        Support recruitment, onboarding, and induction processes for casual and part-time staff in coordination with HR.

·        Maintain accurate records of staff hours, absences, and shift changes for payroll and compliance purposes.

·        Contribute to long-term planning by analysing staffing data and identifying trends or gaps in coverage.

·        Ensure compliance with health and safety, safeguarding, and employment regulations in all scheduling practices.

·        Provide administrative support for staff communications, rota distribution, and shift change notifications.

·        Support the delivery of consistent and high-quality visitor experience by ensuring the right people are in the right place at the right time.

·        Perform administrative duties as required such as the creation of purchase orders, CRM inquiries, gift cards, birthday party scheduling and assistance with school and group booking inquires.

• Any other duties as requested by your Line Manager

 

All OTC staff are expected to:

·        Maintain excellent working relationships with other staff and volunteers.

·        Ensure the delivery of BEET to all our customers and be committed to the Odyssey ethos and objectives.

·        Be committed to and work in accordance with our Safeguarding, Health & Safety, Equality and other established policies and procedures.

·        Be flexible undertake such other duties that may be required including working evenings, weekends and public holidays, if required.

 

SELECTION CRITERIA

Essential Criteria

·        Experience in Staff Scheduling, Coordination and Payroll Systems

·        Proven experience in managing rotas and coordinating staff across multiple operational areas.

·        Familiarity with scheduling software (e.g., NTD or similar).

·        Ability to forecast staffing needs and adapt to changing visitor numbers and operational priorities.

·        Administrative and Record-Keeping Skills

·        Strong attention to detail in maintaining records for payroll, compliance, and reporting.

·        Clear and professional communication with staff, managers, and other departments.

• Excellent organisational abilities.

 

Desirable Criteria

·        Experience in Visitor-Facing or Event-Based Environments with a background in hospitality, visitor attractions, or event coordination is highly beneficial.

·        Data Analysis and Reporting. The ability to analyse staffing data to identify trends and improve resource planning.

·        Tech savvy and Process-Oriented. Comfortable using digital tools and systems to streamline scheduling and communication.

• Experience in recruitment and staff training.
• Knowledge of safeguarding, health and safety regulations and standards.

Salary - £24,570 per year

Benefits

The Odyssey Group has a range of benefits which it offers to full and part time staff[1].

• Free car parking.

• 33% Discount in the W5 cafe, including coffee and 10% discount in the W5 shop.
• Complimentary tickets to Belfast Giants and friends and family access to W5.
• Holidays commence at 31 days per year rising to 34 [pro rata for part time staff.]
• Company paid social events.
• Contributory pension scheme, life assurance and paid sickness benefit.
• A comprehensive health cash plan plus Winter Flu Vaccination Scheme.
• Salary Sacrifice including pensions, holiday and cycle to work schemes.

·        Training opportunities