Labour Planning and Capacity Co-Ordinator

• Support the day-to-day management of the Workload Planner, keeping data accurate and reflective of the latest business activity and store position.
• Log new activity, updates, and changes into the Workload Planner, checking accuracy before publishing.
• Maintain the trackers and shared documentation that sit alongside the Workload Planner.
• Support the smoothing of workload across the year, pulling data to help the Lead identify peaks and troughs and track how they are resolved.
• Support the planning of store space and the workload it generates, helping check that space changes are deliverable within the labour available.
• Prepare workload data, methodology, and store insight to support the Lead's day-to-day conversations with Commercial.
• Flag capacity risks and data issues to the Labour Planning and Capacity Lead, with the detail needed to act on them.
• Maintain the methodology and data that underpin workload and labour planning, working with Insight & Analytics on inputs and integrity.
• Support the production of the department's reporting suite, pulling data, building reports, and preparing insight for the Lead, the Senior Manager, and wider stakeholders.
• Support the adoption of scheduling tools in stores, including platform housekeeping, data checks, and routine maintenance, and help resolve store queries relating to scheduling and workload.
• Track activity that impacts workload, supporting the cost mitigation and claim-back processes where appropriate.
• Support the handover of confirmed workload activity to the Senior Operations and Communications Manager in enough time for stores to plan, prepare, and implement.
• Work in close partnership with the Labour Planning and Capacity Lead, providing the day-to-day delivery, data, and coordination that supports the wider department agenda.

Essential Skills

• Organisation & Time Management: Able to manage multiple tasks and timelines efficiently, keeping track of actions, queries, and follow-ups without losing detail.
• Communication Skills: Clear written and verbal communication, with the ability to produce concise, accurate content and reports.
• Attention to Detail: Consistent accuracy in data, documentation, reporting, and tracking tasks.
• Analytical Mindset: Comfortable working with data, spotting patterns, and producing simple reports and insight to support decision-making.
• Team Collaboration: Works well across teams and supports smooth coordination between the department, other SSC functions, and stores.
• Initiative & Proactivity: Takes ownership of tasks, flags risks or delays early, and follows through to completion.
• Problem Solving: Able to work through queries logically, understand the issue, and route it to the right team for resolution.
• Knowledge of Basic Tools: Confident using tools such as Excel,
• PowerPoint, and Outlook, and comfortable learning new platforms such as Rotageek and Power BI.
• Flexibility & Adaptability: Able to shift focus quickly and help the team respond to changing priorities.
• Store-First Mindset: Approaches every task with stores in mind, treating them as the customer of the department.

Desirable Skills

• Retail Awareness: Some understanding of how retail stores operate dayto-day, or previous experience working in a store environment.
• Data & Reporting Experience: Exposure to building reports, trackers, or dashboards in Excel, Power BI, or equivalent.
• Workforce Management Exposure: Familiarity with workforce management, scheduling, or labour deployment platforms.
• Coordination Experience: Previous experience supporting meetings, projects, or workstreams in a coordination or administrative capacity.
• Continuous Improvement Mindset: Interest in spotting ways to simplify tasks, reduce repeat issues, or improve how the team operates.
• Curiosity & Willingness to Learn: Keen to build knowledge of how the wider business works and how the department supports stores.

Behaviors:

Taking Responsibility (Act Like Owners / Empowered Leadership): Enjoys the opportunity to take ownership and do the right thing, seeing tasks through to completion and delivering on promises. In role: Takes ownership of Workload Planner updates, Rotageek admin tasks, and reporting deliverables, seeing them through to completion accurately and on time.

Making It Happen (Act Like Owners / Empowered Leadership): Gains clarity early on what needs doing, takes timely action, and has regular conversations to agree priorities. In role: Clarifies priorities with the Coordinator and Senior Manager, plans the week around deadlines, and flags risks or delays early to keep the team on track.

Being Curious (Keep Listening & Learning / Adaptable Leadership): Always seeking to discover something new, asking why, and seeking to understand to improve knowledge. In role: Builds knowledge of Rotageek, the Workload Planner, and the wider labour and workload agenda, asking questions to develop confidence and capability over time.

Communicating (Stronger Together / Networked Leadership): Communicates in engaging ways, keeps others updated, and shares information and insight that helps others do their jobs. In role: Keeps the Coordinator and Senior Manager updated on progress, produces clear reports and updates, and shares insight that supports better decisions across the team.

Being Resourceful (Act Like Owners / Empowered Leadership): Pulls together who or what is needed to get things done, being inventive and using own initiative. In role: Uses existing tools and templates to build reports and trackers efficiently, and looks for ways to simplify recurring tasks over time