Lead Resource & Planning Coordinator

About Numan    Founded in 2018, we’ve already grown to be a 300+ team distributed across the globe, united by a singular mission: empowering people to take control of their health.   Numan is transforming health: we’ve built a cutting-edge platform that integrates diagnostics, medication, supplements, digital programmes, and doctor consultations. Giving people the tools they need to maximise life.   To deliver on our transformative mission, we are guided by our 5 company values:    • Patients first. • Learn fast. • Own the quality. • Succeed together. • Care deeply.   Backed by top-tier investors, Numan is already having a positive impact on hundreds of thousands of patients here in the UK, and we want you to help us deliver this mission!
The Role We are looking for a proactive and analytical Lead Resource & Planning Coordinator to own workforce planning, capacity modelling and resourcing strategy for our clinical function — with this role expected to grow to cover all of Operations as we scale. This is a step up from a coordination role into ownership of the strategy behind it: you’ll build the forecasting models, capacity plans and efficiency initiatives that shape how we resource the business, while also managing a Resource & Planning Coordinator who supports day-to-day delivery. It’s also a genuinely hands-on, build-it-from-scratch role. Many of the tools, processes and rhythms this function needs don’t exist yet, so you’ll be setting them up yourself — from rostering processes to reporting dashboards — while also handling the day-to-day resourcing decisions that keep the clinical team running smoothly. You’ll report to the Head of Clinical Operations, with a clear path to grow this role into a broader Resourcing leadership position as it expands across all of Operations.  

What success looks like

• A reliable, regularly-refreshed capacity plan and forecast is in place, with forecast accuracy improving quarter on quarter.
• Shift fill rates and rota coverage meet target, with fewer last-minute gaps and reduced reliance on overtime and contractors.
• Contractor and overtime spend is visible, controlled and trending down as a share of total resourcing cost.
• Core workforce planning processes and reporting are documented, repeatable and ready to extend beyond clinical into wider Operations.
• The Resource & Planning Coordinator is confidently owning day-to-day delivery, freeing you to focus on strategy and forecasting.

You'll be:

• Capacity planning & forecasting

  • Building and owning demand forecasting models — patient volume, seasonality and growth plans — translated into headcount and skill-mix requirements across 3–12 month horizons.

  • Running scenario and what-if modelling (e.g. attrition, absence, demand spikes) to stress-test staffing plans and reduce risk.

  • Tracking forecast accuracy against actuals and continuously refining models.

  • Translating business growth plans into resourcing plans and headcount business cases for leadership.

  Efficiency & building the function

  • Identifying inefficiencies in scheduling, staffing and workforce processes through data, and owning improvement projects end-to-end.

  • Setting up new processes, tools and ways of working from scratch where none currently exist — this is a build-from-the-ground-up remit, not just running what’s already there.

  • Driving adoption of workforce management tools and automating manual scheduling/rostering tasks.

  • Leading change management as new processes and tools are introduced — bringing the existing team along and embedding new ways of working.

  Day-to-day operations & people leadership

  • Managing day-to-day workforce planning, ensuring appropriate staffing levels to meet patient demand.

  • Monitoring real-time service activity and making adjustments as needed.

  • Overseeing shift planning and scheduling, ensuring fair and effective workforce allocation.

  • Line managing, developing and setting standards for a Resource & Planning Coordinator.

  • Acting as the key point of contact for urgent resourcing issues or service needs.

  • Overseeing onboarding, training and performance tracking for clinical teams.

  • Ensuring staffing plans meet safe staffing levels, escalating clinical risk promptly and in partnership with the Clinical Governance team.

  Budget & commercial ownership

  • Owning the resourcing budget and cost-to-serve, including contractor and overtime spend, and working to reduce reliance on premium-cost labour.

  • Managing invoicing for contractor staff and overtime, ensuring accuracy and timely submission.

  Reporting & stakeholder management

  • Reviewing key performance data to identify patterns, risks and opportunities, and presenting insight and recommendations to leadership.

  • Building dashboards and reporting on utilisation, fill rate, forecast accuracy and cost.

  • Partnering closely with Clinical Leadership, Finance and People teams to align resourcing strategy with wider business plans

We’re looking for someone who has:

• Proven experience in workforce planning, resource management or operations management, ideally including forecasting or capacity modelling.
• Experience managing, mentoring or developing at least one direct report.
• Advanced Excel/Google Sheets skills (pivot tables, complex formulas, modelling); working knowledge of SQL or BI tools (e.g. Looker, Power BI) is a strong plus.
• Confidence using workforce planning tools and customer service platforms (e.g. Zendesk, Intercom, or similar).
• Experience designing and implementing new processes from scratch, not just running existing ones.
• Experience leading change management — introducing new tools or ways of working to an existing team and driving adoption.
• Strong stakeholder management skills, including the ability to influence senior leaders you don’t directly manage across Clinical, Finance and People.
• Strong problem-solving skills and the ability to adapt in a fast-paced, evolving environment.
• Clear, confident written and verbal communication skills.

It’s a bonus if you have:

• Experience scaling a resourcing or workforce planning function across multiple teams or departments.
• Background in a regulated industry or MedTech.
• Familiarity with statistical or predictive forecasting methods.
• Experience working in a high-growth or fast-scaling business.

Our benefits include...   📈  -  Share options. 🏖  -  25 days holiday, plus bank holidays (increasing to 30 the longer you stay with Numan).  🩺  -  Health insurance with Vitality. 🚘  - Electric car salary sacrifice scheme with Octopus. 🧸  -  Enhanced maternity and parental leave. 🥳  -  A day off on your Birthday!  🐥  -  Nursery benefit provided by YellowNest. 💼  -  Employee assistance programme (access to therapy, financial planning and discounts). ⚖️  -  Generous pension (includes both employee and employer contributions). 💻  -  Flexible working options, including a dog-friendly office in Farringdon.  📚  -  Personal training and development budget via Learnerbly.  👟  -  Wellhub membership, giving you access to over 2,000 locations in the UK.  🚲  -  Cycle to work scheme. 🚆  -  Season ticket loan.  %   -  Discount on Numan products for your friends and family. 🤲  -  Paid volunteering days.  📅  -  An additional 2 weeks off once you reach your 5th anniversary with Numan.   Diversity at Numan   At Numan, people are at the heart of who we are. We recognise and value the unique perspectives and experiences that individuals from all backgrounds bring.   We promote innovation and creativity, enabling us to tackle things from various viewpoints and are committed to equal opportunities and continuously strive to create a workplace where everyone feels respected, heard, and valued.   Embracing diversity isn't just our goal; it's our strength, driving us towards a more inclusive future.