Department: Recruitment & Agency Bookings
Reports to: Senior Business Support Officer
Works closely with: Compliance Team, Recruitment Team, Operations Team, Finance/Payroll, Care Coordinators, Clients and Agency Workers
Key Team Target: Minimum 500 booked hours per week

Purpose of the Role

The Recruitment & Bookings Coordinator is responsible for recruiting suitable workers, interviewing potential candidates, progressing successful applicants through the recruitment and compliance process and converting fully compliant candidates into active workers.

The role is also responsible for securing and filling available shifts, maintaining robust relationships with clients and workers, and actively contributing towards Rafah's target of a minimum of 500 booked hours per week.

The post holder owns the candidate journey from application through to becoming work-ready and subsequently being booked into suitable assignments.

The Recruitment & Bookings Coordinator must work closely with the Compliance Team while remaining responsible for following up each candidate and ensuring that recruitment actions do not become unnecessarily delayed.

All recruitment and bookings activities must comply with Rafah's Recruitment Policy, safer recruitment procedures, contractual requirements and applicable regulatory and legal requirements.

Reporting and Accountability

The Recruitment & Bookings Coordinator reports directly to the Senior Business Support Officer.

The Senior Business Support Officer will monitor:

- Recruitment activity
- Applicant pipeline
- Interview activity
- Candidate conversion
- Compliance progress
- Work-ready staff numbers
- Worker availability
- Available shifts
- Unfilled shifts
- Client activity
- Booked hours
- Weekly hours performance
- Progress towards the 500-hour target
- Recruitment and bookings KPIs
- Outstanding actions and barriers

The Recruitment & Bookings Coordinator must provide accurate information and updates to the Senior Business Support Officer as requested and immediately escalate significant recruitment, compliance, client or staffing concerns.

Core Responsibilities

The post holder is responsible for:

- Advertising vacancies.
- Sourcing candidates.
- Reviewing applications and CVs.
- Screening potential workers.
- Interviewing suitable applicants.
- Recording interview outcomes.
- Following up successful candidates.
- Maintaining the Applicant/Recruitment Tracker.
- Progressing candidates through recruitment.
- Working with Compliance to progress outstanding checks.
- Chasing outstanding candidate documentation.
- Maintaining candidate engagement.
- Obtaining worker availability.
- Maintaining a pool of fully compliant, work-ready staff.
- Identifying available shifts.
- Securing additional shifts from clients.
- Matching suitable workers to assignments.
- Booking staff into shifts.
- Obtaining staff booking confirmations.
- Managing cancellations and replacement cover.
- Maintaining the Bookings/Hours Tracker.
- Monitoring progress towards the 500-hour weekly target.
- Following Rafah's Recruitment Policy and safer recruitment procedures.

Recruitment and Candidate Management

Every applicant must be appropriately tracked from initial application.

The Recruitment & Bookings Coordinator will:

- Receive or identify the application.
- Record the candidate on the Recruitment Tracker.
- Review the CV/application.
- Complete initial screening.
- Arrange an interview.
- Conduct the interview where authorised.
- Record the interview outcome.
- Inform the successful candidate of the next steps.
- Begin the compliance process.
- Provide the Compliance Team with the required candidate information.
- Follow up outstanding documentation.
- Monitor progress through compliance.




- Maintain regular contact with the candidate.
- Confirm when the candidate has been cleared as fully compliant/work-ready.
- Obtain and record availability.
- Identify suitable assignments.
- Offer available work.
- Book the worker.
- Monitor completion of the worker's first assignment.
- Maintain contact to encourage worker retention.

Applicant Tracker

The Recruitment Tracker must be maintained daily and should show, as applicable:

- Candidate name
- Contact information
- Role
- Location
- Application date
- Recruitment source
- Screening status
- Interview date
- Interview outcome
- Right to Work status
- DBS status
- Reference status
- Employment history
- Training status
- Qualifications
- Compliance status
- Outstanding requirements
- Date compliance completed
- Work-ready status
- Availability
- Driver/non-driver
- Preferred locations
- First shift offered
- First shift worked
- Active/inactive status

Every candidate must have a clearly identifiable status and next action.

Working With Compliance

Recruitment and Compliance must operate as a joined-up process.

The Recruitment & Bookings Coordinator owns the recruitment relationship with the candidate and is responsible for following the candidate through the process.

The Compliance Team is responsible for carrying out the appropriate verification and compliance processes.

Recruitment must therefore regularly follow up with Compliance regarding:

- DBS
- Right to Work
- References
- Employment history
- Mandatory training
- Qualifications
- Professional registration where applicable
- Identification documents
- Outstanding declarations
- Expiring documentation
- Other role-specific compliance requirements

Candidates must not be allowed to become stuck between Recruitment and Compliance without a named action and follow-up date.

Work-Ready Candidates

No worker should be booked into an assignment until the required compliance process has been completed and they have been confirmed as work-ready in accordance with Rafah's procedures.

The requirement to achieve the 500-hour target must never override recruitment, safeguarding or compliance requirements.

The target is achieved by recruiting more effectively, securing more work and efficiently matching compliant staff—not by reducing compliance standards.

Bookings

The Recruitment & Bookings Coordinator will:

- Check available shifts daily.
- Record new shifts.
- Identify suitable compliant workers.
- Contact available staff.
- Offer shifts.
- Obtain acceptance.
- Confirm bookings.
- Update booking systems.
- Provide workers with assignment details.
- Monitor unfilled shifts.
- Arrange replacement staff following cancellations.
- Maintain accurate records.

Workers must be matched according to:

- Compliance
- Skills
- Experience
- Availability
- Location
- Client requirements
- Training
- Competency
- Assignment requirements

Securing Shifts

The Recruitment & Bookings Coordinator is expected to be proactive in obtaining work.

This includes:

- Contacting existing clients.
- Asking for available shifts.
- Following up previous clients.
- Following up outstanding staffing requests.
- Identifying upcoming requirements.
- Promoting Rafah's available compliant workers appropriately.
- Reactivating dormant clients.
- Responding quickly when clients release shifts.
- Building positive relationships with clients.




- Recording opportunities and following them through to confirmed bookings.

The role should not operate solely by waiting for clients to send work.

Weekly Hours Target

The Recruitment & Bookings Team is expected to achieve a minimum of:

500 BOOKED HOURS PER WEEK

Progress must be monitored daily.

The team should know at any point:

- Hours secured
- Hours booked
- Hours worked
- Hours cancelled
- Hours still available
- Unfilled shifts
- Gap against the weekly target
- Opportunities currently being pursued

If performance is below trajectory, this must be raised with the Senior Business Support Officer early enough for corrective action to be taken.

Daily Routine

At the beginning of the day:

- Check emails and messages.
- Check new applicants.
- Review interviews.
- Review candidates awaiting compliance.
- Check outstanding candidate documentation.
- Review available staff.
- Review available shifts.
- Check today's bookings.
- Check cancellations.
- Identify uncovered shifts.
- Review current booked hours against the weekly target.

Throughout the day:

- Source candidates.
- Screen applicants.
- Interview candidates.
- Follow up successful applicants.
- Chase outstanding compliance.
- Liaise with the Compliance Team.
- Update the Recruitment Tracker.
- Obtain staff availability.
- Contact clients.
- Secure shifts.
- Fill available shifts.
- Confirm bookings.
- Arrange replacement cover.
- Update the Bookings/Hours Tracker.

At the end of the day:

- Check next-day bookings.
- Follow up outstanding staff confirmations.
- Update candidate statuses.
- Update compliance progress.
- Update booked hours.
- Identify remaining staffing gaps.
- Calculate progress towards the 500-hour target.
- Escalate outstanding issues.
- Provide an appropriate update/handover to the Senior Business Support Officer.

Key Performance IndicatorsKPIStandardWeekly booked hoursMinimum team target: 500 hoursApplicant TrackerUpdated dailyCandidate follow-upPrompt and documentedInterviewsCompleted promptlyCompliance progressionActively monitoredWork-ready candidatesSuitable candidates progressed promptlyWorker availabilityMaintained and currentShift fill rateMaximum achievable coverageClient contactProactive and regularBooking recordsAccurate and currentCancellationsReplacement sought immediatelyNon-compliant placementsZeroRecruitment PolicyFull adherenceDaily Non-Negotiables

The Recruitment & Bookings Coordinator must ensure:

- Every applicant is recorded.
- Every suitable applicant is followed up.
- Every candidate has a clear status and next action.
- Compliance requirements are actively followed up.
- Fully compliant workers are actively offered suitable work.
- No worker is knowingly booked without the required clearance.
- Worker availability is kept current.
- Available shifts are actively worked on.
- Unfilled shifts are followed up.
- Clients are proactively contacted for work.
- Cancellations are addressed promptly.
- Booking records are accurate.
- The weekly hours position is checked daily.
- Risks to achieving 500 hours are escalated to the Senior Business Support Officer.
- Rafah's Recruitment Policy and safer recruitment procedures are followed at all times.

Accountability Flow

Candidate Application

→ Recruitment Screening
→ Interview
→ Compliance Process
→ Fully Compliant / Work Ready
→ Availability Obtained
→ Suitable Work Identified
→ Worker Booked
→ Shift Completed
→ Worker Retained and Rebooked

Management Oversight: Senior Business Support Officer

The objective is to maintain a continuous cycle of:

Recruit → Interview → Comply → Activate → Secure Work → Book → Retain → Rebook → Achieve 500+ Hours Per Week.

Pay: ₹6,604.96 - ₹8,000.00 per month

Work Location: Remote

📌 Recruitment & Bookings Coordinator (India)
🏢 Rafah Healthcare
📍 India