On-Site Appointment Scheduler – User Study Project

MUST live in Leeds, UK for consideration!

Robotic Data is seeking to fill the position of On-Site Appointment Scheduler to assist with our on-site location in LEEDS, UK for a user study collection project. This is a temporary role that will not result in a full-time permanent position. However, depending on the success of the project, there may be opportunities for future employment.

The On-Site Appointment Scheduler is responsible for managing, coordinating, and rescheduling participant appointments at the study location. This role focuses on real-time scheduling support, participant communication, and calendar management for individuals who are unable to start or complete their study session as originally planned. This is not a recruiting or qualification role; instead, it supports operational flow and participant experience on-site.

The Scheduler works closely with the on-site operations team, recruiters, and project management to ensure optimal utilization of study slots and minimize participant drop-off.

This position will be scheduling appointments of the participants at the site, so you will be required to work from the local office. [4th Floor Northgate, 118 North St, Leeds, LS2 7PN
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• Manage and update the on-site study schedule for participants who:
  • Are unable to begin their study session
  • Are unable to complete their study session
  • Need to be rescheduled due to eligibility, technical, or operational issues
• Communicate directly with participants (in person, by phone, SMS, or email) to:
  • Confirm appointment changes
  • Reschedule sessions
  • Provide updated arrival instructions and expectations
• Input and maintain accurate participant appointment data in the CRM and scheduling systems
• Coordinate with on-site staff to:
  • Identify open study slots
  • Reassign participants efficiently
  • Ensure smooth participant flow throughout the day
• Monitor attendance, no-shows, late arrivals, and incomplete sessions and take appropriate scheduling actions
• Provide real-time support to the operations team to help keep study capacity maximized
• Deliver a professional, courteous, and calm experience for participants who may be frustrated or confused due to scheduling changes

• Serve as the primary on-site point of contact for appointment-related questions and issues
• Work closely with remote recruiting and project teams to align scheduling updates and availability
• Assist in documenting scheduling trends, common issues, and capacity gaps for reporting purposes
• Ensure compliance with study protocols, privacy guidelines, and participant communication standards

• On-site position at the user study location
• Work schedule may fluctuate daily based on participant volume and operational needs
• Work week will be Wednesday-Sunday with flexibility required for:
  • Extended hours
  • Occasional evening coverage

• 1 to 2 years of recent experience in a call center or as a high-volume recruiter.
• Ability to communicate effectively and professionally with Project Director, Project manager, Moderators, and Participants.
• Outgoing and friendly; able to quickly build professional rapport with individuals through various communications channels such as telephone and email
• Ability to make decisions, solve problems, and work independently with little supervision.
• Strong analytical and problem-solving skills.
• Ability to prioritize and multitask.
• Deadline-driven and detail-oriented.
• Enjoys working in a team-oriented, service-focused environment.
• Demonstrate extreme attention to detail and accuracy.
• Ability to prioritize and meet deadlines.
• Basic computer proficiency.
• Knowledge in the use of Microsoft applications.
• Knowledge in CRM’s and Scheduling Software.
• Bilingual a must (English & local…