Al Rawdah, Al Salamah and Al Zahra: Office and Clinic Workforce Planning

Build an occupancy map before choosing a headcount

List reception, workstations, meeting rooms, consultation rooms, staff areas, toilets, corridors and service rooms that are actually in scope. Mark who uses each area, its opening hours and when it can be entered. Separate shared-building areas from tenant-controlled rooms; the same building can require several approval owners.

For each area, record the recurring task, frequency, permitted window and acceptance owner. A small occupied reception can require more frequent attention than a larger locked room. Use the employer’s own cleaning schedule and task observations to review coverage rather than estimating staff solely from floor area.

• Area and tenant or department owner
• Task and frequency
• Permitted access window
• Inspection owner and unresolved-work route

Keep clinic support separate from clinical decisions

Where the worksite includes a clinic, the employer must distinguish reception or general-area support from duties in controlled treatment spaces. Specify approved cleaning instructions, materials, waste boundaries and the person responsible for the site’s procedure. A general cleaner should not be assigned clinical work or a specialist task through an informal change of duties.

Schedule work around the clinic’s actual appointments and room-release process. Record how a room becomes available, who authorizes entry and who accepts completion. This guide concerns support staffing; it does not certify an infection-control method or replace the facility’s approved process.

Separate office pantry, cleaning and maintenance duties

Office support can include agreed pantry preparation, meeting-room setup and document movement. Cleaning requires its own area and task schedule. Maintenance support requires a work-order boundary, relevant competence and an authorized technical supervisor. Combining titles without listing the duty split makes it difficult to check experience and coverage.

Use a role schedule showing core duties and limited secondary duties. Identify any keyholding, confidential-record access, equipment operation or independent technical work. The employer should approve permissions and instructions before the worker receives the responsibility; previous experience alone does not grant authority in a new building.

Plan retail and building interfaces explicitly

If a retail unit shares the premises, distinguish stockroom receiving, sales-floor support and unit cleaning from the landlord’s common-area service. Document delivery entry, trolley routes, waste transfer and the point where responsibility passes between teams. Avoid assigning a tenant’s additional work to a building team without a recorded scope change.

A useful shift handover identifies closed rooms, unfinished replenishment, spills, equipment problems and tasks waiting for access. Separate blocked work from missed work so that roster decisions address the actual constraint.

Test the reporting and transport plan

Provide a map pin, building entrance, reporting floor and authorized contact for each proposed site. State whether the team remains at one building or moves among sites in these districts. For a multi-site roster, record movement time and transport ownership as part of the plan; do not assume neighbouring district names make transfers instantaneous.

Confirm access cards, lockers, storage, equipment and the first-shift briefing point. Run the proposed reporting sequence against actual opening and closing times before treating the start window as agreed. Availability and commercial terms remain subject to the reviewed requirement.

Send an area-by-area brief for quotation

Attach the occupancy map and role schedule to the enquiry. Ask the response to identify assumptions, excluded tasks, equipment and consumable responsibilities, supervisor coverage and the proposed joining sequence. Compare responses against the same written requirement.

After the first operating period, review completed tasks, access delays, inspection observations and unresolved requests separately. Revise the schedule using that evidence before requesting extra headcount.

• Exact building and reporting entrance
• Office, clinic, retail or shared-area boundaries
• Role, headcount, shift and duration
• Equipment, materials and transport owner
• Named site supervisor and task acceptance process