Rota Co-ordinator/Administrator

• £13.50 - £14.50 per hour depending on experience
• Approximately 30 hours per week
• Flexible working hours considered, subject to the needs of the service and the requirements of the role
• A varied, central role working closely with the Registered Manager and Nominated Individual across rota coordination, administration, and compliance support

About the role

The Rota Coordinator & Administrator will be responsible for coordinating and maintaining staff rotas and providing general administrative support to the Registered Manager, Nominated Individual and management team at Meadfoot View.

The role is important in helping to ensure that staffing arrangements are organised effectively, rota information is accurate and up to date, and the service's administrative records and documentation are maintained to a good standard.

You will work closely with the Registered Manager and Nominated Individual and will be expected to identify and communicate staffing gaps or administrative concerns promptly.

Full Description

Key Responsibilities

Rota Coordination

• Prepare, maintain and regularly update the staff rota
• Ensure planned shifts are appropriately covered in accordance with staffing requirements set by the management team
• Identify gaps in staffing and take appropriate steps to seek available cover
• Liaise with staff regarding availability, shift changes, additional shifts and cover requirements
• Record annual leave, sickness and other authorised absences accurately on the rota
• Ensure changes to shifts or staffing arrangements are reflected promptly and accurately
• Maintain clear and accurate records of rota changes
• Identify persistent staffing shortages, uncovered shifts or other staffing concerns and escalate these to the Registered Manager and/or Nominated Individual
• Support the management team in maintaining effective and consistent staffing arrangements
• Assist in reducing reliance on agency staffing by identifying available internal and bank cover where appropriate
• Provide rota and staffing information to the Registered Manager and Nominated Individual when requested

Administration

• Provide general administrative support to the Registered Manager, Nominated Individual and management team
• Organise, maintain and file service documentation
• Ensure electronic and paper records are stored appropriately, securely and can be easily located
• Complete routine data entry and update service records, spreadsheets and administrative systems
• Monitor and organise incoming documentation and ensure it is directed to the appropriate person
• Assist with general office organisation and maintain orderly filing and record-keeping systems
• Prepare routine documents, correspondence and information as requested
• Maintain confidentiality when handling staff, resident and service information
• Assist with maintaining accurate staff and service records

Audits & Compliance Support

• Complete routine audits and administrative checks as directed by the Registered Manager or Nominated Individual
• Check documentation for missing or incomplete information and highlight this to the appropriate member of the management team
• Support the management team in keeping records, supporting evidence and compliance documentation organised and up to date
• Assist with preparing and collating documentation for internal audits, external quality checks and regulatory inspections
• Maintain simple audit trackers and administrative records where required
• Follow up outstanding documentation when requested by the management team

Professional Development We Can Offer

• Competitive hourly rate
• Supportive and friendly working environment
• Opportunity to contribute to a vital role in a high-quality care setting
• Ongoing training and development opportunities
• 28 Days Holiday (including bank holidays)
• Employee Assistance Programme

A Successful Candidate Should Have

• Good organisational and administrative skills
• Confident working with staff rotas, spreadsheets and electronic systems
• Excellent attention to detail and accuracy
• Able to organise and prioritise your own workload
• Confident communicating with staff and members of the management team
• Able to respond calmly and practically when staffing arrangements change
• Comfortable identifying problems and escalating them appropriately
• Understands the importance of confidentiality and accurate record keeping
• Reliable, approachable and able to work as part of a team
• Good working knowledge of Microsoft Office, including Word, Excel and Outlook
• Willing to work flexibly where reasonably required to meet the operational needs of the service

Previous experience of rota coordination, administration or working within a health and social care environment would be advantageous.

Candidate Must Have

• Right to work in the UK
• Enhanced DBS
• 2 x positive references
• A full UK driving licence would be beneficial