Care Coordinator

Oxford Aunts Care Ltd; Oxford; On-site; GBP 22,000 - 32,000; Full time

Job summary

Oxford Aunts is seeking a Scheduling Coordinator to manage central staff allocations across Oxfordshire, ensuring placements are filled four weeks in advance and that holidays, absences, and carer records are properly handled.

You will work with live-in and hourly care managers, ensure data accuracy in systems (Sirenum and Salesforce), and support onboarding of prospective clients while maintaining high-quality service delivery.

Qualifications

• Experience in health or domiciliary care scheduling.
• Ability to prioritise effectively, plan and organise.
• Experience dealing with difficult and challenging situations.
• Ability to problem solve and risk assess.
• Ability to stay calm and work at a fast pace.
• IT literate; proficient with G Suite tools.

Responsibilities

• Proactive rostering of all placements with adequate cover.
• Absence management and ensuring continuous staffing.
• Maintain 100% accuracy in Sirenum and monitor regularly.
• Schedule guaranteed hours each week, including none care hours.
• Manage holiday planning to control carers leaving simultaneously.
• Keep Salesforce deployment status up to date.

Skills

Scheduling

Prioritisation

Organisation

Problem solving

Multitasking

Calm under pressure

Communication

Change management

Tools

G Suite (Sheets/Docs)

Job description

At Oxford Aunts we've dedicated our life’s work to helping people stay in the home they love, since 1967. We’ve grown our services and our ways of working over the years to support the lives of the people we care for and the people who look after them. Providing high quality, personalised and specialist home care services throughout Oxfordshire and surrounding counties, we enable people to live in their own homes and communities for longer.

The purpose of this role is to deliver service excellence to both clients and carers through effective management of the central staff scheduling function, ensuring all placements are staffed ideally four weeks in advance. You’ll ensure clients and carers are communicated with ahead of planned holiday and that all sickness and absence from work is well managed and professionally coordinated. The scheduling coordinator will also ensure any issues relating to scheduling are captured and escalated to the Hourly Care manager. The success of the Scheduling Coordinator in their role will be measured through, not only key business criteria, but also by how they execute their role in context of the mission and values of the organisation.

Health, Safety & welfare

At OA the Health, Safety and the Welfare of our clients and colleagues is at the heart of everything we do. Every role within the team has the ability to impact on the Health, Safety and Welfare of both our Clients and our colleagues during every activity. Everyone is responsible for their own Health and Safety and all those impacted by their actions.

As a scheduling coordinator you will be responsible for:

• Proactive rostering of all placements, ensuring all of placements have cover
• Absence management – actioning absence in a placement immediately and ensuring we are always covered
• Ensuring 100% accuracy within sirenum and regularly monitoring cases to ensure 100% accuracy in Sirenum
• Ensure all guaranteed hours are scheduled each week - including none care hours
• Holiday management, ensuring the business remains safe and does not exceed a set percentage of carers off at any one time.
• Salesforce Management, ensuring the deployment status and ownership of the carers is kept up to date within salesforce
• Ensuring all carer placement records are updated with the correct information and ended when a carer leaves a placement
• Work alongside and in collaboration with the live-in and hourly care managers to ensure all required data is reflected within both salesforce and Sirenum ahead of client placements starting
• Contribute to organic sales growth through the completion of care assessments for prospective clients, ensuring a smooth onboarding process and high-quality service delivery
• Management and communication with any non-deployed carers
• To build strong relations with carers, to ensure they feel their concerns and issues are treated in a professional, warm and supportive manner

Essential skills and experience

• Worked in the health care sector with an understanding of the expectations of a carers role and subsequent support required for both carers and clients
• Domiciliary care scheduling experience.
• An ability to prioritise effectively, plan and organise
• Experience with dealing with difficult and challenging situations
• An ability to problem solve and risk assess
• An ability to stay calm and to work at a fast pace
• IT literate; able to use the G‑Suite tools (sheets, docs etc), laptop, chrome books
• An ability to multitask, be highly organised and able to work to conflicting and challenging deadlines.
• An ability to be able to facilitate change promptly and be able to re‑prioritise your work‑load daily

As well as the above, the successful candidate will also share our core values:

• Person-centred
• Commitment
• Supportive
• Professional
• Reliable
• Approachable