Rota Coordinator

Sugarman; Ledston; On-site; GBP 23,000 - 32,000; Full time

Job summary

Sugarman is seeking a Rota Coordinator to support our service delivery, ensuring a stable team of carers to meet client needs. You will plan and manage monthly shift rotas, build strong relationships with care workers, and ensure rotas are communicated to service users and carers in a timely manner.

The role requires excellent customer service, empathy, and organised, proactive work. DBS clearance is required, and you will work in line with company policies, liaising with the Registered Manager

Qualifications

• DBS clearance required.
• Experience in the care sector is advantageous.
• Excellent customer service and adherence to company policy.

Responsibilities

• Plan and manage monthly shift rotas to meet client needs.
• Notify line manager of outstanding shifts.
• Build relationships with carers to meet demand and cover gaps.
• Ensure rotas are emailed to service users and carers promptly.
• Troubleshoot and resolve shift issues.
• Update Webroster and add carers to bookings.
• Input annual leave for carers into the system.
• Liaise with carers and clients on shift queries and escalate as needed.
• Collaborate with Candidate Relationship Team to identify new carers.
• Respond to changes in care packages.
• Support on-call rota operations.

Skills

Customer Service

Rota Planning

Communication

Organisational Skills

Empathy

Tools

Webroster

IT packages

Job description

ROTA COORDINATOR

ROLE PROFILE

As a Rota Coordinator you support the effective operation of our service delivery offering, ensuring we have a stable team of caring and professional workers who can be relied upon to meet demand. You will ensure rotas are planned and managed to ensure the level of care supports the client’s needs. You should be empathetic with excellent organisational skills and your understanding of the market should be well informed and current.

It is essential that you provide exceptional customer service and operate in a manner consistent with company spirit, policy and procedure; working to deliver the business's long-term vision and business goals.

DBS needed for this role: Yes

Qualification matched to this role: Customer Service

Career Progression to: Senior Rota Coordinator

STAKEHOLDERS

• Reports to: Registered Manager

• Responsible for: Self

• Close liaison with: Colleagues within branch

Relevant line managers within division

Mobile workforce

Service Users and their NoK

RESPONSIBILITIES

• Planning and managing the monthly shift rotas to ensure the level of care supports the client’s needs.

• Ensuring your line manager is aware of any outstanding shifts

• Building strong relationships with care workers so you can fulfil demand and call upon extra cover when required.

• Ensuring rotas are emailed to service users and carers in a timely manner.

• Troubleshooting and resolving any issues relating to shifts.

• Updating Webroster and ensuring all carers are added to client bookings.

• Inputting all carer annual leave on the IT system.

• Liaising with carers and clients regarding shift related queries and escalating these where appropriate.

• Working closely with the Candidate Relationship Team to identify new carers where appropriate.

• Responding efficiently to changes in the care and support packages.

• Supporting the effective operation of the on-call rota.

HEALTH, SAFETY & COMPLIANCE

• You will ensure you are fully compliant with Company policies and procedures ensuring minimum audit scores are exceeded.

• You will ensure safe systems of working are in place and promote safe working practices with all stakeholders

• It is expected you will work within both internal and external compliance and Quality Assured systems.

• You are expected to maintain an up-to-date knowledge of legislation ensuring full compliance from all stakeholders inclusive of Safeguarding, DBS and all relevant legislation.

• You will ensure a clean, tidy and safe working environment for all stakeholders ensuring materials and equipment are handled, stored, transported and maintained safely along with also ensuring that you and your colleagues are aware of First Aid and Fire procedures.

• Escalations for business, operational, managerial, legal and strategic requirements are made by you in a timely manner to line management or relevant reporting bodies in line with Company Procedure.

PERSONAL SPECIFICATION

• Able to work unsupervised but also willing to support the wider team when required.

• Excellent communication skills, both verbal and written.

• Customer focussed, professional and able to present yourself in a manner that best represents the business.

• Able to multitask, prioritise a demanding workload and work towards and within deadlines.

• Compassionate and empathetic with high levels of integrity.

• A good planner with strong organisational skills.

• Understanding of legislation and safe practices within the sector, demonstrating a willingness to gain a fuller understanding of the sector where necessary.

• Experience of working in the care sector would be a distinct advantage.

• Competent in all IT packages relevant to the role.

This role definition is not exhaustive but gives a general outline of the tasks required of the post holder. From time to time the post holder may be asked to carry out additional reasonable tasks as appropriate to the needs of the business. As such this role definition will be subject to reviews as and when required.