Rota Coordinator & Administrator

CoActive Care; Torquay; On-site; GBP 19,000 - 20,000; Full time

Benefits offered by this job

Competitive pay

Flexible hours

Training opportunities

28 days holiday

Employee assistance

Supportive environment

Job summary

Meadfoot View, a purpose-built residential care home in Torquay, is seeking a Rota Coordinator & Administrator. You will manage staff rotas, ensure coverage, and provide administrative support to the Registered Manager and team.

This role requires strong organisational skills, experience with spreadsheets and MS Office, and the ability to spot staffing gaps. Flexible hours are possible, with a friendly environment and ongoing training.

Qualifications

• Strong organisational and administrative skills with excellent attention to detail.
• Experience working with rotas, spreadsheets and electronic systems.
• Good working knowledge of Microsoft Office (Word, Excel, Outlook).

Responsibilities

• Prepare, maintain and regularly update staff rota and ensure shifts are covered.
• Liaise with staff on availability, shift changes and cover requirements.
• Provide general administrative support to the management team and maintain records.
• Record leave, sickness and absences accurately and escalate concerns as needed.

Skills

Rotas & scheduling

MS Office proficiency

Attention to detail

Communication skills

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

What's in it for you

• Competitive hourly rate of £13.50-£14.50, depending on experience


• Approximately 30 hours per week, with flexible working hours considered to suit the needs of the service


• Supportive and friendly working environment


• The chance to play a vital role in the smooth running of a high-quality care setting


• Ongoing training and development opportunities


• 28 days holiday (including bank holidays)


• Employee Assistance Programme

About the role

Are you highly organised, confident with spreadsheets and systems, and great at juggling competing priorities? We're looking for a Rota Coordinator & Administrator to join the team at Meadfoot View, a purpose-built residential care home in Torquay.

This is a varied and rewarding role at the heart of the service. You'll be responsible for coordinating and maintaining staff rotas, ensuring shifts are covered, and providing general administrative support to the Registered Manager, Nominated Individual and wider management team. Your accuracy and attention to detail will help keep staffing arrangements running smoothly and the home's records and documentation in excellent order.

You’ll work closely with the management team and will be trusted to spot and flag staffing gaps or administrative concerns before they become a problem.

What you’ll be doing

Rota Coordination

• Prepare, maintain and regularly update the staff rota


• Ensure shifts are covered and proactively source cover where gaps arise


• Liaise with staff on availability, shift changes and cover requirements


• Record annual leave, sickness and other absences accurately


• Escalate persistent staffing shortages or concerns to the management team


• Help reduce reliance on agency staff by identifying internal and bank cover

Administration

• Provide general administrative support to the management team


• Organise, maintain and securely file service documentation


• Complete routine data entry and keep records and spreadsheets up to date


• Handle incoming documentation and direct it to the right person


• Prepare routine correspondence and documents as required


• Maintain confidentiality at all times when handling staff and resident information

Audits & Compliance Support

• Carry out routine audits and administrative checks as directed


• Check documentation for accuracy and completeness


• Support the team with organising evidence for internal audits, quality checks and regulatory inspections


• Maintain simple audit trackers and follow up outstanding documentation

What we’re looking for

• Strong organisational and administrative skills, with excellent attention to detail


• Confidence working with rotas, spreadsheets and electronic systems


• A good working knowledge of Microsoft Office (Word, Excel, Outlook)


• A calm, practical approach when staffing arrangements change


• Confident communication with staff at all levels


• Reliability, discretion and a team-player attitude


• Willingness to work flexibly to suit the needs of the service

Essential requirements

• Right to work in the UK


• Enhanced DBS check


• Two positive references


• A full UK driving licence would be beneficial