Rota Coordinator

at  Assisted Lives

Role Profile
Our priority at Assisted Lives is to ensure Service Users maintain control,
choice and dignity. Feeling well supported and valued by reliable,
sensitive polite and friendly staff is what defines this service.
“The Rota Administrator role is a challenging and exciting position
involving excellent organisation skills and the ability to create and
manage visit schedules for Service Users and staff”

ROLE PURPOSE:

Reporting to the Rota Manager, to oversee the management and operation of the electronic rota and care planning system for the Assisted Lives, Care and Support service. To provide support with Finance and Payroll related work including timesheets and annual leave.

DUTIES

1. To input all information into the electronic rota system to generate staff rotas and associated care documents.
2. To deal with queries and concerns from Service Users and colleagues regarding rotas, visit schedules etc.
3. To ensure that rota changes are made in sufficient time to take account of things like cover for absence at short notice and ensure appropriate cover is maintained for the service; this may require temporary alternative arrangements in the event of a system failure.
4. To monitor, collate and process timesheets for payment.

MAIN TASKS

1. To design and create the rotas for the Care and Support service using the electronic rota planning software.
2. To communicate the rota and shift patterns/times to all colleagues.
3. To oversee and check that all colleagues have worked their allocated work patterns.
4. To manage short notice absences and arrange cover on the rota to make sure that there is continuity of service.
5. To assist with and resolve any queries from colleagues and Service Users regarding the rota, escalating issues where needed.
6. To collate timesheets, check these against the rotas, update systems and forward on to payroll to arrange for payment and assisting with any queries.
7. To administer invoices/receiving payments from Service Users by liaison with the Trusts finance staff. To provide reports of transactions and other finance related management information as and when required.
8. To look for improvements in the rota system and how the rotas are worked and created.
9. To run management information reports on the delivery of the service, budgets and visit schedules as required.
10. To provide reception and administrative support to your colleagues as required.
11. To manage alerts related to medication and care form the mobile app by carers.
12. To carry out other reasonable tasks and duties from time to time as required.