Rota Administrator
Salary: £28,500 per annum (Pro Rata)
Hours: 30 hours per week
Working Pattern: Friday–Monday, 8:30am–4:30pm
Location: Hybrid / Remote (attendance at company locations as required)
Reports to: Rota Lead / Clinical Operations Manage
About the Role
The Rota Administrator supports the safe, efficient and consistent delivery of care by planning, creating and managing staff rotas using CareLineLive.
Working closely with the Rota Lead, the postholder will ensure that services are safely staffed by coordinating cover, responding promptly to operational changes, and maintaining clear communication with care staff, bank workers and approved agency providers.
Key Responsibilities
- Create, update and maintain staff rotas using CareLineLive.
- Allocate care visits appropriately, considering staff availability, skills, location and continuity of care.
- Monitor staffing levels and identify potential gaps in advance.
- Arrange cover by contacting available care staff, bank workers and approved agencies.
- Respond promptly to sickness, annual leave, cancellations and emergency changes.
- Communicate rota changes clearly and promptly to all relevant parties.
- Maintain accurate and up-to-date staffing and rota records.
- Support the mobilisation and staffing of new care packages.
- Escalate unresolved staffing gaps and operational risks to the Rota Lead or appropriate manager.
- Work collaboratively with colleagues to ensure continuity and quality of care.
- Contribute to service improvement initiatives and the development of effective rota-planning processes.
- Carry out other reasonable duties appropriate to the role.
Working Relationships
The Rota Administrator will work collaboratively with:
- The Rota Lead
- Clinical Management Team
- Care Coordinators
- Care Staff
- Recruitment Team
- Agency Partners
- Service Managers and other relevant departments
Person Specification
Essential Requirements
- Previous experience in an administrative role.
- Excellent verbal and written communication skills.
- Strong IT skills and confidence using digital systems.
- Exceptional organisational and time-management skills.
- Strong problem-solving skills with good attention to detail.
- Ability to prioritise tasks and work effectively under pressure.
- Ability to respond calmly and professionally to changing operational demands.
- Ability to work independently and as part of a team.
- Commitment to confidentiality and professional standards.
Desirable Requirements
- Previous experience using CareLineLive or a similar care-management system.
- Knowledge or experience of domiciliary care services.
- Previous workforce-planning or rota-coordination experience.
- An understanding of CQC staffing expectations and relevant care regulations.
- Experience working with bank staff or agency providers.
Professional Standards
The postholder is expected to:
- Act professionally and with integrity at all times.
- Maintain confidentiality and comply with UK GDPR and data-protection requirements.
- Follow CQC regulations, safeguarding procedures and organisational policies.
- Promote safe staffing practices and escalate concerns appropriately.
- Participate in supervision, training and performance reviews.
- Support continuous improvement across the service.
Benefits
- Hybrid or remote-working opportunities, subject to operational requirements.
- Company pension scheme.
- Ongoing learning and development.
- Career-progression opportunities.
- Supportive leadership team.
- Annual leave in accordance with the employment contract.
- Access to modern digital systems.
- Flexible working environment.
Pay: £28,500.00 per year
Work Location: Hybrid remote in Bedford MK40 3JJ
