Operations & Scheduling Administrator
Creative Behavioural Solutions (CBS)
Job Overview
Creative Behavioural Solutions (CBS) provides specialist Applied Behaviour Analysis (ABA) services to children and young people across home, school, and community settings throughout London.
We are seeking an experienced and highly organised Operations & Scheduling Administrator to support the day-to-day running of our services. This role is central to ensuring staff schedules, timesheets, payroll administration, sickness absence management, and client services run smoothly.
The successful candidate will be proactive, detail-oriented, confident managing multiple priorities, and comfortable working independently in a fast-paced environment.
Key ResponsibilitiesScheduling & Workforce Coordination
- Manage therapist and tutor schedules across multiple clients and locations.
- Coordinate sickness absence cover and schedule changes.
- Liaise with therapists, supervisors, and families regarding timetable amendments.
- Ensure staff allocations are accurately reflected across all systems.
- Monitor staffing levels and escalate concerns regarding service delivery.
Payroll & Timesheet Administration
- Review, verify, and process staff timesheets.
- Monitor timesheet submissions and follow up outstanding records.
- Prepare payroll information for submission.
- Assist with payroll queries and record keeping.
- Maintain accurate records of annual leave, sickness absence, and other staff absences.
Systems Management
- Manage and maintain records across:
- Connecteam
- HiRasmus
- Xero
- Google Workspace (Drive, Docs, Sheets, Calendar)
- Ensure client and staff records remain accurate and up to date.
- Generate reports and data required by management.
General Operations Administration
- Monitor and respond to administrative enquiries.
- Support onboarding of new staff and clients.
- Maintain compliance documentation and personnel records.
- Prepare letters, reports, and operational documentation.
- Assist management with service coordination and operational projects.
- Support invoice preparation and administration where required.
Essential Experience & Skills
The successful candidate must have:
- Previous experience in an administrative, scheduling, operations, or service coordination role.
- Experience coordinating staff rotas or workforce scheduling.
- Experience supporting payroll administration and timesheet management.
- Strong organisational and time management skills.
- Excellent written and verbal communication skills.
- High attention to detail and accuracy.
- Ability to manage confidential information appropriately.
- Ability to work independently and prioritise competing demands.
Highly Desirable Experience
Experience using one or more of the following systems:
- Connecteam
- HiRasmus
- Xero
- Google Workspace
Experience working within one or more of the following sectors:
- Education
- Special Educational Needs (SEN)
- Therapy Services
- Healthcare
- Social Care
Knowledge of:
- Staff scheduling and rota management
- Sickness absence procedures
- Payroll administration
- Employment documentation
- Service coordination
Personal Qualities
We are looking for someone who is:
- Proactive and solutions-focused
- Reliable and dependable
- Calm under pressure
- Professional and approachable
- Confident communicating with staff, families, and professionals
- Comfortable managing unexpected staffing and scheduling challenges
Hours & Salary
- Part-time: 10–30 hours per week (flexible)
- Hybrid/remote working considered
- £15–£18 per hour depending on experience
Why Join CBS?
This role offers the opportunity to play a key part in supporting a growing organisation that provides meaningful support to children and young people with additional needs. The successful candidate will work closely with senior management and have the opportunity to develop alongside the organisation.
Pay: £24,820.00-£27,000.00 per year
Work Location: Remote
