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.
Hours of work:
Full time 9am-5pm
Salary:
Annual Salary £24,000
Duties
- To input all information into the electronic rota system to generate staff rotas and associated care documents.
- To deal with queries and concerns from Service Users and colleagues regarding rotas, visit schedules etc.
- 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.
- To monitor, collate and process timesheets for payment.
Main Tasks
- To design and create the rotas for the Care and Support service using the electronic rota planning software.
- To communicate the rota and shift patterns/times to all colleagues.
- To oversee and check that all colleagues have worked their allocated work patterns.
- To manage short notice absences and arrange cover on the rota to make sure that there is continuity of service.
- To assist with and resolve any queries from colleagues and Service Users regarding the rota, escalating issues where needed.
- To collate timesheets, check these against the rotas, update systems and forward on to payroll to arrange for payment and assisting with any queries.
- 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.
- To look for improvements in the rota system and how the rotas are worked and created.
- To run management information reports on the delivery of the service, budgets and visit schedules as required.
- To provide reception and administrative support to your colleagues as required.
- To manage alerts related to medication and care form the mobile app by carers.
- To carry out other reasonable tasks and duties from time to time as required.
| Person Specification | ||
| The skills, knowledge, qualifications and experience listed here are requirements of the role and are assessed at different stages of our recruitment and selection process. Use this information to help you complete the ‘further information’ section of the application form. | ||
| Skills | ||
| Communication: Clear written and verbal communication skills. The ability to listen, to follow and understand instructions. Attention to detail. | ||
| Thinking Style A logical and rational approach to resolving problems and making decisions. Good use of initiative and intuition. Flexible and adaptable in style – covering colleagues when necessary. Drive and motivation. Evidence of interest to learn and succeed. | ||
| Working with others Demonstrates strong Service User focus – prioritises Service User’ needs and requests. A welcoming and approachable style. Able to build positive working relationships with Service Users, team members and external visitors. | ||
| Well-being and Values Demonstrates values of respect, trust and calmness. Has an understanding of older people’s needs and the needs of people with disabilities, and a commitment to the safety, care and well-being of Service Users and Care Support Workers. Ability to show empathy. | ||
| Time management Organising skills – being able to plan ahead, meet deadlines. Conducts tasks in a structured and logical way. Factoring in the unexpected! | ||
| Qualifications | Essential | Desirable |
| Educated to GCSE level or above (A – C grade or equivalent) | Essential | |
| Recognised qualification in information technology (IT) | Desirable | |
| Experience | Essential | Desirable |
| Using electronic rota planning systems | Essential | |
| Using Microsoft Word, Excel and Outlook | Essential | |
| Using Microsoft Access or equivalent databases | Essential | |
| Working in similar role or care environment | Desirable | |
| Knowledge | Essential | Desirable |
| Must be IT literate with a working knowledge of a variety of different types of software. | Essential | |
| Additional information | ||
| Duties must be carried out in compliance with Assisted Lives’ Equality and Diversity Policy. This role profile contains the principal accountabilities relating to this post and does not describe in detail all the duties required to carry them out. There will from time to time be a variation of duties depending on the needs of Service Users and needs of the service. This post is exempt from the Rehabilitation of Offenders Act 1974 and this means that any criminal conviction, including spent convictions, must be made known at the time of the application. | ||
Job Category: Administration
Job Type: Full Time
Job Location: Bradford Office
