Job Title: Rota Administrator
Responsible to: Personnel & Administration Manager
ROLE PURPOSE
The Rota Administrator is responsible for the effective coordination and management of staff rotas across the care home, ensuring safe staffing levels are maintained to meet residents' needs. This role involves balancing the requirements of the home, staff availability, and regulatory standards while providing clear communication and support to colleagues.
The postholder will ensure compliance with care home staffing regulations, support efficient workforce planning, and contribute to high-quality care delivery by ensuring the right staff are in the right place at the right time. Working as part of the administrative team you will also undertake general administrative tasks during your role.
MAIN DUTIES & RESPONSIBILITIES
The below information is intended to give an oversight of this role, this list is not intended to be an exhaustive statement of terms, conditions, and duties.
Rota Management
· Create, publish, and maintain staff rotas for all departments.
· Ensure rotas meet safe staffing levels, Care Inspectorate requirements, and organisational policies.
· Monitor staffing and adjust in response to sickness, annual leave, or emergencies with support from their line managers.
· Forecast and plan rotas in advance for holiday periods, staff training, and peak demand.
General Administrative Duties
· Provide administrative support across the care home, including filing, record-keeping, and document management.
· Assist with reception duties, telephone enquiries, and internal communications as required.
· Prepare reports, spreadsheets, and correspondence for management.
· Contribute to the smooth operation of the admin team by assisting colleagues with general tasks as needed.
Communication & Support
· Act as a point of contact for rota queries from staff and managers.
· Communicate rota changes promptly and effectively to the team.
· Work closely with the Home Manager, Deputy, and HR team to support recruitment and onboarding in line with rota needs.
· Support new staff in understanding shift patterns and rota processes.
PERSON SPECIFICATION
· Previous experience in administration, rota coordination, or workforce planning.
· Excellent IT skills.
· Strong organisational and time management skills with the ability to prioritise.
· High attention to detail and accuracy.
· Excellent communication and interpersonal skills, with the ability to liaise at all levels.
· Ability to remain calm under pressure and adapt to changing demands.
Desirable:
· Experience working in a care home or health & social care environment.
· Understanding of regulations and safe staffing requirements.
SYSTEMS AND EQUIPMENT
· Use of Microsoft Office software, including using Outlook, SharePoint, Word, Excel, for production of forms and spreadsheets for management and staff.
· Use of Telephone and digital communication.
· Use of electronic Rota and HR Systems.
Job Type: Part-time
Pay: £13.21-£14.00 per hour
Expected hours: 24 per week
Benefits:
* Company events
* Company pension
* Discounted or free food
* Employee discount
* Free parking
* Health & wellbeing programme
* On-site parking
Work Location: In person