Rota Coordinator & Administrator
Service: Covering all Bromley Services
Salary: £26,629 PA
Hours: 38 Hours PW
Do you want to make a positive difference to people’s lives, enabling them to gain greater independence and improve their well-being? If the answer is yes, read on!
Who are Ambient Support?
Ambient Support, a registered UK charity with over 25 years’ experience in providing care and support services for older people, people with a mental health needs and people with learning disabilities.
The Role of our Rota Coordinator & Administrator
You will be responsible for providing efficient office services and assist the Administration for the Bromley Care team in supporting management with administration tasks. As a rota Coordinator You will be responsible for, working closely and as part of the regional team, you will ensure that the people we support have the highest standards of care and support through effective allocation of staff. You will direct, the team to ensure quality standards are maintained and that hours are delivered in a timely way in line with the people we support needs and wishes.
Key responsibilities of our Rota Coordinator & Administrator:
* Communicate with external and internal contacts over the telephone and deal with enquiries as appropriate.
* Deal with incoming and outgoing mail at Kingfisher House including opening and distributing incoming mail.
* Book meeting rooms as requested
* Assisting senior staff in the preparation and circulation of papers for meetings, organising the catering and rooms, liaising with booked speakers, attending meetings and producing minutes.
* Development, maintenance and review of coherent, comprehensive and effective database systems that support care staff and provide relevant and timely management information for internal management and reporting to third parties such as commissioners and regulatory bodies. As with general administrative systems, you will ensure that the database operations comply with data protection legislation
* Deal with general issues that arise in the Kingfisher Office, e.g. deliveries, greeting visitors.
* Work with the management team in maintaining the administrative systems supporting the service of the care team. You will ensure that all records are kept in line with the law relating to data protection. To coordinate core care hours, or shared hours and 1-2-1 hours commissioned by each local authority across the region.
* Ensuring 4 weeks/1 month of rotas are completed in advance and shared with local teams.
* Actioning request of changes from Wellbeing Leaders and Locality Manager to meet the needs and wishes of each person we support.
* Ensuring that training and annual leave bookings are in allocated on each local rota and cover arranged.
* To book agency staff to cover shifts as and when required.
* To make full use of our bank support work team by maintaining regular contact and building strong relationships.
* To ensure all rota changes are completed and shared with all team members across the region.
* To ensure rotas are completed on the agreed digital format and saved in the central agreed folders.
* To update and submit weekly finance trackers for each service if the commissioned hours are under or over this must be flagged with the relevant locality manager and Divisional Director immediately.
* To report on delivered hours to the locality managers and Divisional
* To complete weekly payroll returns for each location, gaining sign off from the relevant locality manager before submitting to payroll bureau.
Skills and attributes of our Rota Coordinator & Administrator:
* Desirable - Certified course in secretarial and administrative skills
* Experience of working in an office environment
* Experience of operating computer-based software packages
* Experience of administration work in charity/non-profit setting
* Proficient in the use of computer software packages: WORD, EXCEL, OUTLOOK, TEAMS.
* Ability to work on own initiative, set priorities and meet deadlines.
* Ability to communicate clearly and with courtesy face to face and over the telephone. Desirable NVQ Level 3 in adult care - advanced level or equivalent qualifications or working towards
* Experience of working directly in a care coordinator role, adult health, and social care, learning support or public health / health improvement.
* Experience of working in health, social care and other support roles in direct contact with people
* Experience of working within multiprofessional team environments.
* Experience or training in personalised care and support planning.
* Experience of data collection and using tools to measure the impact of services
Becoming part of the Ambient family brings benefits too!
- Flexible working, enabling work-life balance.
- National Living Wage paid regardless of age, including under 25s.
- Training and development
- ‘Refer a Friend’ bonus scheme.
- ‘Season Ticket’ loan & ‘Bike to Work’ scheme.
- Paid holiday with minimum of 28 days holiday, including BH (pro-rata for part time staff)
- Membership of Health Service Discounts scheme
- Free access to a comprehensive Employee Assistance Programme
We positively welcome diversity of background, ethnicity, skills, talents, and contributions from everyone.
We are committed to Safeguarding. An Enhanced DBS clearance is required for this post. References will be obtained for all roles.
REF- INDSLE