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Description: Office Administrator & Rota Coordinator Job Title: Office Administrator & Rota Coordinator Reports To: Office Manager / Care Coordinator Location: Wolverhampton Employment Type: Part-time- pro rata salary Job Summary: The Office Administrator & Rota Coordinator is a critical role in the smooth running of our business. This position combines administrative responsibilities with rota management, requiring exceptional organisational skills, attention to detail, and the ability to handle multiple tasks efficiently. You will ensure office operations run smoothly while managing staff schedules to maintain high-quality care delivery for clients. Key Responsibilities:Administrative Support: Handle incoming phone calls, emails, and correspondence, ensuring prompt and professional responses. Maintain and update office records, databases, and filing systems, ensuring confidentiality and compliance with GDPR. Assist in creating care plans, risk assessments, and other client-related documentation. Prepare and distribute schedules, meeting agendas, and internal communications. Support the preparation of invoices, payroll data, and client billing information. Rota Coordination: Create, manage, and update rotas for care staff, ensuring all shifts are covered and in compliance with clients’ care needs. Monitor staff availability, leave requests, and sickness to adjust rotas accordingly. Ensure rotas align with client preferences and contractual agreements, minimising disruptions. Communicate rota updates to care staff and address any schedule-related concerns. Proactively manage emergency situations such as last-minute cancellations or absences, arranging cover efficiently. Maintain accurate records of rota changes for payroll and compliance purposes. Staff Coordination: Support the recruitment process, including onboarding new staff and maintaining personnel files. Ensure staff training records are updated and assist in coordinating mandatory training sessions. Monitor staff compliance, including DBS checks, mandatory training renewals, and qualifications. Act as the primary point of contact for staff queries regarding schedules, shifts, and work-related issues. Client and Care Support: Liaise with clients and families to address inquiries, provide updates, and ensure satisfaction with service delivery. Assist with tracking care delivery hours and ensuring accurate documentation for reporting and billing. Work collaboratively with the Care Coordinator to ensure client care needs are met effectively. Office Management: Order and manage office supplies to maintain a well-organised and professional environment. Address IT and equipment issues by liaising with support teams. Support audits and inspections by maintaining accurate and up-to-date records. Compliance and Reporting: Ensure all documentation adheres to CQC standards and company policies. Generate and submit reports, including care activity logs, staffing hours, and performance data, to management. Assist with external audits, providing accurate records and documentation as required. Key Skills and Attributes: Organised and Detail-Oriented: Exceptional ability to manage multiple tasks and maintain accuracy in scheduling and administrative duties. Communication Skills: Strong verbal and written communication to liaise effectively with staff, clients, and external stakeholders. IT Proficiency: Skilled in using office software, care management systems, and rota scheduling tools. Problem-Solving Ability: Ability to think on your feet and resolve scheduling or administrative challenges efficiently. Empathy and Professionalism: Compassionate approach to working in a care setting while maintaining high professionalism. Time Management: Prioritise and manage workloads effectively in a fast-paced environment. Qualifications and Experience: Proven experience in an administrative or rota management role, preferably in domiciliary or healthcare settings. Familiarity with CQC standards and compliance requirements (desirable). Knowledge of rota scheduling systems and care sector software (desirable). Relevant qualification in Business Administration or equivalent (desirable). Working Hours and Benefits: Working hours: Monday to Wednesday, 8:30 am – 5:30 pm, with occasional on-call responsibilities. Benefits: Pension scheme, training opportunities, career progression. Abimatic Care Ltd is dedicated to providing equal opportunities and fostering a diverse and inclusive workplace. We welcome applications from all sections of the community. Job Type: Part-time Benefits: Company pension Free parking On-site parking Ability to commute/relocate: Wolverhampton WV10 6GH: reliably commute or plan to relocate before starting work (required) Education: GCSE or equivalent (required) Experience: Rota system : 1 year (required) Customer service: 2 years (required) Administrative : 2 years (required) Language: English (required) Licence/Certification: Driving Licence (required) Work authorisation: United Kingdom (required) Willingness to travel: 75% (required) Work Location: In person