Job Description

Job Objective:              To provide meticulous rota support to the  Operational Team; ensuring rotas are up-to-date at all times in line with staff requirements, that sub-contractor levels of staffing are kept up to date in service variance documents, and that resources are spread optimally across all rotas and new starters receive their master rota allocation as per contracted hours quota.

You will need to provide meticulous rota support to the  Operational Team, ensuring that rotas are always up to date.  You must be committed to the role, able to work unsocial hours and flexible to meet service/rota needs. 

Key Responsibilities & Duties:

• carry out the following functions within excel: Lookups, index, match, If, condtional formatting, pivot tables, prepare graphs, analyse some of the data.
• Ensure all sessions are filled in accordance with business intelligence variance requirements, including short notice changes to the rota via excel i.e. on the day cancellations are covered by working closely with the Operational Team.
• Ensure master rotas and RotaMaster records are kept up to date and that staff are rostered into sessions as per their contracted or agreed agency hours
• Ensure changes (such as reduction in working hours) are sanctioned upon approval on the appropriate change or leaver’s document and that information is passed onto other teams such as HR and Payroll for action.
• Ensure due diligence is carried out with HR and Payroll teams each month, making sure that all records match and any discrepancies escalated to the Contact Centre Manager for resolution.
• Escalate any rota risks such as shortage of a required skill set are escalated in the most timely way possible to the IUC Operational Team adjusting excel and data at the same time.
• Allocate new starters (both agency and permanent) shift patterns on Master Rota and ensure that allocation conforms to required number of hours as per contract of employment or agency agreement
• Assist in the collation of reports on any trends for cancellations, no-shows etc.
• Support the Operational Team or HR in the investigation of complaints or grievances relating to rota or Payroll administration.
• Support the Operational Team in processing weekly or monthly payroll activity.
• Assist in the formulation of Payroll instructions around any incentive-based pay, such as bonuses payable over Christmas and Easter, defining and providing required evidence for payments as needed.
• Liaise with subcontractors to ensure information around staffing levels is updated centrally and that this information is accessible to the Operational Team at all times.
• Maintain records and support any activity relating to CQC readiness or inspections, making sure required CQC standards affecting role function and outputs are upheld.
• Support the Operational Team, HR and Training Teams in contacting staff for updated compliance documentation has lapsed or individuals need to be schedule for additional/refresher training.
• Assist the Operational Team with any other reasonable request.
• Support the Operational Team in maintaining the Staff Annual Leave Tracker.

Required Knowledge, Skills, and Abilities

Must be able to demonstrate in their application intermediate Microsoft Excel skills eg. VLOOKUP, Nested IF Statements, Index, Pivot Tables, and first-class communication skills.