Rota Coordinator

1 week ago

Blackburn BB, United Kingdom Deaf Village - Northwest CIC Ltd Full time £13,500 - £35,000 per year

Purpose of the role

Coordinate and publish reliable staff Rota's for The White House and the Deaf Hub, ensuring Access to Work (AtW) compliance, accurate CSW tracking, and clear communication to staff and managers. Provide calm, responsive scheduling support that keeps services safe, Deaf‑first and well‑organised.

Key Responsibilities

1) Rota Coordination & cover

  • Create, update and publish Rota's for The White House and Deaf Hub (weekly and forward look).
  • Log availability, annual leave, training and sickness; allocate shifts fairly and transparently.
  • Arrange short‑notice cover using bank staff; confirm changes with staff and the Deaf Hub Manager.
  • Keep a simple changes log (who/what/when) and ensure clear handovers.
  • Coordinate volunteers.

2) Access to Work (AtW) compliance admin

  • Ensure AtW bookings and evidence meet DWP rules (correct hours, roles).
  • Check that claims match diaries and bookings.
  • Maintain clean records for audits; flag any anomalies or risks to the Deaf Hub Manager promptly.

3) CSW tracking & coordination

  • Maintain CSW availability, skills (e.g., domains/BSL level/matching), and Rota history.
  • Track sessions delivered, cancellations/no‑shows, and any travel time impacts on diaries.
  • Match CSWs to bookings based on communication needs, experience and location.

4) Communication & service support

  • Send clear Rota communications to staff (publish, reminders, change notices).
  • Liaise with managers at The White House and Deaf Hub to confirm priorities and cover needs.
  • Be a calm first point of contact for day‑to‑day Rota queries and practical scheduling issues.

5) Record‑keeping & information governance

  • Keep accurate, up‑to‑date records in the Rota system (e.g., PASS/Rota tool) and trackers.
  • Follow basic IG practices (secure storage, GDPR, safe email).
  • Escalate any data issues or concerns quickly to the Deaf Hub Manager.

6) Boundaries & safety

  • Support a Deaf‑first, BSL‑friendly environment in all communications.
  • Understand service boundaries (DVG does not provide personal care) and escalate any boundary issues to a manager.
  • Follow lone‑working/visit safety steps where relevant to scheduling.

Person Specification

Essential:

  • Organised scheduler with experience in Rota's, diaries or workforce coordination.
  • Excellent attention to detail and calm under pressure; able to juggle priorities.
  • Good written communication; clear, respectful communication style with staff and managers.
  • Basic data skills (Excel/Sheets) and confidence using Rota/booking systems.
  • Understanding of Deaf culture and a commitment to a BSL‑first environment.
  • Willing to follow Access to Work rules and record‑keeping requirements.

Desirable:

  • British Sign Language (BSL) skills — Level 1/2 preferred.
  • Experience coordinating Access to Work bookings or CSW scheduling.
  • Experience in social care, education, or health scheduling environments.

Practicalities

  • Core hours total 24 per week; some flexibility may be required to finalise Rota's or handle urgent cover (by agreement).
  • Right‑to‑work in the UK; Enhanced DBS (role is site‑based supporting vulnerable adults).

How to apply

Send a CV and brief covering note (written English or BSL video) to

Job Types: Part-time, Permanent

Pay: £13.50 per hour

Expected hours: 24 per week

Benefits:

  • Company events
  • Company pension
  • Free parking
  • Language training provided
  • On-site parking

Experience:

  • Rota Management : 1 year (preferred)

Work authorisation:

  • United Kingdom (required)

Work Location: In person

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