Job Description

Scheduling Assistant (Service?User Rotas)

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1. Post Details

Job Title

Scheduling Assistant (Service?User Rotas)

Reports to

Management Team

Hours

16-20 hours per week (to be confirmed)

Salary

Depending on experience

Location

Office?based in Maidstone with occasional home?working and community visits

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2. Purpose of the Role

To plan, coordinate and maintain personalised weekly and monthly rotas so that every Phoenix Support service user receives timely, person?centred support in line with individual care plans, stakeholder contracts and organisational requirements.

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3. Key Responsibilities

3.1 Service?User Schedule Coordination

Create personalised weekly/monthly support rotas for each service user in CareForIt (CFI).

Ensure rotas reflect care plans, stakeholder contracts and service?user preferences.

Disseminate rotas to service users and support staff; encourage digital access while respecting individual communication preferences.

Add pertinent notes to scheduled visits so staff can view key support information.

Schedule appointments, reviews and family contact sessions as required.

3.2 Monitoring & Adjustment

Track completion of visits and mobile notes; follow up on omissions, lateness or deviations.

Respond promptly to changes such as hospital admissions, staff sickness or urgent needs by reallocating shifts.

Collaborate with the on?call team to maintain continuous cover and escalate risks to management.

3.3 Stakeholder Liaison

Maintain positive communication with service users, relatives, advocates and professionals regarding scheduling matters.

Ensure any schedule changes are communicated clearly and in good time.

Promote service?user empowerment and technology use while respecting individual preferences.

3.4 Reporting & Continuous Improvement

Produce weekly schedule status reports and monthly compliance summaries for management.

Generate exception reports highlighting missed or overdue visits.

Analyse scheduling data to identify trends and recommend process improvements.

3.5 General

Participate in the out?of?hours on?call rota for schedule adjustments.

Maintain accurate scheduling records and uphold data?protection requirements.

Support ad?hoc scheduling projects as directed by the management team.

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4. Person Specification

Qualifications

Care industry o ECDL or equivalent IT qualifications

Understanding of the Care Act 2014

Experience

Creating staff/service?user rotas o Using digital scheduling platforms o Liaising with multiple stakeholders

Experience in community?based social care services

Skills & Attributes

Excellent organisation and time?management o Strong communication and IT literacy o Ability to remain calm under pressure

Report writing and basic data analysis skills

Other Requirements

Willingness to work occasional evenings/weekends on a rota o Enhanced DBS o Full UK driving licence

Job Types: Part-time, Permanent

Pay: 12.35-15.35 per hour

Expected hours: 12 - 20 per week

Benefits:

Flexitime
Ability to commute/relocate:

Maidstone ME16: reliably commute or plan to relocate before starting work (required)
Experience:

Rota coordination: 1 year (preferred)
Language:

English (required)
Licence/Certification:

Driving Licence (required)
Work authorisation:

United Kingdom (required)
Location:

Maidstone ME16 (preferred)
Willingness to travel:

50% (required)
Work Location: In person

Reference ID: Scheduling Assistant