Role Overview

The Home Care Rota Planner & Scheduling Coordinator keeps our home care service running smoothly by building and managing the Rota, ensuring every client receives their visits on time from the right carer.

This is a desk-based, fast-paced role. You will spend most of the day managing the Rota and communicating over the phone with carers, clients, and families, ensuring the Rota is always planned at least three weeks ahead.

Schedule

• Monday – Friday, 9:30 AM – 5:00 PM, UK time, 40 hours per week

Key Responsibilities

1. Rota Planning

• Build and maintain the Rota at least three weeks in advance at all times.
• Match carers to clients based on skills, experience, continuity of care, and location.
• Plan efficient runs to minimize travel time between visits.
• Ensure every visit is fully covered—including double-up calls—with zero gaps.
• Schedule rest breaks in compliance with working time regulations and agreed carer availability.
• Plan proactively for holidays, sickness, training days, and incoming care packages.

2. Daily Rota Management

• Manage the live Rota throughout the day and adapt to real-time changes quickly.
• Cover last-minute sickness, cancellations, and late or missed calls by finding replacement carers at short notice.
• Monitor the Electronic Call Monitoring (ECM) system for late, missed, or short visits and resolve them immediately.
• Escalate any missed visit or safeguarding concern to the Registered Manager straight away.

3. Communication & Relationship Management

• Handle a high volume of calls with carers, clients, families, social workers, and local authorities.
• Communicate Rota changes to carers and clients clearly and in a timely manner.
• Manage complaints and challenging conversations calmly and professionally.
• Accurately log all call notes and operational actions on the system.

4. Systems, Administration & Records

• Use rostering and care management software daily to set up packages, visits, and carer profiles.
• Maintain accurate, up-to-date client and carer records.
• Cross-check timesheets and visit records against the Rota to support accurate payroll and invoicing.
• Generate Rota and visit reports upon request from management.

5. Additional Duties

• Carry out any other reasonable duties requested by management to support service continuity.

Qualifications & Requirements

Essential

• Computer Proficiency: Strong general digital skills and confidence learning new software quickly.
• Software: Proficient in Microsoft Office or Google Workspace (specifically Excel / Sheets).
• Communication: Excellent phone manner; comfortable making and receiving calls throughout the day.
• Organization: Exceptional planning abilities—capable of working 3 weeks ahead while simultaneously managing real-time day-to-day changes.
• Language: Clear, professional written and spoken English.

Desirable

• Prior experience as a Care Coordinator, Scheduler, or Rota Planner (ideally within domiciliary care).
• Experience using care management or rostering software (e.g., Access Care Planning, People Planner, etc.).

Personal Qualities

• Calm Under Pressure: Quick problem-solver when schedules shift unexpectedly.
• Detail-Oriented: Highly organized with exceptional attention to detail.
• Balanced Communicator: Firm but fair with care staff, while empathetic and caring toward clients and families.
• Accountable: Proactive and takes full ownership of tasks without needing to be chased.
• Team Player: Collaborative mindset with a commitment to keeping management and colleagues informed.

Independent Contractor Perks

• Health insurance coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.