Anna Magiera

As a rota manager in a care company, I play a critical role in ensuring that clients receive high-quality care through effective staff scheduling and management. My primary responsibility is to ensure sufficient staffing levels to meet the needs of clients or patients receiving care services.

Main duties :

Creating and managing schedules for care staff, ensuring that shifts are appropriately filled to provide round-the-clock care coverage.

Liaising with care workers to determine availability and preferences for shifts, as well as communicating schedule changes or updates in a timely manner.

Collaborating with care coordinators or supervisors to assess client/patient needs and match them with the appropriate staff members based on skillset and experience.

Ensuring that staffing schedules comply with relevant regulations, such as those related to maximum working hours, breaks, and certifications/licensing requirements for care workers.

Addressing staffing shortages or last-minute changes by finding suitable replacements or adjusting schedules accordingly to ensure continuity of care.

Maintaining accurate records of staff schedules, including attendance, hours worked, and any deviations from the planned schedule.

Identifying training needs for care staff related to scheduling practices, time management, and effective communication to optimize scheduling efficiency.

Tracking and evaluating staff performance related to attendance, punctuality, and adherence to scheduled shifts, and addressing any issues or concerns as needed.

Identifying opportunities for process improvement in scheduling practices to enhance efficiency, reduce costs, and improve overall quality of care delivery.

• Producing regular and ad hoc reports on transactions from connected Transport Management Systems , checking, formatting and disseminating business critical information to internal and external stakeholders
• Ensure new data (collection or delivery points, users, suppliers, etc.) are set up in line with each individual process and timeline under SLA and with complete accuracy
• Accurately capturing and recording statistics to support with KPI creation and measurement
• Maintain excellent working relationships with all sites, key stakeholders, suppliers and customers
• Ensuring data provided and requests submitted by Business Units are checked, verified and updated with a strong eye for detail and extreme accuracy
• Continually review the content of processes, highlighting and contributing towards any amendments in line with the system release schedule
• Ensure all processes once written are adhered to, maintain a high standard of quality and compliance
• Managing existing and onboarding new carriers ( carrier agreements, NDA's, Insurance and Liabilities )
• Support investigations into queries with financial touchpoints (invoice queries, finance interface queries with Oracle R12 system) and action corrections accordingly
• Offer guidance to colleagues through on-the-job knowledge sharing, and support with the training of new processes where appropriate

• Promotion from a Team Leader Role
• Responsible for Systems Team Leaders and Systems Clerks within the office
• Collecting and Reviewing CV's, Conducting job interviews, Selecting and Onboarding employees in System Department
• Support HR team with adhoc HR projects and Administrative tasks as required
• Sorting and prioritising all incoming mail
• Data entry and maintaining records on multiple in-house systems
• Co-ordinate and Update Recruitment & New starter tracker spreadsheets
• Action customers’ inquiries, suggestions and complaints
• Measure and review team performance against company and customer KPI’s, service targets and implement appropriate actions.
• Monitor all office duties to ensure that operational deadlines are achieved
• Plan review and communication on a shift/daily/weekly basis operational requirements and changes so that KPIs and customer service levels are achieved
• Develop standards and procedures; measuring results against standards; making necessary adjustments
• Plan shift schedules to maximize office productivity and efficiency to support various requirements
• Ensuring that Health and Safety standards are maintained and site rules and Regulations are adhered to and that all accidents are reported
• Develop and maintain effective communications with and between departments and customers.
• Lead a programme of continuous improvement through development of the team to ensure
  KPI targets are met and where possible exceeded

• Resolving queries from internal and external customers
• Dealing with incoming phone calls from customers
• Resolving queries and complaints from internal and external stakeholders
• Processing emergency add orders
• Updating KPI report
• Assisting with interviews process
• Training new employees

• Processing incoming and outgoing delivery notes
• Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner
• Interacting with customers ( resolving their issues and queries )
• Completing electronic and handwritten forms that are required from clerks
• Amending operatives to daily task to balance the hours required for business ‑ Using different computer systems to complete duties as a clerk