Rostering Coordinator (7X74WR45)

Fully Remote — South Africa | Independent Contractor | Full-Time, UK office hours | A UK domiciliary care provider

About the Role

Outsource Ability is recruiting on behalf of a UK domiciliary care provider for an experienced and organised Rostering Coordinator. The provider delivers approximately 2,000 hours of home care each week across around 90 care staff.

You will plan, maintain and adjust care workers' schedules so that client visits are covered consistently, staff availability is used effectively and travel between visits is practical. This is not a data-entry role. It requires independent judgement and active problem-solving across a two-week rolling rota.

This role covers rostering only. You will not change assessed care needs, reduce agreed care durations or decide that a required visit can be missed. Unresolved staffing and care-delivery risks must be escalated to the designated line manager.

Key Responsibilities

• Maintain the two-week rolling rota, keeping regular clients with the same care worker wherever practical.
• Complete the following week's rota each Monday to Tuesday, recording leave, sickness and visit changes accurately.
• Monitor and resolve uncovered visits, which can exceed 100 during busy periods, by reorganising runs and contacting staff for additional availability.
• Use bank staff and pickup arrangements for short-term and weekend cover rather than permanent runs.
• Plan runs using full client postcodes, allowing practical travel time between visits.
• Allocate work within each care worker's availability and contracted hours, avoiding over-allocation or double-booking.
• Assess new care packages against geography, visit times and staff capacity, working to the Wednesday cut-off for Monday starts.
• Keep the rostering system accurate and handle client and staff information confidentially.
• Escalate uncovered visits and operational risks to the designated line manager, with a summary of action taken.

Systems

• CareFree (or a similar care-scheduling platform)

Experience with every system is not essential, but you must be confident learning new technology.

What We're Looking For

Essential

• Demonstrable experience coordinating high-volume schedules, staff rotas, dispatch or comparable logistics work.
• Ability to solve multi-step scheduling problems and see how one change affects other visits, staff and routes.
• Excellent accuracy and numerical confidence when tracking staff hours, gaps and deadlines.
• Clear written and spoken English, with confidence contacting staff and updating UK colleagues remotely.
• Sound decision-making under pressure, with the judgement to escalate an unresolved visit promptly.
• Confident use of scheduling software.
• Ability to work securely with confidential information.

Advantageous

• Experience in domiciliary care, healthcare or another time-critical visiting service.
• Experience using CareFree or a similar care-scheduling platform.
• Familiarity with UK postcodes, local route planning and two-week repeating rota patterns.

Remote Work Requirements

Applicants must:

• Be based in South Africa.
• Have a modern laptop or PC with an Intel i5 / AMD Ryzen 5 processor or equivalent and a minimum of 8GB RAM.
• Have a stable fibre connection with a minimum of 50 Mbps download and 50 Mbps upload.
• Have a functional UPS, inverter or power station able to run the router and laptop for a minimum of 2–4 hours during load shedding.
• Have a professional noise-cancelling headset with a clear microphone.
• Have a quiet workspace suitable for calls and video meetings.
• Be available for the agreed full-time hours during UK office times.

Originally posted on Himalayas