Administrative Assistant / Scheduler

Company Overview

In 2003, Homewatch CareGivers established its mission to preserve dignity, protect independence, and provide peace of mind to our clients and their loved ones by providing exceptional home care. Through delivering these high-quality caregiver services throughout Kent County, Homewatch CareGivers helps improve the quality of life for those in our communities as well as provide meaningful employment opportunities. We offer employees a strong family-oriented culture and professional, accredited training that addresses relevant health, wellness and dignity issues. Homewatch CareGivers welcomes individuals into our family who are eager to continually learn in order to best serve customers’ evolving needs, and who demonstrate the passion for connecting people to the quality services they deserve.

For more information about the company and our services, please visit our website: www.homewatchcaregivers.com/grand-rapids

Role: The Scheduler/Administrative Assistant is responsible for developing and maintaining the schedules of company employees, all of whom work flexible shifts, scheduling caregiver engagements, and direct client contact regarding schedules and changes of those schedules. This position will develop knowledge of individual employee’s availability and skill level in order to match them appropriately with clients. Other duties include using administrative skills to coordinate the activities and documentation of the agency.

Scope of Position: Reports to the Administrator and/or Manager of Business Operations

Knowledge, Skills, and Abilities Required
The appointed Scheduler/Administrative Assistant for the agency must meet the following qualifications: 

1. All of the criteria specified for a caregiver, since the position may require filling in for the caregiver under some circumstances
2. Strong computer skills
3. Able to use and learn scheduling software
4. Software experience with Word, Excel and other applications as well as strong clerical skills
5. Thorough knowledge of the caregiver's responsibilities
6. Thorough knowledge of licensing standards for home and community support services, and other appropriate codes and regulations as required
7. Excellent interpersonal and communication skills - oral, conversational, telephone and written
8. Able to read and understand large numbers of caregiver reports
9. Able to read and understand personal care plans for each of their clients and assure their appropriate discharge
10. Able to organize large amounts of information and take appropriate action
11. Able to assess caregivers' skills, personalities, and interests sufficiently to provide input on good client/caregiver matches
12. Able to provide knowledgeable input on policy decisions
13. Able to communicate effectively with caregivers and clients, as well as the Owners, Manager of Business Operations, and other management personnel as appropriate
14. Demonstrate professionalism and responsiveness with prospective clients and others who may communicate with the agency
15. Sell services to prospective clients and referral sources
16. Be able to take on call responsibilities
17. Must pass all background screening with satisfactory results

Major Responsibilities
The Scheduler/Administrative Assistant manages client and caregiver items as they relate to matching and scheduling and is responsible for:
1. Answering office phone
2. Matching client schedules with compatible caregivers 
3. Assuring that the schedule is current and up to date at any given time 
4. Office and clerical activities as directed
5. Input of information into computer systems
6. Support and participate in the hiring process of new employees
7. Support and assist other office staff as needed
8. Fill in for caregivers when there is no one else available
9. On call responsibilities
10. Any other duty requested to maintain the operations of the business including caregiving duties

Physical Qualifications:
1. Able to work an average of 20-40 hours per week.
2. Able to bend, climb, stoop, and stand an average of 5 hours per day.
3. Able to lift 20-30 pounds.
4. Able to use tools necessary for job.
5. Able to communicate effectively.