Home Instead® Office Coordinator Job Description

Genuine Senior Care LLC, DBA Home Instead

Objective :

The Office Coordinator shall report to the Operations Manager and is expected to perform a variety of clerical and administrative duties, including recruiting, engagement, scheduling, retention, etc.

The Office Coordinator is expected to answer phones, complete administrative duties and support other staff members with clerical tasks in order to provide the highest quality service to clients and caregivers.

The Office Coordinator is expected to meet the needs of the caregivers and develop and maintain a workplace culture that retains quality caregivers.

Primary Responsibilities :

• Service Coordinator / Scheduler
• Responsible for maintaining and growing service hours
• Recruiting and Engagement Coordinator
• Assist with Orientation and Training
• Reflect the core values of Genuine Senior Care LLC, DBA an independently owned and operated Home Instead franchise
• Handle office responsibilities to support the growth of the business
• Support Administrative Team Members with clerical or technical tasks to help the business achieve efficiency and growth
• Greet and welcome each visitor in a friendly, warm and professional manner
• Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members
• Field new client inquiries over the phone in a knowledgeable manner and schedule care consultations
• Assist with hiring process for new caregivers. Duties include community recruiting, on-line recruiting and fielding employment inquiries from prospective caregivers and moving applicants through the process
• Process criminal background checks, Family Care Safety Registry and Department of Motor Vehicle checks and drug screens
• Assist with making phone screens and reference calls on prospective caregivers in a timely manner
• Engage with active caregivers and focus on programs and best practices to enhance the Caregiver Experience
• Coordinate and participate in caregiver meetings
• Develop engagement strategies that utilize the 5 caregiver needs to promote caregiver retention and satisfaction
• Work in partnership with other Service Coordinators to coordinate caregiver schedules with an emphasis on creating high quality matches and extraordinary relationships
• Monitor, mediate, and log all client and caregiver activity utilizing the operating system
• Prepare and publish a monthly caregiver newsletter
• Evaluate and update all training materials, as needed
• Assist with billing and payroll by auditing shifts daily for accuracy
• Enter and maintain accurate client and caregiver records in the operating system
• Manage and maintain current availability and desired hours for caregivers in operating system
• Communicate client and caregiver concerns or problems with supervisor or other staff members as appropriate
• Determine each visitor’s purpose in a pleasant manner and promptly notify the appropriate staff member of their arrival
• Ensure Home Instead standards are met and upheld
• Maintain regular attendance and punctuality at the office to execute job responsibilities
• Demonstrate open and effective communication with owner,supervisor, colleagues and caregivers

Secondary Responsibilities :

• Serve as a back-up caregiver, as needed
• Assist with ordering and stocking office supplies
• Perform any and all other functions deemed necessary

Education / Experience Requirements :

• High school graduation or the equivalent
• One year of related business experience or an equivalent combination of education and work experience may be considered
• Must possess a valid driver’s license

Knowledge, Skills and Abilities :

• Must have an understanding of and uphold the policies and procedures established by Genuine Senior Care LLC, DBA an independently owned and operated Home Instead franchise
• Must demonstrate excellent oral and written communication skills and the ability to listen effectively
• Must have the ability to work independently, maintain confidentiality of information and meet deadlines
• Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills
• Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures
• Must have the ability to organize and prioritize daily, monthly and yearly work
• Must be able to establish good working relationships with management, colleagues, caregivers and franchise owner
• Must present a professional appearance and demeanor
• Must be able to operate office equipment
• Must be able to operate Home Instead technology
• Must be patient and congenial on the telephone
• Must have computer skills and be proficient in Microsoft Office products
• Must be able to work evenings or weekends as needed
• Must be able to perform duties in a professional office setting

Last updated : 2024-05-30