Home Care Administrative Assistant - Full-Time Day Shift

Warm Hearth Village

A Nonprofit Community

Our Mission: Fostering a person-centered approach to aging in an inclusive environment that redefines retirement.

Our Vision: To nurture a transformative culture where people live and work in community, knowing their contributions are essential to our success.

Our Values: Innovation, Community Collaboration, Passion, Inclusiveness and Ethics.

Home Care Administrative Assistant- Full Time

Position Summary

The Home Care Administrative Assistant ensures efficient agency operations by providing administrative support, maintaining accurate client and caregiver records, and managing staff schedules. This position assists management, staff, and clients by managing communications, maintaining records, coordinating schedules, and supporting compliance with company policies and procedures.

Essential Duties and Responsibilities

Scheduling and Staff Coordination

• Create and maintain caregiver schedules based on client needs, availability, and agency policies.
• Confirm caregiver shifts and assignments, including last-minute changes or call-offs.
• Track caregiver availability, time off requests, and ensure adequate coverage for all client shifts.
• Communicate scheduling updates and coverage issues promptly to caregivers and supervisors.
• Coordinate training schedules and ensure caregivers are scheduled for mandatory training sessions.

Client and Caregiver Records Management

• Maintain accurate, complete, and compliant client files, including intake forms, service agreements, reassessments, and visit documentation.
• Maintain caregiver personnel files
• Track expiration dates for required documentation and alert management for renewals.
• Ensure all records meet compliance requirements.

Administrative Support

• Answer and route phone calls and emails from clients and caregivers.
• Prepare reports, correspondence, and documentation as requested by management.
• Support onboarding of new caregivers, including orientation paperwork and training coordination.
• Assist with audits, surveys, and regulatory compliance documentation.

Communication and Customer Service

• Serve as a point of contact for caregivers, clients, and family members for administrative and scheduling matters.
• Provide courteous, professional, and timely responses to inquiries and concerns.
• Relay important information to management regarding client or staff issues.

Qualifications

• High school diploma or equivalent required
• Previous administrative, scheduling, or office experience, preferably in home care or healthcare.
• Strong organizational, time-management, and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn scheduling or home care software.
• Ability to maintain confidentiality and handle sensitive information professionally.

Skills and Competencies

• Attention to detail and accuracy
• Effective problem-solving and decision-making
• Customer service orientation
• Ability to work independently and as part of a team
• Flexibility in handling urgent scheduling needs

Work Environment

• Office-based with frequent interaction with caregivers, clients, and management.
• Fast-paced environment requiring multitasking and adaptability.
• Regular use of phone, email, and scheduling software.

Hiring Manager:

• Alexis Schwartz, Home Care Manager, aschwartz@warmhearth.org