SUMMARY: We are looking for a motivated multitasker to join our small office staff in a growing home care business. The candidate with a passion for health care/elder care and experience working in a home health agency environment is ideal. The candidate should also have excellent office and computer skills, background and direct experience in home care scheduling is a must. The Office/Operations Manager is responsible for maintaining the pool of eligible caregivers from advertising and recruiting operations. This position performs various office management functions for the agency, including such tasks as organizing files, communicating with staff and clients and supporting the marketing and outreach efforts of the Ownership. Key element of this role is completing the schedule in a timely manner at least two (2) weeks in advance. Employee will also be responsible for managing performance discussions with caregivers as it relates to their schedule (i.e, lateness, no shows and opportunities for shifts) MINIMUM QUALIFICATIONS:
- High school graduate
- Friendly and patient demeanor
- Ability to multitask in a face paced growing small business environment
- Two years of related experience; knowledge of HR, scheduling,home health care operations
- Must possess excellent written and verbal communication skills, telephone etiquette, and be able to interact effectively with persons from diverse backgrounds with a strong customer service orientation
- Must possess exceptional organizational skills and follow-through
- Must be highly proficient and comfortable utilizing various technologies and computer programs
- Must be a self starter, willing and able to take on projects and able to effectively problem solve with minimal guidance or oversight
- Able to exercise initiative, problem solve and apply sound judgment
- Must be able to work under pressure and manage multiple demands simultaneously
- Must present a positive and professional business image
- Must pass a criminal background check
- RN highly preferred, pay rate commensurate
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Exceptional customer service skills/mindset
- Managing incoming phone calls to busy small office
- Monitor and manage social media and provide support for marketing events and community outreach
- Support staff meetings, with notes and pre-meeting preparation
- Wellsky personal care system experience is preferred
- Make recommendations on further expansion of office systems and personnel to improve efficiency and support scaling up of operations
- Support HR/Recruiting initiatives as needed and as part of team environment
Office Recruitment
- Create personnel files; ensure caregiver information is accurately loaded into the agency's CRM system
- Continually recruit caregivers to maintain pool of eligible and available caregivers. This may include but is not limited to:
- Creating and posting online job ads
- Sourcing potential applicants on resume databases and social media sites
- Attending hosting job fairs
- Partnering with local nursing assistant programs
- Promoting the agency's employee referral program to current caregivers
- Process applications/employment inquiries
- Conduct pre-screens and in-persons interviews with potential candidates; provide hiring recommendations to Director of Client Services
- Schedule qualified candidates for orientation subject to positive reference verification; provide new hire packet for candidates to complete and return at orientation; validate provided references
- Create personnel files; ensure caregiver information is accurately loaded into the agency's CRM
system
- Monitor upcoming document expiration and required continuing education/performance evaluations; ensure needed items are completed by and/or collected from caregivers by their required due dates
Scheduling
- Schedule client shifts with eligible caregivers whose knowledge, skill and availability matches the service needs of the client.
- Communicate new assignments and/or scheduling changes to caregivers and clients.
- Maintain accurate schedules for clients in the agency's CRM system.
- Maintain accurate contact information and availability for caregivers in the agency's CRM system.
- Document events in the agency's CRM systems.
- Regularly review completed shift logs, verifying discrepancies from originally scheduled shift hours; notify Owner/Administrative Director of any payroll or billing concerns.
- Monitor missed/late shift clock-ins and immediately contact the scheduled caregiver to confirm arrival at the client's residence.
- Monitor caregiver scheduled hours for potential overtime; notify Owner/Administrative Director if overtime hours are needed.
- Promptly notify Owner/Administrative Director of staffing changes, scheduling issues and reported client issues.
- Serve as the agency liaison for caregivers, promoting a culture of engagement.
- Regularly communicate with eligible caregivers to confirm availability, desired hours, contact information and satisfaction with the agency, with increased focus during the first 90 days of employment.
- Conduct ongoing Stay Interviews .
- Ensure caregivers feel properly appreciated, supported and recognized.
PHYSICAL AND ENVIRONMENTAL DEMANDS: This is a primarily sedentary positionORGANIZATIONAL RELATIONSHIP: Reports directly to the Owner/Director of Care ServicesCLASSIFICATION: Hourly wage-commensurate with experiencePOSITION TYPE & EXPECTED HOURS OF WORK: This position is 37.5 hours as full time employment. This is an office-based high growth position in a fast paced environment. Extensive opportunities for advancement in this role.DISCLAIMER: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or be assigned at any time with or without notice.