Admin & Scheduler

Senior Helpers; Surrey; On-site; CAD 42,000 - 60,000; Full time

Benefits offered by this job

Great Place to Work

Autonomy

Task Variety

Job summary

Senior Helpers Surrey is seeking an Admin & Schedule Coordinator to support daily operations and ensure clients receive care from our caregiving team. You will organize schedules for optimal coverage, maintain records, and handle customer service.

Ideal candidates have strong organizational and communication skills, experience in scheduling or staffing, and the ability to multitask in a fast-paced environment.

Qualifications

• High school diploma or GED; associate degree preferred.
• Experience in customer service preferred.
• Minimum one year in staffing/scheduling/logistics.
• Knowledge of home care/healthcare staffing preferred.
• Excellent organization and communication skills.
• Quick-thinking and decision-making skills.
• Team player with client interaction skills and multitasking ability.
• Experience using telephones with multiple lines and multitasking while remaining professional and patient in a fast-paced environment.
• Excellent problem-solving and creative-solution abilities.

Responsibilities

• Manage workload based on goals, initiative and prioritization.
• Select, schedule, and coordinate caregivers based on assessment and care plan information for new and existing clients; maintain gross profit margins.
• Maintain scheduling of caregivers and respond to conflicts, emergencies and call-outs; ensure schedule is complete three days before shifts.
• Communicate caregiver changes to clients/families in a timely and positive manner.
• Track and record scheduling changes in company software.
• Accept on-call duty averaging two weeks per month as directed by supervisor.
• Assist in maintaining caregiver files and monitoring licensing/insurance expirations.
• Audit timecards to ensure hours match scheduled hours.
• Identify and solve problems using initiative and good judgment.
• Coordinate shift back-fill for tardiness or absences.
• Serve as point of contact with client families regarding schedules.
• Maintain rapport with clients and caregivers and promote positive interpersonal relationships.
• Work with supervisor on resolving complaints, incidents and injuries.

Skills

Customer service

Organization

Communication

Problem solving

Multi-tasking

Education

High School Diploma or GED

Associate degree

Tools

Scheduling software

Phone system

Job description

Join a team that makes a difference in the lives of our clients and their families. If you are looking for a career that offers professional growth, a positive work environment with team morale and camaraderie, a team that supports each other to impact the growth and success of their company and allows our clients to age in the comfort of their homes while helping them keep and gain their independence, Senior Helpers of Surrey is the company for you.

Our Admin & Schedule Coordinator will be a vital team member in the daily operations of our company. Our Admin & Schedule Coordinator will ensure that our clients receive the care they need from our caregiving team. individuals who enjoys organizing schedules for best coverage, recordkeeping, problem-solving, and customer service will love this job are encouraged to apply!

Why Work for Senior Helpers?

• Great Place to Work® Certified—91% of our employees say Senior Helpers is a great place to work. We understand that our employees are with us to keep our business running and moving forward.
• Autonomy—We encourage our team members’ independence and believe in our team to complete their job duties without micromanaging
• Task Variety—We provide an engaging workday that uses your various skill sets to avoid monotony

General Duties and Responsibilities but not limited to:

• Manages workload based on goals, initiative, and prioritization.
• Select, schedule, and coordinate caregivers based on assessment and care plan information for new and existing clients. Maintains appropriate gross profit margin for each case.
• Maintain all scheduling of caregivers and respond to situations where scheduling conflicts, emergencies and/or “call-outs” arise. The company schedule must be complete three days before all scheduled shifts.
• Communicate timely and positively any caregiver changes and updates to the schedules ahead of the scheduled time, with the client/family.
• Track and record in company software for all scheduling changes.
• Accept on-call duty averaging two weeks per month and as directed by supervisor.
• Communicate and provide input to the internal staff on hiring needs on a regular basis.
• May assist in keeping caregiver files up to date, including tracking expirations of any licensing, insurance, etc. in computer software. Collects new documents as directed, notifies supervisor when new documents cannot be obtained.
• Audits timecards on a regular basis to ensure hours match scheduled hours.
• Demonstrate an ability to identify and solve problems; uses initiative and good judgment to reach quality decisions.
• Coordinate shift back-fill activities in the event of caregiver tardiness or absences.
• Act as point of contact with client family regarding schedules.
• Maintain an excellent rapport with clients and caregivers and effectively promote positive interpersonal relationships.
• Works in conjunction with supervisor in resolving complaints, incidents, and injuries.

What We’re Looking For Our Scheduler to Have:

• High School Diploma or equivalent (GED) is required, Associate’s degree preferred
• Previous experience in customer service preferred
• Minimum of one year in a staffing/scheduling/logistics position preferred
• Knowledge of general home care/healthcare staffing preferred
• Excellent organization and communication skills
• Quick-thinking and astute decision-making skills
• Team player, excellent verbal and communication skills, adaptable in different situations, possesses excellent client interaction skills, able to multi-task and work independently
• Must have experience using telephones with multiple lines, multi-task on several calls and maintain professionalism and patience within a fast‑paced environment
• Excellent problem-solving and creative-solution abilities

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state and local news