Scheduler & Billing Coordinator

Home Instead; Exeter; On-site; GBP 23,000 - 27,000; Full time

Job summary

A care provider in Exeter is seeking a Scheduling and Invoicing Coordinator to enhance the quality of care for clients. This role involves managing schedules for Care Professionals, ensuring compliance with policies, and handling invoicing and payroll. Ideal candidates will possess excellent organizational and communication skills, with a background in scheduling or invoicing within home care or logistics. The position demands resilience and the capability to work accurately under pressure, alongside a commitment to safeguarding adults.

Qualifications

• Experience in a scheduling and/or invoicing role, preferably in a home care environment.
• Ability to function well under pressure while maintaining accuracy.
• Excellent telephone manner necessary for liaising with clients and staff.

Responsibilities

• Coordinate schedules for clients and Care Professionals efficiently.
• Accountable for invoicing and payroll administration.
• Manage changes in scheduling and maintain client information.

Skills

Excellent communication skills

Organisational skills

Attention to detail

Customer service skills

Team player

Tools

Microsoft Office

Google Suite

CRM software

Job description

Home Instead Exeter and East Devon was established 14 years ago and our mission is to brighten the lives of elderly individuals by giving them a sense of purpose, wellbeing & worth. This role will play a vital part ensuring that our clients receive the best in class quality care and support the growth of our business.

Job Description

Job Purpose

To perform a variety of duties in the coordination of scheduling and invoicing services for clients and the coordination and processing of billable hours and expenses of our Care Professionals, whilst providing the highest quality of service to clients.

The Role

• Understand and build effective and efficient schedules around our clients and Care Professionals.
• Ensure schedules are prepared, considering travel time, holidays, training and last-minute cancellations.
• Be responsive to changes in the schedule and liaise with relevant team members.
• Match Care Professionals to new clients in conjunction with client services team and arrange introductions.
• Ensure client schedules are matched to their needs, with the same Care Professional and the same times each week, where possible.
• Manage staff sickness, including booking return-to-work meetings and ensuring appropriate cover is in place.
• Develop excellent relationships with both clients and Care Professionals so both can enjoy positive experiences.
• Work with the recruitment team to ensure sufficient current and future staffing levels are met.
• Work with the Care Team to ensure new and existing care packages can be resourced and scheduled on a timely basis.
• Add and maintain all client and Care Professional information onto to the electronic scheduling system.
• Participate in out of hours on call
• Support with care visits as required, ensuring continuity and quality of service.
• Carry out any other duties deemed necessary for the successful operation of the business.
• Ensure compliance with Home Instead’s Equality, Diversity and Equal Opportunities Policy, in respect of employment and service delivery.
• Accountable for invoicing and payroll administration, including entering client billing hours and expenses within the scheduling system.
• Process invoices and follow up where appropriate with clients and suppliers.
• Manage invoicing, billing, and collections processes.
• Reconcile client invoices and resolve any discrepancies in a timely manner.
• Xero reconciliation of client payments.
• Process Care Professional working hours and expenses from the scheduling system and send to our payroll company for processing on a monthly basis.

Qualifications

Experience working in a scheduling and/or invoicing role within a home care or other relevant environment such as logistics.

Good working knowledge of IT systems with experience in Microsoft Office or Google Suite and CRM software with the ability to learn and adopt new technologies where appropriate.

Highly resilient and positive with excellent communication skills.

Excellent organisation and prioritisation skills with the ability to work calmly and accurately under pressure.

Team player with strong interpersonal skills with the ability to build rapport quickly.

Excellent attention to detail with the ability to multi-task.

Logical and analytical with the ability to work on own initiative and meet strict deadlines.

Good customer service skills as the role involves close liaison with Clients and Care Professionals.

Excellent telephone manner.

Experience of managing payroll, office expenses or financial responsibilities.

• Adapting to Change
• Planning & Organising
• Resilience

Core Competencies

• Driving Results
• Customer Service
• Communication & Relationship Management

Additional Information

If you have a passion for caring and the motivation to help us achieve our ambitions, we would love to hear from you.

We encourage applications from all sections of the community as we want to reflect the neighbourhoods in which we work. Home Instead is committed to safeguarding and promoting the welfare of adults and expects all staff to share this commitment.

This document describes the general nature and level of work for the position. It is not a comprehensive list of its responsibilities, duties, skills, efforts and conditions. Your employer reserves the right to modify the description in the future with or without notice. The responsibilities for this position are subject to possible modification to reasonably accommodate individuals with disabilities.

Home Instead is committed to safeguarding and promoting the welfare of adults and expects all staff to share this commitment. This role is subject to a Criminal Records check at the appropriate level.