Scheduler/Billing Coordinator

Home Instead; Exeter; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading home care company is seeking a Scheduling and Invoicing Coordinator to ensure efficient scheduling of care services and accurate invoicing processes. The ideal candidate will have prior experience in scheduling roles, strong IT skills, and exceptional organizational abilities. This position involves supporting a team to deliver the highest quality of service to clients while managing care professional schedules and financial responsibilities.

Qualifications

• Experience in scheduling or invoicing roles essential.
• Proficient with IT systems and software.
• Detail-oriented, organized, and capable of prioritizing tasks.

Responsibilities

• Coordinate scheduling and invoicing for care services.
• Match Care Professionals with clients.
• Manage payroll and invoicing administration.

Skills

Communication

Organizational Skills

Customer Service

Adaptability

Tools

Microsoft Office

Google Suite

CRM Software

Xero

Job description

Social network you want to login/join with:

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

1. Understand and build effective and efficient schedules around our clients and Care Professionals.
2. Ensure schedules are prepared, considering travel time, holidays, training, and last-minute cancellations.
3. Be responsive to changes in the schedule and liaise with relevant team members.
4. Match Care Professionals to new clients in conjunction with the client services team and arrange introductions.
5. Ensure client schedules are matched to their needs, with the same Care Professional and the same times each week, where possible.
6. Manage staff sickness, including booking return-to-work meetings and ensuring appropriate cover is in place.
7. Develop excellent relationships with both clients and Care Professionals for positive experiences.
8. Work with the recruitment team to ensure sufficient staffing levels.
9. Coordinate with the Care Team to resource and schedule care packages promptly.
10. Add and maintain all client and Care Professional information in the electronic scheduling system.
11. Participate in out-of-hours on-call rota.
12. Support care visits as required, ensuring continuity and quality.
13. Perform any other duties necessary for business operations.
14. Ensure compliance with Home Instead’s Equality, Diversity, and Equal Opportunities Policy.
15. Accountable for invoicing and payroll administration, including entering billing hours and expenses.
16. Process invoices and follow up with clients and suppliers as needed.
17. Manage invoicing, billing, and collections processes.
18. Reconcile client invoices and resolve discrepancies promptly.
19. Reconcile client payments in Xero.
20. Process Care Professional working hours and expenses for payroll.

Qualifications

Experience in scheduling and/or invoicing roles within home care or logistics environments.

Proficient with IT systems, Microsoft Office or Google Suite, CRM software, and adaptable to new technologies.

Resilient, positive, and with excellent communication skills.

Organized, able to prioritize, and work accurately under pressure.

Strong interpersonal skills and a team player.

Detail-oriented with multi-tasking ability.

Logical, analytical, and proactive in meeting deadlines.

Good customer service skills, with a professional telephone manner.

Experience 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 are passionate about care and motivated to help us achieve our goals, we would love to hear from you.

We encourage applications from all community sections to reflect the neighborhoods we serve. Home Instead is committed to safeguarding and promoting adult welfare, and all staff are expected to share this commitment.

This document provides a general overview of the role. Responsibilities may be modified to accommodate individuals with disabilities. This role is subject to a Criminal Records check.