Scheduler/Recruiter

FirstLight Home Care; Mansfield (TX); On-site; USD 21,000 - 30,000; Part time

Job summary

FirstLight Home Care in Mansfield, TX is seeking a part-time Caregiver Recruiting, Onboarding, and Scheduling Coordinator. You will recruit caregivers, conduct interviews, onboard new hires, run background checks, and maintain records in ADP/WellSky.

You will also create and adjust caregiver schedules, coordinate with clients and families, and ensure timely communication. The role emphasizes strong organization, clear communication, and discretion with confidential information, approximately 20

Qualifications

• High school diploma or equivalent is required.
• Experience in scheduling, recruiting, staffing, healthcare, or home care is preferred.
• Experience with WellSky or similar scheduling systems is strongly preferred.
• Excellent organization, time management, problem-solving, and conflict-resolution skills.

Responsibilities

• Recruit qualified caregivers through approved sources and review applications and resumes.
• Conduct telephone, virtual, or in-person interviews and evaluate candidates.
• Guide onboarding, collect documents, and initiate background checks.
• Enter and maintain accurate employee information in agency systems.
• Create and update caregiver schedules, match with clients, and communicate changes.

Skills

Organization

Communication

Multitasking

Phone/Email etiquette

Problem-solving

Confidentiality

Scheduling

Recruiting

Interviewing

Education

High school diploma or equivalent

Tools

WellSky

ADP

Indeed

Microsoft Office

Google Workspace

Job description

Primary Responsibilities

Caregiver Recruiting and Hiring

• Recruit qualified caregivers through Indeed, ADP, employee referrals, and other approved recruiting sources.
• Review applications and resumes and conduct telephone, virtual, or in-person interviews.
• Evaluate candidates based on experience, availability, reliability, communication skills, and ability to meet client needs.
• Maintain timely communication with applicants throughout the hiring process.
• Schedule interviews, orientation, and onboarding appointments and extend offers to approved candidates.
• Maintain an active pipeline of qualified caregivers and adjust job postings as needed.

Onboarding and Background Checks

• Guide new caregivers through the complete onboarding process.
• Collect and verify required employment, identification, certification, reference, and driving documents when applicable.
• Initiate and monitor criminal background checks and other required screenings.
• Confirm that required forms, policies, acknowledgments, and training assignments are completed before work begins.
• Enter and maintain accurate employee information in ADP, WellSky, and other agency systems.
• Keep caregiver personnel files complete, confidential, and audit-ready.
• Coordinate orientation and communicate agency expectations, policies, and procedures.
• Track expiring certifications, insurance, and other required documentation.

Caregiver Scheduling

• Create, maintain, and update caregiver schedules in WellSky.
• Match caregivers with clients based on availability, location, skills, experience, personality, and client preferences.
• Confirm assignments and communicate schedule details clearly to caregivers and clients.
• Respond to call-ins, cancellations, missed shifts, late arrivals, and scheduling conflicts during assigned working hours.
• Locate qualified replacement caregivers and work proactively to prevent gaps in client care.
• Communicate schedule changes to caregivers, clients, families, and office leadership.
• Keep caregiver availability current and assist with scheduling or EVV discrepancies.
• Help control unnecessary overtime and excessive travel while maintaining reliable coverage.
• Participate in limited after‑hours or on‑call scheduling only when assigned and agreed upon.

Caregiver and Client Support

• Build positive, professional relationships with caregivers.
• Respond promptly to caregiver scheduling questions and concerns.
• Communicate professionally with clients and families regarding staffing and schedule changes.
• Document important scheduling conversations, caregiver concerns, and client updates.
• Identify attendance, reliability, or performance concerns and report them to management.
• Support caregiver retention through consistent communication and timely problem‑solving.
• Protect client and employee confidentiality at all times.

Work Schedule

• Approximately 20 hours per week.
• Specific workdays and hours will be established based on agency needs.
• Some flexibility may be needed for interviews, onboarding appointments, and urgent scheduling matters.
• Any after‑hours or on‑call responsibilities will be discussed separately.

Performance Expectations

• Timely coverage of scheduled client shifts and fewer last‑minute staffing gaps.
• Consistent production of qualified caregiver interviews, hires, and completed onboardings.
• Strong caregiver retention, attendance, and schedule reliability.
• Accurate caregiver schedules, personnel records, and system entries.
• Timely completion of background checks and onboarding requirements.
• Prompt, professional communication with clients, caregivers, applicants, and leadership.
• Effective prioritization and follow‑through within a 20‑hour workweek.

Qualifications

• High school diploma or equivalent required.
• Previous scheduling, recruiting, staffing, healthcare, or home care experience preferred.
• Experience with WellSky or another home care scheduling system strongly preferred.
• Experience with Indeed, ADP, or similar recruiting and HR platforms preferred.
• Strong organization, time management, problem‑solving, and conflict‑resolution skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and frequent schedule changes.
• Comfort with frequent phone calls, text messages, emails, and data entry.
• Proficiency with computers, Microsoft Office, or Google Workspace.
• Ability to handle confidential information professionally.