Admin Assistant Scheduling Co-ordinator

2 months ago

Surrey, Canada Comfort Keepers Full time

**Job description - Admin Assistant - **Scheduling Coordinator**:
**Job Summary**:
Comfort Keepers ® is the premier provider of in-home care services and is a rapidly growing organization. Customer service is at the heart of what we do and strive to ensure that our Clients and Caregivers are always have a positive experience Under the general supervision of the President/Owner, is responsible for accurately scheduling of qualified caregivers based on the requirements of all new and current clients.

**Key Objectives**:
The Scheduling Co-ordinator, in conjunction with the office support team, is responsible for managing the client experience from their first visit through the continuity of their care. The role of the scheduler begins in the office, where you will assist in developing and monitoring ongoing caregiver and client relationships through the proactive management of the client schedule. This will include selecting and distributing work among our caregiver staff based on skills, performance and the overall needs of the client. In addition, the scheduler will facilitate communication between the caregiver and the client, ensuring that all client needs are met through the delivery of quality care, as well as identifying and resolving potential client issues that may arise. The Scheduler will also be expected to assist with general office duties including but not limited to answering phones, general office paperwork including filing, scanning and general administration.

**Job Requirements**:

- Minimum of high school diploma or GED.
- Minimum of 2 years of related experience with experience in scheduling in client care or scheduling preferred.
- Strong computer literacy, including proficiency in Microsoft Word, Excel, and PowerPoint.
- Demonstrated leadership skills and outstanding people management skills.
- Must be able to work under time pressures and manage multiple demands simultaneously
- Exceptional customer service skills and written / verbal communication.
- Strong problem solving and organizational skills.
- Willingness to spend extended periods of time on the phone.
- A reliable vehicle and valid driver’s license with the ability to pass a background check (including motor vehicle records check).

**Accountabilities**
- Reports to General Manager/Owner with communication accountability Human Resources and Client Care on staffing needs and caregiver accountability issues.
- Completing all scheduling activities and delivering a completed schedule on a timely basis.
- Assigning caregivers to new clients with input from Client Care Coordinator
- Monitoring Axis care telephony for caregiver clock in and out.
- Handle client or caregiver schedule changes.
- Schedule Variance: Track and Minimize all controllable schedule variance
- Target - 0% Variance for existing clients with complete plan.
- Client and Hours Retention: Ensure scheduling activities are conducted in such a way as to retain all clients and hours.
- Matching of Caregiver Skills and type with Client needs and type to maximize use of current available caregiver force.
- Communicate client status to family members
- Client Hours Growth
- Communicate opportunities for existing client hours growth to Client Care Coordinator
- Caregiver Retention: Ensure scheduling activities are conducted in such a way as to retain caregivers.
- Staffing: Communicate staffing and availability needs to HR.
- Claiming and Payroll coordination
- On Call rotation
- Answering phones

**Authority**
- Scheduling and Hours Allocation
- Caregiver accountability reinforcement - Time and Attendance

Performance Evaluations: Provide input on all performance reviews and for caregivers. Responsibility Fair Practices: Ensure all scheduling practices of company are conducted in legal, fair, and objective processes.
- Caregiver accountability - consistently hold caregivers accountable to company policies regarding time, attendance, and scheduling.
- Client Retention/Client Hours Retention: Conduct scheduling practices in such a way as to ensure client satisfaction and make every attempt to retain client hours

**Working Environment**:
Office environment. Position Physical Demands: Walking, sitting, and standing with lifting limited to files and records typically not expected to exceed 25 pounds in weight. Extended time at a computer work screen and on the telephone. As part of working with Comfort Keepers you will be eligible for **Benefits and a bonus program.**

**Job Types**: Full-time, Permanent

**Salary**: From $45,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Extended health care
- Flexible schedule
- On-site parking
- RRSP matching program

Schedule:

- Day shift
- Monday to Friday

Supplemental pay types:

- Bonus pay

**Education**:

- Secondary School (preferred)

**Experience**:

- scheduling: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: One location

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