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Scheduling Coordinator/Office Assistant

5 days ago

Winnipeg MB RM L, Canada Comfort Keepers Full time

Job Title:

Scheduling Coordinator/Office Assistant.

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 always have a positive experience Under the general supervision of the

scheduling manager, the scheduling coordinator is responsible for accurately scheduling the

qualified caregivers based on the requirements of all new and current clients.

Key Objectives:

The role holder is expected to provide co-ordination of scheduling services for both clients and our staff to ensure that we maintain the best fit for both parties. In addition, the role holder will be required to provide office administrative support through a variety of tasks

including but not limited to answering phones, general office paperwork, including filing and scanning and general administration. The successful applicant will be one that will create outstanding customer experiences and is a professional and team player.

Qualifications:

Two years work related experience and/or training. Secondary education would be an asset. Knowledge of scheduling and/or health care required. Requires proficiency in

common computer business applications (Word, Excel, Outlook, scheduling software).

Successful candidate will possess exceptional customer service, critical thinking and

organizational skills. Must be able to work under time pressures and manage multiple demands simultaneously. Excellent telephone etiquette and communication skills are necessary.

Responsibilities:

● Reports to Office Manager with communication accountability to 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 scheduling software 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

● Answering phones

● Scheduling and Hours Allocation

● After hours on-call rotation (additional per diem payment)

● 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:

In-house office position.

Position Physical Demands:

Walking, sitting, and standing with lifting limited to files and records typically not expected to exceed 5 pounds in weight. Extended time at a computer work screen and on the telephone.

Job Type: Part-time, 3 month term to begin that may turn into a permanent full-time position for the right candidate. – 20-30 hrs per week to start for the three month term.

Education:

 Secondary School (preferred)

Experience:

 Scheduling: 1 year (preferred)

 Administrative experience: 1 year (preferred)

Job Type: Part-time

Pay: $17.50-$20.00 per hour

Expected hours: 20 per week

Work Location: In person