Administrative Support Specialist

Administrative Support Specialist

Home Instead is looking for a compassionate team member to join our staff. If you have a heart for seniors and thrive in a fast-paced environment, this is your opportunity to make a difference in a family’s life and change the face of aging. In this position, you will perform a variety of duties assisting and supporting our office in the areas of client care, scheduling, recruiting and training. Every day may be different, so we are looking for someone who is a quick learner, likes variety and can jump in wherever needed. Apply today and join our team!

Benefits
Our benefits package includes a 401k plan with 4% company match, quarterly bonus program for meeting certain targets, dental and vision plans, employee assistance program, and unlimited training using our online training system.

Objective:

Provide assistance to the day-to-day operations of the office, and support the following areas:

• Scheduling service for clients and CAREGivers
• Training activities for new and existing employees
• Recruitment and engagement activities
• Client Care activities
• Administrative tasks and processes

Primary Responsibilities:

• Reflect the values of MD Services, Inc. doing business as an independently owned and operated Home Instead® franchise.
• Perform any and all functions and responsibilities deemed necessary to support the day-to-day operations of the business—Scheduling, Recruiting, Training, Client Care
• Answer incoming calls in a friendly, professional and knowledgeable manner.
• Demonstrate open and effective communication with the franchise owner, colleagues, CAREGivers, clients and family members.
• Adhere to all company policies, procedures and business ethics codes and ensures that they are communicated and implemented within the team.
• Ensure Home Instead standards are met and upheld
• Maintain regular attendance at the office to execute job responsibilities

• Take calls from CAREGiver’s on a daily basis to review schedules and answer questions
• Assist with creating and maintaining client and CAREGiver schedules with an emphasis on high quality matches and the development of extraordinary relationships.
• Assist with monitoring, and logging client and CAREGiver activity utilizing our software system.

Recruiting

• Assist with scheduling applicant interviews.
• Assist with conducting reference checks, criminal background and motor vehicle check and drug screens on CAREGivers.
• Assist with creating employment records including but not limited to I-9 form, W-4 form and all other employment related documents.
• Assist with CAREGiver orientation and all training including training required to meet Home Instead^® Standards and additional optional training.

Client Care

• Assist with scheduling Service Inquiries and Care Consultations as needed.
• Assist with maintaining ongoing communication and coordinating follow-up schedules with potential clients and families
• Assist with conducting client/CAREGiver introductions as needed.
• Assist with maintaining client and responsible party records including documenting all quality assurance meetings.
• Assist with planning a schedule that ensures each client has at minimum one quality assurance visit per (month/quarter).

Training

• Assist with scheduling and conducting CAREGiver Orientation
• Assist with developing monthly in-service topics to meet CAREGiver and office needs
• Assist with developing, planning and facilitating quarterly CAREGiver meetings
• Assist with scheduling and conducting CAREGiver training, in-services and Alzheimer’s training

Education/Experience Requirements:

• High school graduation or the equivalent, college degree desirable
• 3-5 years’ experience in an office environment
• Knowledge and experience in the home care, home health, or medical industry highly preferred
• Must possess a valid driver’s license

Knowledge, Skills and Abilities:

• Must have an understanding of and uphold the policies and procedures established by MD Services, Inc, d.b.a. an independently owned and operated Home Instead® franchise
• Must demonstrate excellent oral and written communication skills and the ability to listen effectively
• Must have the ability to work independently, maintain confidentiality of information and meet deadlines
• Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills
• Must demonstrate discretion, integrity and fair-mindedness consistent with office standards, practices, policies and procedures
• Must demonstrate knowledge of the senior care industry
• Must have the ability to organize and prioritize daily, monthly, quarterly and yearly work
• Must have the ability to establish good working relationships with the franchise owner, office colleagues, CAREGivers and the community
• Demonstrate open and effective communication with the franchise owner, colleagues, CAREGivers, clients and family members.
• Must have the ability to sit at a desk and listen effectively and patiently for long periods of time on the telephone
• Must present a professional appearance and demeanor
• Must have the ability to operate office equipment
• Must have computer skills and be proficient in Excel and Word
• Must have the availability to work evenings or weekends as required (on-call work is required for this position)

• Must have the ability to perform duties in a professional office setting
• Must have the ability to work as a part of a team
• Must demonstrate excellent organizational skills