Administrative Coordinator

POSITION SUMMARY: Under direct supervision of the Operations Manager this position is a 40-hour week position and is responsible for ensuring smooth operations within the company while upholding All About Home Care mission and vision. This position will do so by providing support to the general office as well as the Staffing Coordinator, Nursing Department, and Operations Manager.

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES:

General Office

• Answer telephone, direct calls, and answer queries from the public and potential clients
• Greet persons entering organization and direct them to the proper staff or service
• Maintain order and cleanliness of office spaces including storage rooms, conference area, reception area, and other areas as directed by Operations Manager
• Maintain all forms
• Stock and maintain reference library

· Support all marketing efforts

Support Staffing Coordinator

• Schedule staff and clients, when asked and/or when Staffing Coordinator is unavailable
• Document scheduling changes and notable events in eRSP, as necessary
• Respond to Telephony Alarms to assure that staff has arrived at their shift when asked or as needed.

· Performs scheduling services as part of “On-Call” duties, per schedule

Support Nursing Staff

• Data entry for Client Care Plan and Client Intake Form
• Create new Care Plan Books, Client Files, Client Assessment Packets, and Client Portfolios
• Scan and maintain computer record of Documentation Logs
• Track and Maintain caregiver training
• Re-organize and maintain closed client files
• File SIF forms
• Provide general administrative support upon request of nursing staff

Support Operations Manager

• Assist Operations Manager in any duties to allow the movement towards All About Home Care’s Strategic Objectives, as requested
• Any and all other related duties determined by Operations Manager

· Assist with various plans and procedures for all company personnel

a) In collaboration with the Management Team, the development and implementation of personnel policies and procedures;

b) Participate and collect date for the Performance Improvement Program

c) Assist with maintaining the company policies and procedures manual;

d) Assist with CHAP accreditation process

e) Manage and design programs to improve caregiver retention and morale including employee of month, raffle incentives, and feedback surveys.

f) Maintain and update the company website and Facebook

RESPONSIBILITIES:

• Attend and participate in Senior Management Meetings, Performance Improvement Meetings and Advisory Board Meetings;
• Maintain the confidentiality of clients and staff in accordance with guidelines and laws.
• Perform all work in accordance with all laws, regulations, ordinances a, and court rulings in those jurisdictions in which the company operates
• Perform all work in accordance with company policies and standards inherent in all position contracts, action plans, employee manuals, ongoing policy memorandums, facilities and dress codes, as well as in the vision and spirit of the company’s strategic objectives and mission statement
• Answer all incoming phone calls in a professional and helpful manner, returning calls within one business day.
• Check voice mail and e-mails upon arrival and periodically throughout the day
• Maintain a professional tone and content in all written and verbal communication
• Assist the Operations Manager in whatever duties allow them to effectively position All About Home Care closer to its Strategic Objective
• Participate in appropriate continuing education as may be requested and/or required.

· Maintain a clean and organized workspace, including shared office spaces

· Complete opening or closing procedures i.e. file cabinets, phone system, door locks, as needed

• Respect employees’ time, space and need for concentration. Socializing and interruptions must not impede workflow.

Experience and Education

• Minimum of high school education; preferably with secretarial and computer background.
• Previous experience in a healthcare environment preferred
• General knowledge of spelling, punctuation, grammar, medical records and office procedures.

Skills and Qualifications

• Commitment to the mission of the organization and providing high quality service to our clients
• Strong communication skills, verbal, written and listening
• Ability to establish and maintain effective working relationships.
• Effective organizational skills
• Time management skills
• Demonstrate ability to multi-task
• Strong customer service focus
• Detail oriented with the ability to maintain accurate records
• Self-starter who works well independently as well as part of a team
• Demonstrate ability to maintain confidentiality to sensitive information
• Ability to operate and trouble-shoot general office equipment (i.e. copier, fax machine, calculator, etc.)
• Strong computer skills and experience with Microsoft Office required

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
All clients, caregivers, and visitors are required to wear a mask in the office.

Education:

• High school or equivalent (Preferred)

Experience:

• Office: 1 year (Preferred)

Work Location: One location