Administrative Assistant

Home Care Office Administrator

Reports To: Business Manager / Branch Manager

Job Summary

The Home Care Office Administrator is responsible for providing administrative, operational, and customer service support to ensure the efficient daily operation of the home care office. This position serves as the primary point of contact for clients, caregivers, and visitors while supporting scheduling, staffing, recruitment, onboarding, and general office administration.

Duties and Responsibilities

1. Administrative & Customer Support

• Provide administrative and office support to staff, caregivers, clients, and visitors.
• Greet clients, caregivers, applicants, and visitors professionally and direct them to the appropriate personnel.
• Answer incoming phone calls, emails, and inquiries regarding home care services.
• Maintain accurate records, files, and documentation while ensuring confidentiality of client and employee information.
• Complete assigned administrative tasks accurately and within established deadlines.
• Communicate any barriers or concerns affecting workflow to the Business Manager.

2. Office Administration

• Maintain positive, professional communication with clients, caregivers, employees, physicians, and community partners.
• Ensure compliance with HIPAA and company confidentiality policies.
• Maintain office cleanliness and organization, including conference rooms, reception area, kitchen, and supply areas.
• Restock office, kitchen, and restroom supplies as needed.
• Order and maintain inventory of office supplies, forms, orientation materials, and caregiver packets.

3. Scheduling & Client Care Coordination

• Assist with caregiver scheduling, shift confirmations, schedule changes, and coverage for open shifts.
• Coordinate communication between caregivers, clients, and office staff regarding schedule updates.
• Make follow-up calls to new clients to ensure satisfaction with services.
• Assist with resolving scheduling conflicts and staffing concerns.
• Prepare and send client correspondence, physician documentation, and service-related communications as directed.

4. Recruitment & Employee Support

• Schedule interviews for prospective caregivers and office staff.
• Assist applicants with employment paperwork, assessments, background screening, and onboarding requirements.
• Coordinate new hire orientation and training according to company policies.
• Maintain employee personnel files and required compliance documentation.
• Support ongoing employee communication and training schedules.

5. General Office Operations

• Receive, sort, and distribute incoming mail and deliveries.
• Process outgoing mail, UPS, FedEx, and courier shipments.
• Perform data entry, filing, scanning, copying, and document preparation.
• Prepare reports, letters, spreadsheets, and other administrative documents using Microsoft Office.
• Provide backup support to other office positions as needed.
• Participate in the agency's after-hours on-call rotation when assigned to assist with staffing and client care needs.

6. Other Duties

• Assist management with special projects and operational initiatives.
• Support quality assurance, compliance, and accreditation activities.
• Perform other administrative duties as assigned.

Physical Requirements

• Primarily sedentary office work with occasional walking, standing, bending, lifting, and carrying office supplies.
• Ability to lift up to 25 pounds regularly and up to 50 pounds occasionally.
• Ability to operate standard office equipment, including computers, printers, telephones, and scanners.

Qualifications

• High school diploma or equivalent required; Associate's degree in Business Administration, Healthcare Administration, or related field preferred.
• Minimum of two years of administrative experience, preferably in home care, healthcare, medical office, or business administration.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time management abilities.
• Ability to work independently while managing multiple priorities.
• Professional demeanor with excellent customer service skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and able to quickly learn scheduling and home care software.
• Typing speed of at least 50 words per minute preferred.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Must successfully pass all required background checks and screenings in accordance with state and federal regulations.