Office support specialist

Home Care Office Assistant

Department: Administration
Reports To: Office Manager or Agency Administrator
Employment Status:Part-Time, as assigned

EVERY THIRD WEEKEND and POTENTIAL FOR FULL TIME! INQUIRE WITHIN!

Position Summary

The Home Care Office Assistant provides administrative and clerical support to ensure the efficient daily operation of the home care agency. This position assists with client records, caregiver documentation, scheduling coordination, phone communication, data entry, and general office organization.

The Office Assistant helps maintain accurate records, supports communication between clients, caregivers, and office staff, and contributes to the delivery of reliable, high-quality home care services.

Essential Job Duties and Responsibilities

1. Administrative Support

• Answer incoming telephone calls, direct calls appropriately, and take accurate messages in a polite and professional way.
• Greet visitors, clients, caregivers, and family members professionally.
• Maintain organized electronic and paper filing systems.
• Perform data entry, scanning, copying, faxing, and document preparation prepare folders for all onboarding and new client packets as directed by the manager. Monthly evaluation of paper profiles for caregivers and quarterly for client paper charts.
• Monitor office supplies and notify management when supplies need replenishment.
• Assist the Office Manager with daily administrative tasks and special projects. (see marketing and onboarding needs list with manager weekly)

2. Client Records and Documentation

• Assist with maintaining accurate and up-to-date client files.
• File service agreements, assessments, care plans, and other required documentation as directed.
• Verify that documents are completed, signed, and filed appropriately.
• Assist with preparing paperwork for new client admissions and ongoing services.
• Maintain confidentiality of client, employee, and agency information in accordance with applicable privacy requirements and agency policies.

3. Caregiver and Employee Support

• Assist with collecting, organizing, and filing caregiver employment documents.
• Track outstanding paperwork, certifications, and other required documentation.
• Help communicate office announcements, schedule updates, and policy reminders.
• Assist with onboarding paperwork and orientation materials for new employees.
• Direct employee questions and concerns to the appropriate supervisor.

4. Communication and Customer Service

• Respond to routine inquiries from clients, families, caregivers, and referral sources.
• Relay messages accurately and promptly to the appropriate staff member.
• Document client concerns, caregiver concerns, and service-related communications as required.
• Escalate complaints, emergencies, changes in client condition, and other urgent matters to the appropriate supervisor.
• Maintain a courteous, professional, and service-oriented attitude at all times.

5. Compliance and Quality Assurance Support

• Follow agency policies, procedures, and documentation standards.
• Assist with preparing records for internal audits and quality assurance reviews.
• Report missing documentation, discrepancies, and potential compliance concerns to management.
• Follow applicable confidentiality, privacy, and record-retention requirements.
• Complete assigned training and maintain knowledge of agency procedures.

6. Other Duties

• Assist with projects and administrative tasks assigned by the Office Manager or Agency Administrator.
• Provide cross-coverage for other office personnel as needed.
• Support a team-oriented work environment and contribute to efficient office operations.

7. Scheduling Documentation and monitoring for week of to following week holes ONLY

• Maintain accurate records of schedule changes, call-offs, replacements, cancellations, and coverage attempts.
• Ensure scheduling documentation is complete and entered into the appropriate system. Place on the pin up board and communicate with the scheduler the progress you made daily on board via note on board.
• Assist with maintaining accurate client and caregiver scheduling information.

8. After-Hours / On-Call Support

• Participate in the company’s after-hours/on-call rotation when assigned.
• Respond to caregiver call-offs, client calls, staffing emergencies, and coverage needs during assigned hours.
• Follow established escalation procedures. Escalate emergencies and significant incidents according to company policy.
• Document all after-hours activity and communicate unresolved issues to the appropriate staff member.
• Respond to urgent staffing and client service issues.
• Coordinate replacement coverage for unexpected call-off back ups as appropriate.
• Maintain clear documentation of after-hours issues and resolutions during assigned shifts.

9. Compliance & Confidentiality

• Follow all company policies and procedures.
• Protect confidential client and employee information.
• Follow applicable home care regulations and company requirements related to scheduling and client services.
• Ensure caregivers are scheduled only when they meet applicable assignment requirements.

10. Team Support

• Work closely with the Office Manager, Administrator, caregivers, and other office staff.
• Assist with maintaining smooth daily office operations.
• Participate in staff meetings, training, and scheduling-related meetings as required.
• Perform other duties as assigned.

11. Marketing and Community Outreach

• Develop and implement marketing strategies to increase agency visibility and referrals.
• Conduct regular visits to hospitals, physician offices, rehabilitation centers, senior living communities, assisted living facilities, and other referral sources from binder and add new as observed.
• Establish new business relationships within the community. Build a new contact file in binder.
• Attend community events, health fairs, networking events, and senior expos as assigned by manager.
• Distribute marketing materials, brochures, and agency information as assigned by manager.
• Represent the agency in a professional and positive manner at all times.
• Identify new opportunities for agency growth and expansion.
• Identify potential referral opportunities and develop new partnerships.
• Respond promptly to referral inquiries and coordinate communication with the office and communicate with other office staff of these inquiries.
• Track referral sources and monitor referral activity via the file in binder.

Qualifications and Requirements

• High school diploma or equivalent required.
• Previous administrative, clerical, customer service, or office experience preferred.
• Home care, healthcare, or scheduling experience is a plus.
• Basic computer skills, including email, word processing, spreadsheets, and data entry.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle confidential information responsibly.
• Ability to prioritize tasks, meet deadlines, and work effectively in a fast-paced environment.
• Ability to follow instructions and work independently while supporting a team.

Performance Expectations

The Home Care Office Assistant is expected to:

• Maintain accurate, organized, and timely documentation.
• Answer and direct calls professionally and promptly.
• Complete assigned administrative tasks within established deadlines.
• Communicate schedule changes and urgent concerns without unnecessary delay.
• Maintain confidentiality and follow agency policies.
• Demonstrate reliability, professionalism, teamwork, and accountability.