Office Assistant - Full-time

Objective:
The Office Assistant is expected to perform a variety of administrative and clerical duties including answering the phone, completing assigned administrative tasks and providing other staff members with clerical support in order to deliver the highest quality of service to agency clients.
 
Primary Responsibilities:

• Reflect the core values of Solicitude, Inc., (d.b.a. an independently owned and operated Home Instead Senior Care franchise)
• Answer incoming phone calls in a friendly, professional and knowledgeable manner including transferring calls to an appropriate manager when necessary
• Handle routine customer service follow up by phone and/or email for both clients and CAREGivers as directed by the Recruitment & Retention Coordinator
• Assist Recruitment & Retention Coordinator with ongoing CAREGiver employment procedures and records management
  • Assist with the applicant management process
  • Conduct reference checks
  • New Hire record assembly
  • Scanning and recycling of terminated employee records

• Assist Recruitment & Retention Coordinator and Staffing Manager with monthly CAREGiver in-service meeting day material preparation as well as participating in CAREGiver client issue and scheduling discussions as needed
• Assist Staffing Manager with scheduling CAREGiver shifts as directed
• Assist Staffing Manager validate CAREGiver shifts in business software as directed
• Assist Accounting Manager assemble bimonthly CAREGiver payroll and client invoice mailings as directed

• Assist Client Care Manager/Coordinator with ongoing client records management
  • New client record assembly
  • Scanning and recycling of terminated client records
• Maintain regular attendance at the office to execute job responsibilities
• Demonstrate open and effective communication with the franchise owners, office staff, CAREGivers and clients

 
 
Secondary Responsibilities:

• Participate in CAREGiver meetings
• Perform any and all other functions and responsibilities deemed necessary

 
Education/Experience Requirements:

• High school graduation or the equivalent
• One year of related business experience or an equivalent combination of education and work experience may be considered (experience in healthcare preferable)
• Must possess a valid driver’s license

 
Supervisory Responsibilities:

• None

 
Critical Numbers:

• None

 
Knowledge, Skills and Abilities:

• This position must have an understanding of and uphold the policies and procedures established by Solicitude, Inc. (d.b.a. an independently owned and operated Home Instead Senior Care franchise)
• This position must demonstrate excellent oral and written communication skills and the ability to listen effectively
• This position must have the ability to work independently, maintain confidentiality of information and meet deadlines
• Knowledge of the senior care industry
• Ability to demonstrate effective interpersonal skills essential as well as sound judgment and good decision-making skills
• Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures
• Ability to organize and prioritize daily, monthly and yearly work
• Ability to establish good working relationships with the franchise owners, office staff, CAREGivers and clients
• Ability to sit at a desk and listen effectively for long periods of time on the telephone
• Ability to present a professional appearance and demeanor
• Ability to operate office equipment (copier, printer, scanner, fax functions)
• Must be patient and congenial on the telephone 
• Must have computer skills and be proficient in Word, and Excel
• Ability to work evenings or weekends as required
• Ability to perform duties in a professional office setting