Office Manager - Part-time

Senior Services of Lebanon County, Inc. d.b.a. Home Instead Senior Care is looking for a and Office Manager to become a part of our team and join our mission of enhancing the lives of aging adults throughout our community.  Home Instead Senior Care provides a variety of non-medical services that allow seniors to remain in their home and meet the challenges of aging with dignity, care and compassion.

 

 

  Objective:

The Office Manager in this small office is expected to perform a variety of duties including managing the office and overseeing company policies and procedures. This position requires at least 1 year experience in an office environment and must be proficient and have experience with business software including the Microsoft Office Suite and business applications. This is NOT an entry level position. This position includes always providing quality customer services to our Clients and CAREGivers, manages the office  and assisting with Client and CAREGiver scheduling as necessary. This is a part-time position of approximately 25 hours a week, depending on experience and skills, and is expected to lead to additional hours and potentially a full time position. Must be willing to share on call responsibilities after regular business hours and weekends and includes additional compensation. The desire to gain additional hours as a Senior CAREGiver will get additional consideration.
 
Primary Responsibilities:                                                                 
Reflect the values of Senior Services of Lebanon County, Inc. d.b.a. an independently owned and operated Home Instead Senior Care franchise.

• Will be trained to be well versed in Pennsylvania State Home Health Care Laws & regulations. Continuously monitor State Regulations and company policies and procedures to ensure the company is in compliance.     
• Providing administrative support in the areas of employee recruitment, hiring, retention, and evaluation
• Processing, verifying, and maintaining documentation relating to personnel activities such as staffing, recruitment, training, grievances, performance evaluations, and classifications
• Processing and reviewing employment applications in company software in order to evaluate qualifications or eligibility of applicants
• Examining employee files to answer inquiries and provide information for personnel actions
• Requesting information from law enforcement officials, previous employers, and other references in order to determine applicants' employment acceptability
• Responding to employee, manager and HR team requests and escalating issues as appropriate
• Providing support for employee on-boarding as well as employee exit meetings
• Assisting with data management and file maintenance to include day to day data entry and employee data maintenance in the HRIS
• Creation and processing of Personnel Action Forms (PAF) for your assigned service site
• Providing on-boarding administrative support, and arranging for in-house and external training activities
• Ensuring compliance with federal, state and local employment laws and regulations
• Answer incoming calls in a friendly, professional and knowledgeable manner
• Field new client inquiries over the phone in a knowledgeable manner, enter the information into the software system and work with team to communicate and prepare for the Care Consultation
• Assist in entering the Client and CAREGiver records in the software system
• Maintain regular attendance at the office to execute job responsibilities
• Demonstrate open and effective communication with the franchise owner, colleagues, CAREGivers and clients
• Share off hours on-call responsibilities pertaining to Scheduling and phone coverage
• Adheres to all company policies, procedures and business ethics codes and ensures that they are communicated and implemented within the team.

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. Advanced education (Bachelor or Associate degree, a business certification) is a plus.
• One year of related business experience or an equivalent combination of education and work experience may be considered.
• Must possess a valid driver’s license and a reliable vehicle.

Knowledge, Skills and Abilities: 

• Must have an understanding of and uphold the policies and procedures established by Senior Services of Lebanon County, Inc. d.b.a. an independently owned and operated Home Instead Senior Care 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 company standards, practices, policies and procedures.
• Must have the ability to organize and prioritize daily, quarterly, monthly and yearly work.
• Must have the ability to establish good working relationships with the franchise owner, office colleagues, clients and CAREGivers.
• Must have the ability to sit at a desk and listen effectively for long periods of time on the telephone.
• Must have the ability to present a professional appearance and demeanor.
• Must have the ability to operate office equipment.
• Must be patient and congenial on the telephone.
• Must have computer skills and be proficient in Word, PowerPoint and Excel.
• Must have the availability to work evenings and weekends as required.
• Must have the ability to perform duties in a professional office setting.
• Must demonstrate knowledge and/or the desire to learn the senior care industry,
• Must have the desire to do whatever is necessary to service our Senior Clients.

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This employer is Senior Services of Lebanon County, Inc. d.b.a. an independently owned and operated Home Instead Senior Care franchise. Your employer is not Home Instead, Inc. 
 
Our Office Manager works hand in hand with our Business Owner and Client & CAREGiver Coordinator.  This energetic, dynamic professional is expected to perform a variety of duties in the coordination of Office Management, Client and CAREGiver interaction as needed and Scheduler assistance as needed.   

The Office Manager will be responsible for: ·         
·         Applicant must be organized, detail oriented, be able to multi-task, and demonstrate excellent oral and written communication skills, and the ability to listen effectively.
·         You must have the ability to demonstrate effective interpersonal skills as well as make sound judgment and possess good decision-making skills.
·         The ability to handle stress is mandatory. This is a fast-paced position that requires you to be able to handle many scenarios at once.
·         Attention to detail is an absolute "must."
·         Facilitate reference checks and coordinate applicable background checks on potential employees.
·         Participate in a fast-paced, team oriented environment.
 
Job Requirements Office Manager

Applicant must have a vehicle, current driver’s license, current automobile insurance and a clear driving record and criminal history. Applicant must pass a drug test, Tuberculosis test and intensive background checks.

Desired Attributes: 
·         Ability to work in a fast paced work environment and multi-task. Must be a quick learner, work independently and be results oriented. 
·         Must be able to remain calm while under pressure and manage stressful situations well 
·         Proficient with computers and Microsoft Office
·         Must have the ability to work independently, maintain confidentiality of information and meet deadlines
·         Ability to organize and prioritize daily, monthly and yearly work
·         Must be patient and congenial on the telephone
·         Initiative to complete duties promptly and assist other office staff as needed
·         Strong desire to help community seniors and their families
·         Candidate MUST have upbeat, positive attitude!