Administrative Assistant Home Care

Job Details

Description

Summary of Responsibilities:

The Aspire for Well-Being Home Care (Aspire Home Care) Administrative Assistant provides support to the Home Care Department in the development and implementation of a high quality home care program. This includes support with the hiring process, scheduling staff, maintaining accurate records for payroll and billing, maintaining complete, regulatory compliant files for residents/home care assistants, as well as administrative tasks such as answering the phone, greeting residents, supporting caregivers, scheduling orientations, tracking annual regulatory requirements and other tasks as may be necessary to maintain an ongoing compliant home care program.

The content of this job description is intended to describe the general nature and level of work expectations performed by incumbents in this classification. All activities are completed in accord with the Core Focus, 10-Year Target, Core Values of the Company, following all policies, procedures, Equal Employment Opportunity laws, confidentiality, and other Federal, State and Local laws and regulations, as appropriate.

Essential Functions/Duties

• Tracks and supports Home Care candidates through the hiring process: Assists with application reviews, phone screens, schedules interviews, conducts interviews, obtains, references, schedules orientation/pre-employment testing, and submits all required documentation to the Human Resources Department.
• Tracks and maintains records for annual Aspire Home Care competencies.
• Maintain client and employee files ensuring completeness and accuracy of records to be ready for an audit at any time.
• Reviews intake paperwork with clients and obtains necessary signature to begin services
• Other administrative tasks may include filing, copying, ordering supplies, scheduling meetings etc.
• Monitors staff availability including vacation requests.
• Schedules all new client requests and fills open shifts as needed and in a timely manner.
• Informs residents of changes to scheduled times or staff.
• Reviews accuracy of eRSP (web-based scheduling software) data as the basis for all billing.
• Inputs accurate and complete data for all new caregivers and clients into eRSP.
• Adjusts the schedule to promote continuity of care.
• Updates service plan details for clients and updates caregiving team.
• Engages with prospective and existing clients in a gracious and caring manner.
• Provides support to clients by responding to requests and ensures caregivers are prepared to provide needed support.
• Provides excellent customer service to all clients whether on the phone or in the office.
• Problem solves by creatively using available resources to meet client and staff needs.
• Handles a variety of phone calls.
• Functions as a resource for both internal and external inquiries.
• Participates in evening, weekend and holiday on call rotation
• Participate in and complete all required ongoing training, including monthly online and in-person training, annual skills competencies education, and role-specific certifications, to ensure continued competence and adherence to organizational and regulatory standards.
  
  

Other Duties

• As assigned by management
• Essential functions are not intended to be an exhaustive list of all position duties required and performed by the incumbent in the role. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
  
  

Required Skills/Abilities

• Strong follow-up skills and ability to work with little or no supervision, exhibiting strong proactive and efficient work ethic.
• Results-driven and comfortable operating with high expectations and accountability.
• Comfortable and agile working with technology; Proficient in MS Office and other applications.
• Ability to function in a fast-paced environment, with competing priorities and deadlines.
• Strong analytical, assessment, and problem-solving capabilities.
• Demonstrated relationship building and influencing skills.
• Demonstrated experience in interpersonal communication and presentation skills, verbal and written.
  
  

Supervisory Responsibilities

• None
  
  

Core Values

• AMBASSADOR: Represents The Highlands at Wyomissing in a positive light with integrity. Takes pride in our community.
• COMMITMENT: Dedicated, adaptable, tolerant, dependable, focused, and passionate. Often does more than is required. Reports to work as scheduled and timely.
• COMPASSIONATE: Is empathetic, mindful, and kind.
• INNOVATIVE: Is curious. Identifies new methods and efficiencies.
• RESULTS-DRIVEN: Has a strong sense of urgency about solving problems and completing work. Exerts unusual effort over time to achieve a goal. Maintains commitment to goals in the face of obstacles and frustrations.
• TEAM ORIENTED: Works cooperatively and effectively with others to achieve common goals.
  
  

The Highlands’ Traditions (Customer Service Expectations)

• SAFETY: Practices safe behaviors to ensure the safety of all.
• KINDNESS: Projects a positive image and energy. Courteous and respectful to all. Goes above and beyond to exceed customer expectations.
• SHOW: Takes pride in self-appearance. Stays in “character” and performs the “role in the show.” Ensures work area is show-ready.
• EFFICIENCY: Performs role with consistency and efficiency. Uses time and resources wisely.
  
  

Position Type/Expected Hours Of Work

• This is an as needed/per diem position with no guarantee of hours on a regular basis.
• This position is also part of an evening, weekend, and holiday on-call rotation. Work during inclement weather will be required.
  
  

Travel

• Limited travel is expected for this position
  
  

Education And Experience Requirements

• High school Diploma or GED (Required)
• 1-3 years of experience in human services or related field (Required)
• 1-3 years of experience in Home Care (Preferred)
  
  

Work Authorization/Security Clearances

• Medical Screening
• Criminal History Clearance
• FBI Fingerprint Clearance (Only required if you have not lived in PA for the last 2 years)
• Immigration and naturalization (I-9) Clearance
• Valid Pennsylvania Driver's License and acceptable MVR (if operating company vehicle)
  
  

Physical Requirement And Physical Demands

• Hearing -Adequate to perform job duties in person and over the phone.
• Speaking: Must be able to communicate clearly in person and over the telephone.
• Writing: Must be able to accurately document pertinent information either by writing or typing.
• Vision: Visual acuity adequate to perform job duties, including reading information from printed sources and computer screen.
• Continuously within shift (67-100%): Sitting, Standing, and Walking
• Occasionally within shift (1-33%): Climbing, Bending, Crouching, Squatting, Crawling, Balancing, pulling with force, pulling above head, pulling above shoulder, lift from floor level up, lift from waist level up, lift above shoulders/head, lifting 50 lbs. maximum and frequent lifting and/or carrying of objects weighing up to 25 lbs., Ability to lift push, pull with assistance (mechanical or coworker) the weight of the average patient specific to the department.
  
  

Safety Hazards And Physical Environment

• General office environment
• May be exposed to blood borne pathogens – Low Risk
• May be exposed to communicable diseases
• May be exposed to rare occasions during which it is necessary to interact with a resident exhibiting aggressive behavior.
  
  

At-Will Employment Statement

Employment with Aspire for Well-Being Home Care is on an at-will basis. This means that either the employee or the company may terminate the employment relationship at any time, with or without notice, and with or without cause, unless otherwise prohibited by law or subject to a written employment agreement signed by an authorized company representative. Nothing in this job description or any company policy shall be construed to create a contract of employment or guarantee of continued employment.