JOB SUMMARY

Are you a passionate person who loves helping people? Then, we are looking for you! If this sounds like you, continue reading!
Right at Home provides in-home care for seniors and disabled adults. Our mission is to improve the quality of life for those we serve. The Administrative Assistant will be responsible for various activities related to maintaining associate and office records for the company’s business. The candidate will assist with recruiting, hiring, keeping track of personnel files, reporting, tracking employee benefits, managing caregiver retention programs, and completing other HR tasks as needed.

REQUIREMENTS

• At least one year of experience in home care, home health, or hospice
• Proven experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multitask
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

• Answer the telephone, direct calls, and take messages using good telephone techniques
• Greet and assist everyone who comes into the office in a professional and courteous manner
• Handle incoming and outgoing mail
• Assist candidates with their work application as needed
• Data entry into Wellsky of all new clients, prospective clients, associates, and vendors
• Prepare new hire orientation packets, new client homecare record folders (Green folders), and agency information packets
• Prepare Personal Protective Equipment (PPE) for new hires & active employees (gloves, masks, hand sanitizers)
• Update employee documents as needed in Wellsky, and conduct compliance phone calls
• Data entry into WellSky of all conversations of applicants, new hires, prospective clients, current clients, and referral sources
• Handle incoming faxes as directed
• Coordinate with the IT department on all office equipment
• Respond to emails promptly
• Provides support to all team members as needed
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing industry publications
• Participate actively in the planning and execution of company events
• Ensure that filing systems are maintained and current
• Establish and monitor procedures for record-keeping
• Ensure the security, integrity, and confidentiality of data
• Handle customer inquiries and complaints
• Manage internal staff relations
• Maintain a safe and secure working environment
• Send out e-blasts to referral sources, direct care staff, and clients
• Contribute to the social media pages daily
• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and completing errands
• Keep office supply inventory and order supplies as needed
• May be required to travel for company business

Recruitment:

• Complete phone screening for the new caregiver and RN applicants
• Schedule interviews for the new caregiver and RN applicants
• Set up applicants in Apploi
• Update job postings and do audits of other open job vacancies
• Set up all new hires in Wellsky

Hiring

• Discuss the job offers with the caregiver and RN candidates
• Handle all BGC requests
• Create monitoring and adverse letters with BGC findings
• Complete all reference checks on potential hires

Personnel Files

• Lead the internal audit and send out reminders to the team
• Handle file maintenance and documentation management

Reports

• Report weekly and monthly recruitment reports
• Keep track of all monthly attendance
• Other requested reports as needed

Employee Benefits

• Assist new employees with Insurance enrollment
• Assist in conducting performance evaluations quarterly for caregivers

Retention Programs

• Conduct Right at Home University and HCP training
• Monitor the employee referral bonus program and suggest other retention programs
• Send and track Google Reviews

Other HR Admin tasks

• Prepare and conduct caregiver orientation every week
• Complete employee verification
• Answer all payroll questions regarding PTO and taxes
• Complete WOTC
• Manage the payroll calendar and Isolved instructions
• Update bank account and tax information for current employees
• Conduct exit interviews
• Keep track of employee birthdays and anniversaries
• Send out text messages for caregiver and office events