Reception & Scheduling Coordinator
Full-Time | Monday–Friday | In-Office – Stony Plain
Serving Hands Senior Care is an independent, locally owned, nurse-led home care agency supporting seniors and families throughout Stony Plain, Spruce Grove, Edmonton, St. Albert, Parkland County, and surrounding communities.
We are looking for a warm, highly organized, and dependable Reception & Scheduling Coordinator to join our growing office team.
This full-time position combines front-line reception, administrative support, and caregiver scheduling. We are looking for someone who can warmly respond to a client or family inquiry, shift seamlessly into solving a scheduling challenge, and recognize when a client or caregiver concern needs to be promptly directed to the appropriate member of our team.
This is a role people depend on. Consistent attendance, punctuality, communication, and follow-through are essential.
The Role
The position is primarily focused on reception and administrative support, with two days each week dedicated to caregiver scheduling as training progresses.
You will also participate in our rotating after-hours/weekend caregiver scheduling coverage approximately every third weekend.
What You'll DoReception & Administration
- Answer and route incoming calls professionally and compassionately.
- Serve as a welcoming first point of contact for clients, families, caregivers, applicants, and healthcare professionals.
- Gather prospective-client information, accurately document inquiries and referral sources, and ensure appropriate follow-up.
- Recognize urgent or clinical concerns and promptly direct them to the appropriate team member.
- Complete administrative tasks, data entry, documentation, and record maintenance using CareSmartz360, Trello, and other office systems.
- Support the day-to-day flow of a busy home care office where priorities can change quickly.
Caregiver Scheduling
- Train in and progressively assume responsibility for designated caregiver scheduling days.
- Coordinate caregiver schedules, availability changes, call-ins, shift changes, and replacement coverage.
- Consider caregiver qualifications, availability, location, client needs, compatibility, and continuity when arranging schedules.
- Communicate scheduling changes clearly and promptly with caregivers, clients, families, and the office team.
- Identify scheduling gaps, recurring reliability concerns, or other issues requiring follow-up and communicate them to the appropriate supervisor.
- Remain calm and solution-focused when unexpected staffing changes arise.
After-Hours/Weekend Scheduling
- Participate in rotating after-hours/weekend caregiver scheduling coverage approximately every third weekend.
- Respond to caregiver call-ins and urgent staffing needs and work to secure appropriate replacement coverage.
- Communicate changes, document actions taken, and escalate clinical or client-care concerns to the Nursing Team.
Ability and willingness to participate in this rotation is a requirement of the position.
Who We're Looking For
You may be a great fit if you:
- Are warm, professional, compassionate, and genuinely enjoy helping people.
- Are highly organized and comfortable managing several priorities at once.
- Communicate confidently by telephone, email, and in person.
- Remain calm and solution-focused when plans change unexpectedly.
- Are someone others can count on when the day does not go according to plan.
- Have strong attention to detail and accurate documentation habits.
- Are comfortable learning technology and scheduling systems.
- Take initiative and follow through on responsibilities.
- Can work independently while collaborating closely with a team.
- Understand that reliability and communication matter when clients, families, caregivers, and coworkers are depending on you.
Qualifications
Required:
- Previous experience in reception, office administration, scheduling, healthcare administration, home care, or another fast-paced coordination role.
- Excellent communication, organization, and problem-solving skills.
- Strong computer skills and ability to learn new software.
- Ability to maintain confidentiality and handle sensitive information professionally.
- Reliable availability for this full-time, Monday–Friday in-office position.
- Ability to participate in rotating after-hours/weekend caregiver scheduling coverage approximately every third weekend.
- Clear Criminal Record Check.
Assets:
- Previous employee scheduling experience, particularly in healthcare or home care.
- Experience working with seniors, families, or caregivers.
- Experience with CareSmartz360, Trello, or similar systems.
Why Serving Hands?
At Serving Hands Senior Care, reception is more than answering phones, and scheduling is more than filling shifts.
Every call represents a person who needs something from us, and every scheduled visit represents a senior or family depending on someone to arrive when expected.
Consistency creates confidence.
If you enjoy helping people, solving problems, staying organized, and being someone others can depend on, we'd love to hear from you.
Pay: $19.00-$22.00 per hour
Benefits:
- Dental care
- On-site parking
- Vision care
Application question(s):
- Are you available to participate in rotating after-hours/weekend caregiver scheduling coverage approximately every third weekend?
- Are you available to work full-time, in person, Monday–Friday at our Stony Plain office?
Work Location: In person
