Administrative & Scheduling Manager
Success Solutions Home Care
Victoria / Esquimalt, BC
Full-Time | Fixed-Term Contract (Potential opportunity for permanent employment based on operational needs.)
Join a Growing Healthcare Team Making a Difference
Success Solutions Home Care is an established and growing home care agency committed to providing exceptional, compassionate care to seniors and individuals living independently in the Greater Victoria area.
We are seeking an experienced, organized, and proactive Administrative & Scheduling Manager who thrives in a fast-paced environment and enjoys taking ownership of daily operations. This is a leadership role requiring excellent communication, sound judgment, strong organizational skills, and the ability to independently manage multiple priorities while providing outstanding customer service.
If you enjoy problem solving, building efficient systems, supporting both clients and employees, and being an integral part of a collaborative management team, we would love to hear from you.
Position Summary
The Administrative & Scheduling Manager is responsible for the day-to-day coordination of office operations, caregiver scheduling, client communication, employee onboarding, payroll administration, and administrative support.
This position requires someone who can work independently, make informed operational decisions, prioritize competing demands, and ensure continuity of service while maintaining professionalism and confidentiality.
Key ResponsibilitiesOffice & Operations
- Oversee the daily administrative operations of the office.
- Maintain organized office systems, records, and documentation.
- Ensure administrative processes are completed accurately and on time.
- Assist with continuous improvement of office procedures and workflows.
Scheduling & Client Services
- Coordinate caregiver schedules using ShiftCare.
- Respond promptly to client scheduling requests and service changes.
- Resolve scheduling conflicts while maintaining continuity of client care.
- Communicate professionally with clients, caregivers, healthcare professionals, and community partners.
- Manage after-hours scheduling responsibilities according to the on-call rotation.
- Escalate operational concerns appropriately.
Human Resources
- Coordinate employee onboarding and orientation.
- Maintain employee personnel files and compliance documentation.
- Track police checks, First Aid certifications, TB testing, driver's licences, and required employment documentation.
- Coordinate recruitment activities and interview scheduling.
- Assist with employee communication and HR administration.
Payroll & Financial Administration
- Prepare payroll documentation accurately and within established deadlines.
- Process invoicing and billing using QuickBooks.
- Coordinate with the company bookkeeper to ensure payroll information is complete and accurate.
- Track staff reimbursements and administrative records.
Client Relations
- Answer incoming telephone calls and emails professionally.
- Respond to client inquiries promptly.
- Coordinate new client intakes.
- Follow up with prospective clients.
- Assist with client retention initiatives.
- Ensure client concerns are addressed promptly and escalated when appropriate.
Administrative Leadership
- Coordinate staff meetings and training sessions.
- Maintain confidentiality of employee and client information.
- Monitor office supplies and vendor relationships.
- Assist management with special projects and operational initiatives.
- Support a positive, respectful, and collaborative workplace culture.
QualificationsRequired
- Minimum three years of administrative, scheduling, or office management experience.
- Previous supervisory or leadership experience.
- Strong knowledge of Microsoft Office (Word, Excel, Outlook).
- Experience using QuickBooks.
- Excellent written and verbal communication skills.
- Exceptional organizational and time-management skills.
- Ability to prioritize multiple competing tasks.
- Ability to work independently with minimal supervision.
- Strong customer service and conflict-resolution skills.
- Professional telephone etiquette.
- High attention to detail.
- Ability to maintain confidentiality.
Preferred
- Experience working in healthcare, home care, community care, or medical administration.
- Experience using ShiftCare or similar scheduling software.
- Human Resources experience.
- Payroll administration experience.
We're Looking For Someone Who
✔ Takes initiative without being asked
✔ Enjoys solving problems independently
✔ Communicates proactively
✔ Can prioritize in a fast-paced environment
✔ Is highly organized and detail oriented
✔ Demonstrates professionalism and accountability
✔ Builds positive relationships with clients and staff
✔ Is calm under pressure
✔ Takes pride in providing exceptional customer service
✔ Enjoys creating efficient systems and processes
Why Join Success Solutions Home Care?
- Supportive management team
- Meaningful work serving seniors and families in our community
- Opportunity to make a real impact in a growing organization
- Collaborative and respectful workplace
- Professional development opportunities
- Competitive compensation based on experience
How to Apply
Please submit:
- Cover Letter
- Resume
- Three Professional References
Only those selected for an interview will be contacted.
Pay: $25.00-$35.00 per hour
Benefits:
- Casual dress
- Mileage reimbursement
- On-site parking
- Work from home
Application question(s):
- Describe a situation where several unexpected issues occurred at the same time. How did you prioritize them, what decisions did you make independently, and when did you decide to involve your manager?
Work Location: In person
