Full job descriptionSchedulerHome Instead Exeter and East Devon was established 15 years ago and our mission is to brighten the lives of elderly individuals by giving them a sense of purpose, wellbeing & worth. Home Instead is the only 5* outstanding care business in the Southwest, and we are proud to have delivered over 1 million hours of exceptional care. This role will play a vital part ensuring that our clients receive the best in class quality care and support the growth of our business.
Understand and build effective and efficient schedules around our clients and Care Professionals.
Ensure schedules are prepared, considering travel time, holidays, training and last-minute cancellations.
Be responsive to changes in the schedule and liaise with relevant team members.
Match Care Professionals to new clients in conjunction with client services team and arrange introductions.
Ensure client schedules are matched to their needs, with the same Care Professional and the same times each week, where possible.
Manage staff sickness, including booking return-to-work meetings and ensuring appropriate cover is in place.
Develop excellent relationships with both clients and Care Professionals so both can enjoy positive experiences.
Work with the recruitment team to ensure sufficient current and future staffing levels are met.
Work with the Care Team to ensure new and existing care packages can be resourced and scheduled on a timely basis.
Add and maintain all client and Care Professional information onto to the electronic scheduling system.
Participate in out of hours on call rota
Support with care visits as required, ensuring continuity and quality of service.
Carry out any other duties deemed necessary for the successful operation of the business.
Ensure compliance with Home Instead’s Equality, Diversity and Equal Opportunities Policy, in respect of employment and service delivery.
Accountable for invoicing and payroll administration, including entering client billing hours and expenses within the scheduling system.
Experience working in a scheduling and/or invoicing role within a home care or other relevant environment such as logistics.
Good working knowledge of IT systems with experience in Microsoft Office or Google Suite and CRM software with the ability to learn and adopt new technologies where appropriate.
Highly resilient and positive with excellent communication skills.
Excellent organisation and prioritisation skills with the ability to work calmly and accurately under pressure.
Team player with strong interpersonal skills with the ability to build rapport quickly.
Excellent attention to detail with the ability to multi-task.
Logical and analytical with the ability to work on own initiative and meet strict deadlines.
Good customer service skills as the role involves close liaison with Clients and Care Professionals.
Excellent telephone manner.
Experience of managing payroll, office expenses or financial responsibilities.
Builds efficient, accurate schedules balancing client needs, travel time and staff availability
Prioritises competing demands and manages frequent changes calmly
Maintains clear, accurate records and documentation
Communicates clearly and professionally with clients, families and Care Professionals
Builds trust and rapport quickly across a wide range of people
Handles sensitive conversations with empathy and professionalism
Understands the importance of continuity of care and client satisfaction
Responds promptly and positively to enquiries and concerns
Demonstrates a proactive approach to resolving issues
Quickly identifies scheduling gaps or risks and implements solutions
Uses sound judgement when reallocating care or managing last-minute changes
Thinks logically and analytically under pressure
Thrives in a fast-paced, reactive environment
Remains calm and focused during unexpected changes or staff shortages
Maintains a positive and solutions-focused mindset
Ensures schedules are accurate and compliant
Maintains high standards of data entry and record keeping
Minimises errors through thorough checking and verification
Works closely with recruitment, care and office teams
Shares information effectively to ensure continuity of service
Contributes positively to team culture and shared goals
Understands capacity planning and workforce utilisation
Anticipates future staffing needs based on growth trends
Understanding of domiciliary care, continuity of care and safeguarding principles
Awareness of regulatory expectations and best practice in care delivery
Experience using scheduling/rostering systems
Comfortable learning new digital tools and improving processes
Looks for opportunities to improve scheduling efficiency and client experience
Open to feedback and committed to professional development
Takes responsibility for resolving issues through to completion
Proactively identifies risks before they escalate
If you have a passion for caring and the motivation to help us achieve our ambitions, we would love to hear from you.
We encourage applications from all sections of the community as we want to reflect the neighbourhoods in which we work. Home Instead is committed to safeguarding and promoting the welfare of adults and expects all staff to share this commitment.
This document describes the general nature and level of work for the position. It is not a comprehensive list of its responsibilities, duties, skills, efforts and conditions. Your employer reserves the right to modify the description in the future with or without notice. The responsibilities for this position are subject to possible modification to reasonably accommodate individuals with disabilities.
Home Instead is committed to safeguarding and promoting the welfare of adults and expects all staff to share this commitment. This role is subject to a Criminal Records check at the appropriate level.