Healthcare Operations Manager Jobs in Virginia (NOW HIRING)

Home Care Administrative Assistant / Client Support

Position Summary

Quality Care at Home is seeking a dependable, organized, and highly flexible Home Care Administrative Assistant / Client Support professional to assist with the daily operations of our home care agency.

This is a dual-role position. The employee will primarily perform administrative and operational duties; however, providing direct care to clients when needed is an essential function of this position and is not optional.

We are looking for someone who understands that home care is a 24/7 service industry. Client needs, caregiver call-outs, schedule changes, and other operational issues do not always occur during traditional office hours.

The ideal candidate must be comfortable working in both the office and client-care environment and must have the flexibility to adjust their schedule based on the operational needs of the agency.

Schedule & Availability

This position requires flexible availability rather than a strictly fixed daily schedule.

The successful candidate must:

• Be flexible with starting and ending times when business needs require it.
• Be willing to adjust their schedule when necessary.
• Be available to assist with unexpected caregiver call-outs and client coverage.
• Understand that occasional evenings, weekends, or schedule changes may be required.
• Be dependable when urgent staffing or client situations arise.
• Be comfortable transitioning between administrative responsibilities and direct client care.

Specific scheduling expectations, availability requirements, and any on-call responsibilities will be discussed during the interview and established in accordance with applicable wage-and-hour requirements.

Administrative & Operations Responsibilities

Responsibilities may include:

• Answering and managing incoming calls
• Communicating with clients, families, caregivers, and referral sources
• Assisting with caregiver scheduling and schedule changes
• Finding replacement caregivers for call-outs
• Recruiting and onboarding caregivers
• Reviewing applications and conducting initial applicant screening
• Maintaining employee and client records
• Assisting with new-client intake and service coordination
• Tracking employee documentation and credential expirations
• Assisting with timesheets, payroll preparation, and billing documentation
• Monitoring caregiver attendance and punctuality
• Following up with clients regarding services and satisfaction
• Preparing reports, forms, correspondence, and other administrative documents
• Maintaining confidentiality of client and employee information
• Assisting management with daily agency operations
• Responding appropriately to urgent staffing and client issues
• Performing other operational duties as assigned

Direct Client Care Responsibilities

All administrative staff at Quality Care at Home are expected to be capable and willing to assist clients when necessary.

This may include:

• Providing companionship and supervision
• Assisting with activities of daily living within the employee's training and authorized scope
• Assisting with bathing, grooming, dressing, and personal care
• Meal preparation and light housekeeping
• Mobility and transfer assistance when properly trained
• Providing temporary client coverage when a caregiver calls out or coverage cannot immediately be located

Applicants who are unwilling to provide direct client care when required should not apply for this position.

Required Skills

The ideal candidate should possess:

• Excellent verbal and written communication skills
• Strong organizational and time-management skills
• Ability to multitask and change priorities quickly
• Strong telephone and customer-service skills
• Good computer skills
• Professional email and business communication skills
• Accurate data-entry and recordkeeping skills
• Problem-solving and decision-making ability
• Ability to remain professional during stressful situations
• Ability to communicate effectively with older adults and families
• Strong attention to detail
• Ability to work independently without constant supervision
• Good judgment and discretion with confidential information
• Reliability and strong attendance
• Ability to coordinate multiple caregivers and client schedules
• Willingness to learn home care regulations, policies, and documentation requirementsPreferred Home Care Experience

Preference may be given to candidates with experience in:

• Non-medical home care
• Healthcare administration
• Caregiver scheduling
• Personal care or direct caregiving
• Home care recruiting
• Client intake
• Electronic scheduling or home care management software
• Payroll/timekeeping systems
• Medicaid, Veterans benefits, or long-term care insurance processes

What We Are Looking For

We are specifically looking for someone who is:

Flexible. Dependable. Resourceful. Calm under pressure. Comfortable with clients. Willing to help wherever needed.

This position is best suited for someone who understands that working for a home care agency sometimes requires stepping outside of normal administrative duties to make sure our clients receive the care they need.

In-Home Care Service Provider