Behind every successful home care agency is a strong administrative team. Schedulers, Client Service Coordinators, and administrative staff ensure that caregivers are deployed efficiently, clients receive consistent care, and the agency operates smoothly every day.
This guide covers the essential responsibilities of home care administrative roles, required skills, salary expectations, training requirements, and job description templates you can use in your hiring process.
What Do Administrative Staff Do in a Home Care Agency?
Administrative team members are the operational backbone of a home care organization. They serve as the main point of communication among clients, caregivers, and management—helping schedule caregivers, manage client cases, support compliance, and keep the agency running efficiently.
Typical Administrative Roles in Home Care:
- Scheduler / Care Scheduler
- Client Service Coordinator (CSC)
- Care Coordinator
- Staffing Coordinator
- Office Administrator / Office Assistant
- Intake Coordinator
- Operations Assistant
Each role may vary slightly depending on agency size, but most share similar core functions.
Core Duties of Schedulers & Client Service Coordinators
Scheduling and Staffing
- Create and maintain caregiver schedules
- Match caregivers with clients based on skills, availability, and preferences
- Fill open shifts quickly and efficiently
- Manage last-minute changes, call-outs, and shift cancellations
- Communicate with caregivers about schedules, tasks, and updated care plans
Client Service and Case Management
- Serve as the primary point of contact for clients and families
- Conduct initial intake calls and gather service information
- Support client onboarding and orientation
- Update and maintain client files and care plans
- Ensure continuity of care when clients’ needs change
Administrative Operations
- Answer phone calls, emails, and inquiries
- Maintain accurate records in the scheduling system or CRM
- Support billing, payroll, and compliance documentation
- Communicate with the care team about changes in client condition
- Coordinate team meetings, caregiver trainings, and performance evaluations
- Build strong relationships with clients, families, and caregivers
- Support caregiver engagement, appreciation, and retention
- Help mediate issues or conflicts with professionalism and empathy
Relationship Building
- Build strong relationships with clients, families, and caregivers
- Support caregiver engagement, appreciation, and retention
- Help mediate issues or conflicts with professionalism and empathy
Home care scheduling is fast-paced, detail-oriented, and requires strong communication skills to balance the needs of both clients and frontline staff.
Essential Skills and Qualifications for Home Care Administrative Staff
Core Skills
- Excellent communication and customer service skills
- Ability to manage competing priorities in a fast-paced environment
- Strong organizational and time-management abilities
- Problem-solving and conflict-resolution skills
- Strong attention to detail
- Ability to use scheduling software, CRM tools, and Microsoft Office
- Professionalism, empathy, and patience
Preferred Qualifications
- Experience in home care, healthcare, or senior care
- Experience with home care scheduling software (e.g., AlayaCare, WellSky Personal Care, AxisCare, Rosemark)
- Previous customer service, call centre, or administrative experience
- Ability to work on-call or outside regular business hours (common in scheduling roles)
- Familiarity with caregiver certifications, home care terminology, and care needs
Salary Expectations for Administrative Staff
Compensation varies by region and role, but here are typical ranges:
Typical Salary Ranges
- Scheduler / Staffing Coordinator: $18–$26 per hour
- Client Service Coordinator: $20–$30 per hour
- Office Administrator: $17–$23 per hour
- Care Coordinator (advanced role): $45,000–$60,000+ annually
Factors That Influence Pay
- Level of responsibility (scheduling vs. full care coordination)
- Experience in home care or healthcare
- Workload and size of the agency
- On-call expectations
- Local competition for administrative talent
Offering benefits, career advancement, and predictable hours can dramatically improve recruitment and retention.
Training Requirements for Schedulers & Care Coordinators and Training Requirements
Most home care agencies provide on-the-job training, but common requirements include:
- High school diploma or equivalent; some roles may prefer college-level education
- Training on agency scheduling software
- Customer service, communication, and conflict-resolution training
- Understanding home care regulations and service types
- Familiarity with caregiver roles and client needs
- Some agencies provide specialized training in dementia care, seniors’ needs, or privacy compliance (HIPAA, PHIPA, etc.)
Job Description Templatez
Below are two ready-to-use templates:
- Scheduler / Staffing Coordinator
- Client Service Coordinator / Care Coordinator
Job Description Template: Home Care Scheduler
Job Title: Home Care Scheduler / Staffing Coordinator
About the Role
We’re looking for an organized, detail-oriented Scheduler to join our team. You’ll be responsible for creating caregiver schedules, filling shifts, and ensuring clients receive consistent, reliable care.
If you thrive in a fast-paced environment and love problem-solving, this role is for you.
What You’ll Do
- Create and maintain caregiver schedules
- Match caregivers with clients based on skills and availability
- Fill open shifts quickly and efficiently
- Handle call-outs, cancellations, and same-day changes
- Communicate with caregivers by phone, email, and text
- Update and maintain scheduling software and client files
- Support the care team with accurate, timely documentation
- Provide excellent customer service to clients and families
Requirements
- Scheduling, administrative, or customer service experience (preferred)
- Strong communication and organizational skills
- Ability to multitask in a fast-paced environment
- Confident using scheduling tools and Microsoft Office
- Reliable, professional, and solution-oriented
- Experience in home care or healthcare is an asset
Why You’ll Love Working With Us
- Supportive team environment
- Opportunities for growth and advancement
- Training and mentorship provided
- Meaningful work that helps clients receive the care they need
Benefits
- Competitive hourly wage
- Health benefits (where applicable)
- Paid training
- Employee appreciation and wellness programs
Job Description Template: Client Service Coordinator / Care Coordinator
About the Role
As a Client Service Coordinator, you’ll be the primary connection between clients, families, and caregivers. You’ll manage client intake, support scheduling, update care plans, and ensure high-quality service delivery.
This role is ideal for someone who is compassionate, organized, and committed to delivering outstanding client care.
What You’ll Do
- Handle client inquiries and complete intake assessments
- Build and maintain strong relationships with clients and families
- Support the scheduling team by matching clients with caregivers
- Monitor and update client care plans
- Communicate updates to caregivers and the care team
- Track client satisfaction and resolve issues professionally
- Maintain accurate client documentation and service records
- Assist with billing, payroll, and compliance tasks as needed
Requirements
- Experience in customer service, case management, or healthcare administration
- Strong communication, empathy, and people skills
- Excellent organizational and documentation abilities
- Comfort with scheduling software, CRM tools, and Microsoft Office
- Ability to multitask and manage competing priorities
- Previous home care or healthcare experience is an asset
Why You’ll Love Working With Us
- Meaningful, relationship-focused work
- Growth opportunities within care coordination and operations
- Supportive leadership and team culture
- Training provided for all aspects of the role
Benefits
- Competitive pay and potential for salary progression
- Health benefits (if applicable)
- Paid training and professional development
- Employee recognition and wellness programs
Hire Faster and Smarter with Hellohire
We hope you find these templates helpful in speeding up your hiring. Hellohire is an AI-powered recruiting assistant built specifically for home care agencies. It helps agencies:
- Pre-screen and engage candidates 24/7
- Schedule interviews and collect documents automatically
- Provide actionable insights on candidate quality
- Reduce time-to-hire so you never miss out on top talent
With Hellohire, administrative staff can focus on high-value tasks while the platform handles repetitive, time-consuming recruiting work—allowing your agency to hire faster, better, and more efficiently.
Why Faster Hiring Drives Growth
The faster you can hire qualified staff, the more clients you can serve. Every open position filled promptly allows your agency to:
- Accept new clients immediately
- Prevent cancellations due to staff shortages
- Increase revenue and scale without sacrificing care quality
In short, recruiting efficiency is a growth strategy. Your caregivers and administrative staff aren’t just employees—they’re the engine that powers your agency.
Take Action Today
Stop losing candidates to competitors and build a strong, reliable team. Use Hellohire to:
- Get better-quality candidates, pre-screened and ready
- Ensure interview no-shows are a thing of the past
- Engage top talent before your competition
Book a demo with Hellohire today and start building your home care talent pipeline the smart way.
