Home Care Virtual Assistant

WE ARE HIRING

JOB TITLE: Home Care VA Scheduler/Recruiter

⏰ Full-Time - US Timezone; depends on the client’s timezone/preference

💰$693 - $866 - Independent Contractor

Response Time:

You can expect to hear back from us on your status within 2 weeks after we review the details therein.

ABOUT US:

OLIVIA Professional Solutions is a leading VA staffing agency specializing in training and providing virtual assistance to home care agencies across the United States. Our services range from recruitment, scheduling, intake coordination, and social media content management, to bookkeeping. We ensure that our clients, and home care agencies, have the right caregivers to cater to the diverse needs of seniors in their homes.

JOB DESCRIPTION:

We're seeking an enthusiastic, compassionate, and highly organized Virtual Scheduler to join our team.

The successful candidate will have the vital role of coordinating and managing the schedules of caregivers and clients, ensuring the smooth operation of care delivery.

KEY RESPONSIBILITIES of a SCHEDULER:

Communicate effectively with caregivers, clients, families, and other parties

Ensure caregiver & client schedules are always covered and care plans are met

Coordinate the appropriate home care aides based on skill set and availability

Resolve scheduling and care issues directly and regularly with clients and caregivers

Conduct follow-up calls with prospects to schedule consultations

Enter and update caregiver, client, and communications data into Scheduling software

Maintain professionalism, ethics, and loyalty when representing our agency

Adhere to all legal and company requirements

Collect feedback for continuous improvement and client satisfaction

Protect client privacy and dignity in all interactions

Process & complete shifts from the previous day

Respond promptly (within 5 minutes) to management team communications

KEY RESPONSIBILITIES of a RECRUITER:

Post and refresh job ads weekly

Source candidates from various platforms, including Indeed and our past applicant database

Contact applicants via phone, email, or text to build rapport, screen and qualify them, and schedule phone interviews

Remind applicants of interview times and reschedule if necessary

Reschedule interviews for missed candidates daily

Contact and recruit from dormant applicant pool daily

Assist applicants in completing assessments, applications, and hiring paperwork via Docusign

Analyze data from recruiting metrics to improve recruiting strategies

Stay current with recruiting trends and apply them to your role

Monitor competitors and adjust recruiting techniques to maintain competitiveness

Meet monthly hiring goal of 12-20 hires

JOB REQUIREMENTS:

Preferred but not required - a Virtual Assistant with experience in either scheduling or recruitment for a home care or home health agency in the US

At least college undergraduate

Excellent multitasking abilities and initiative-taking

Ability to act decisively, maintain discretion, and work independently with minimal direction

Exceptional communication skills, both written and verbal (Minimal or no accent in English)

System Requirements

A. Computer Requirements

• Processor: Intel Core i3 (quad-core) or equivalent with a CPU Benchmark Score of 2600 or above

• Memory (RAM): Minimum 8GB RAM (for both primary and backup computers)

• Storage: Minimum 1GB available hard disk space (for both primary and backup computers)

• Operating System:

  • Windows: Windows 8 or later

  • Mac: Mac OS X 10.8 or later

B. Internet Speed Requirements

• Primary Connection:

  • Download: Minimum 15 Mbps

  • Upload: Minimum 2 Mbps

  • Type: Must be DSL/Fiber

  • Ownership: Internet connection must be home-owned/in-house DSL, Fibr, or Cable connection

• Backup Connection:

  • Download: Minimum 15 Mbps

  • Upload: Minimum 2 Mbps

  • Acceptable Backup Options:

    • LTE data hotspot (prepaid/postpaid) using mobile/smartphone

    • Home WiFi devices from major providers (e.g., Smart, Globe)

    • LTE antenna-type routers

C. Backup Power Requirements

• Acceptable Backup Power Sources:

  • Gas or diesel-powered generator

  • High-powered inverter (at least 300 watts capacity – for laptop computers only)

  • Heavy-duty power banks (minimum 120,000 mAh – for laptop computers only)

• Duration: Must be capable of powering both the computer and internet connection for 8–9 hours to support a full work shift during outages.