Scheduler — Home Support Services

This role isn't about turning red blocks green ✅❌

Let's be honest about what scheduling in home care actually is.

It's not data entry. It's not shift allocation. It's not clicking through a system until the board looks tidy.

Behind every call on your screen is a real person. Someone who needs help getting out of bed. Someone who can't make their own lunch. Someone whose entire day depends on whether the right carer walks through their door at the right time.

When you get it right, a vulnerable person gets the consistent, dignified care they deserve. When you get it wrong — a wrong carer, a missed call, a visit that never happens — that person feels it immediately. There's no buffer. There's no "we'll catch it tomorrow." In home care, the schedule is the care.

We're looking for someone who understands that.

What the role actually involves

You'll be responsible for daily rostering, shift assignment, and call scheduling for a defined group of clients and carers across Dublin. You'll work within our Scheduling, Capacity & Planning team, reporting to our Operations Manager and work alongside the Care Management Team.

Day to day, that means:

Building and maintaining carer rosters— published a minimum of 7 days in advance, with every visit assigned to the right carer before the roster goes live. Managing the constant flow of same-day changes — sick leave, cancellations, emergency cover — and making sure no client is left without care. Monitoring clock-in compliance - in real time and acting immediately when something doesn't look right.

Communicating changes- to carers and clients promptly, clearly, and with respect.

Maintaining accurate records in our scheduling system (OneTouch)— because the data you enter drives billing, payroll, compliance, and most importantly, the care people receive.

This is a high-volume, fast-paced environment. The phone doesn't stop. Plans change constantly. Pressure is the norm, not the exception.

We're not pretending otherwise. What we are saying is that pressure doesn't change the standard. The accuracy requirement doesn't flex because it's a busy Monday. The client still needs their carer to show up.

Who we're looking for

We want someone who is organised, efficient, and precise — but who also genuinely cares about what the schedule means for the people on it.

You see clients, not just calls.When you assign a visit, you think about who's walking through that door and whether it's the right person for that client. Continuity matters to you — not because it's a KPI, but because you understand what it means when a client sees a familiar face.

You own your work.When you publish a roster, you've checked it. When you make an error, you say so, fix it, and figure out how to stop it happening again. You don't need someone standing over you to produce accurate work — that's just how you operate.

You stay ahead of the day.You're not just reacting to whatever lands on your desk. You look at tomorrow's roster before today's fires are out. You spot the gap on Thursday while it's still Tuesday. You think ahead because you know that reactive scheduling is what creates the crises in the first place.

You communicate clearly and treat people well.Carers depend on you for their work schedule. They deserve clear information, delivered with respect. Clients and families deserve the same. You don't lose your professionalism when the pressure ramps up.

You raise problems properly.If the workload is genuinely unmanageable, you say so — with specifics, not generalities. "I have 12 unassigned calls for tomorrow and I've exhausted the cover options" is an escalation. "It's too busy" is not.

What you won't find here

We're not going to pretend that scheduling in home care is glamorous. It's demanding, relentless, and sometimes thankless work. But it matters — deeply.

What we can offer:

A team that takes the work seriously.Our structure defines clear roles, clear accountability, and clear escalation paths. You'll know what's expected of you, and you'll know where your boundaries are. You're not being set up to fail.

A company that invests in doing this properly.We are developing structured scheduling models (carer pods, better recurring rosters, demand-shape matching) to build stability into the system rather than firefighting our way through every week. You'll be joining a team that's actively working to make scheduling more planned and less reactive.

An honest culture.Our values — "Our word is our bond", "Care as a way of being", "Sincerity in straightforwardness", "Courage and vulnerability as one" — aren't wall art. They're the standard we hold ourselves to in supervision, in team huddles, and in the daily decisions you'll make. We want people who find that appealing, not intimidating.

The practical details

Location: Dublin 15 — office-based, with participation in the on-call rota one weekend a month.

Contract: Full-time, permanent.

Reports to: Operations Manager

What you'll need:

Experience in scheduling, rostering, or coordination — ideally in home care or healthcare, but we'll consider comparable operational environments.
Working knowledge of scheduling or care management systems (OneTouch is a strong advantage).
Proficiency with Microsoft 365 (Outlook, Teams, basic Excel).
Excellent attention to detail. We mean this — it's not a line we put in every ad. It's the core competency of the role.
Strong communication skills — professional, clear, and courteous on the phone, in writing, and in system notes.
The ability to work under sustained pressure without letting accuracy slip.

What would be a bonus:

Familiarity with HSE service specifications or home care regulatory requirements.
Experience with GPS-verified scheduling or clock-in compliance monitoring.
Understanding of continuity of care and recurring roster principles.

A final word

We've written this ad the way we run the company — directly and honestly.

If you're looking for a quiet admin role where the pace is gentle and the stakes are low, this isn't it.

If you're someone who processes schedules mechanically and measures success by how clean the board looks at 5pm, we're probably not the right fit.

But if you're someone who brings precision and care to everything you do — someone who understands that behind every scheduling decision is a person who depends on you getting it right — then we'd like to hear from you.

Apply now or reach out to us at jobs@hiberniahomecare.iefor an informal conversation.

#IJ

Scheduling Co-ordinator

Job Description