The Administrative Assistant II (Seniors Services) is responsible for all office procedures including reception, resident services support, staff support, human resources liaison, accounting, data input, file management, purchase requisitions, and administrative support to Home’s management. As a valued member of Seniors Services, the Administrative Assistant demonstrates a commitment to Resident Safety by providing quality care in accordance with the organization’s mission and vision.
1. Provides key role in responding to inquiries or requests from residents/tenants/clients, families, staff, volunteers, service providers and the general public. Ensure excellent customer service, whether in person or virtually via email, telephone, direct messages or other virtually messaging platforms. Respond to questions and requests as required and maintains the general inquiries e-mail in-box, disseminating messages and information requests appropriately.
2. Receive all incoming telephone calls, direct messages and visitors providing program information and/or assistance and direct them as appropriate.
3. Process all incoming, outgoing mail and arrange courier shipments as required.
4. Provide administrative support through ensuring that office equipment is in good order (ensuring all is operational including adequate supplies on hand).
5. Provide administrative and clerical support to the Seniors Services Leadership team and staff in administrative tasks such as calendar management, editing and organizing documents including word processing, writing letters, processing mail, assisting with briefing notes and presentations, creating files, scheduling meetings, booking boardrooms, taking and distributing minutes, data entry, making photocopies, sending faxes, drafting correspondence, filing, etc.
6. Data entry of staff, residents/tenants/clients and other statistical information into databases as required. Run reports from various sources and distribute them to the Director of Seniors Services or Department Heads as requested.
7. Prepare and coordinate all admissions under the direction of the Director or delegate. The admin assistant acts as the administrative admission representative for the home. Ensure all information as required under the Retirement Home Regulatory Act and Ontario Legislation is provided to residents and families and that all regulated documents and agreements are filled out and signed by the appropriate representative of the home and by the residents/tenants/clients or POA.
a. Ensure previous residents/tenants/clients belongings are packed (if applicable) and all picked up, and that all areas are completed coordinating with maintenance for room preparation, ready for the new resident admission.
b. Set up new residents/clients in Point Click Care, prepare necessary chart and business files and coordinate all aspects of the admission.
c. Entering of additional admission information, uploading pertinent signed papers into Point Click Care.
d. Facilitate and coordinate move-in and move-out paperwork for resident’s physicians
8. Maintain resident health cards, updating residents’ address with Ministry of Health and ensure all health cards are up to date.
9. Facilitate record management and retention process in accordance with COS records management policy and retention schedules, ensures all records are stored, organized and filed appropriately and coordinates annual shred. (both paper and electronic)
10. Provide tours for potential/interested applicants, visitors, events, etc.
11. Monitor office supplies and orders sufficient quantities as required.
12. Process all required departmental orders as needed to various vendors.
13. P-Card payment processing and monthly reconciliation; processes vendor payments, accordingly, ensures invoice copies are accurate and included with monthly statements.
14. Creating, processing and increasing purchase orders/payment requisitions for multiple vendors. Enter all purchase order related invoices in timely fashion.
15. Ensure accurate purchase order management and facilitates year-end completion.
16. Calculate, prepare billings and collect all accounts receivable including residents/tenants/clients charges/fees for all housing types and programs.
17. Process employee information related to the conditions of employment (WSIB, STD).
18. Support staff in the home by providing customer service through acting as liaison between the home and COS Support Departments (such as I.T.) to resolve issues.
19. Collect information and prepare required reports. Participate in research and special projects, collect information prepare related supporting documentation including collecting and analyzing statistical data as requested.
20. Participate in committees, work groups, task forces and special projects, as assigned.
21. Provide clerical and administrative support to all Seniors Services departments.
22. HR related functions include job posting and awarding, posting of pertinent memos and seniority lists, new hire liaison, retirement and termination processing. Notifications of bereavement, attendance management and disciplinary documents as requested including completion of ESR’s as assigned. Coordinate room bookings, meetings and processing paperwork as required.
23. New hire coordination and arrangement of facility training for new hires. Working closely with scheduling and coordinating unit orientation and participating in day-two in home orientation and provide standard facility related information and answering questions as needed. Ensuring that all required facility items such as photo badge, FOB, keys and screechers are distributed.
24. Daily Attendance Report sign off process, cross-checking Daily Attendance versus Screening of staff to ensure accuracy of attendance and scheduling for payroll purposes. Ensure Daily Attendance Report signed by management and scanned to Scheduling in a timely manner and within payroll processing timelines.
25. Elections Coordination: assists Election Officials with tasks as requested, book necessary room/area and liaison up to and including set election date.
26. Fire Safety Plan; works with facility managers to keep the fire safety plan current and up to date. Facilitate and Coordinate fire drills. Keep all fire codes documentation updated.
27. SDS Maintenance; maintaining and updating facility SDS binders and online database as new products come into the facility and/or are updated or discontinued. An annual audit of all SDS is completed to ensure accuracy.
28. Manage calendar invites for regular recurring project meetings, create agendas, record detailed minutes, action item lists, follow-up on key action items and highlight deadlines to project managers, consultants, contractors and clients.
29. Accountability and reconciliation of restaurant funds/cash.
30. Work in compliance with the Occupational Health & Safety Act and the Long Term Care Homes Act, Retirement Housing & Regulatory Act, and their regulations in performing duties in a safe manner and follow all County of Simcoe Health & Safety policies, procedures and legislation.
31. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act.
32. Provide input into the development of related policies and procedures as required.
33. Perform other duties as assigned, including redeployment in emergency situations.
Has knowledge of and demonstrated ability in our corporate competencies:
- Acts with the Customer in Mind
- Continuously Seeks to Improve Work Processes
- Minimum one (1) year post-secondary education in office administration. This job may be considered for educational equivalency in accordance with County Policy.
- Knowledge of medical terminology and medical office procedures is an asset.
- Experience in Retirement Living and Long-Term Care an asset.
- Advanced word processing, spreadsheet and database application skills including detailed minute taking.
- Good interpersonal and communication skills.
- Criminal Records Check with Vulnerable Sector Screening that is less than six (6) months old at time of hire.
- As a condition of employment, candidates are required to submit documented results of TB testing, as per Public Health requirements.
- Bilingualism in English and French is considered an asset
- Knowledge of MS Office Suite including MS Outlook, Word, Excel and PowerPoint.
- Valid G class drivers license and access to reliable vehicle.
- Criminal records check that is less than six (6) months old at time of hire.
- A minimum of three (3) years of varied office experience, including one (1) year as an Administrative Assistant in a Seniors living environment.
- Visual and mental effort required when entering information into the database, preparing reports, etc.
- Regular long term care home and retirement living environment.
- Work schedule to be determined; may include days, evenings and weekends.
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