Administrative Assistant

Core Function:

Under the direction of the Executive Director/Director of Resident Care, the incumbent is a member of the Administration Team responsible for the provision of administrative support to the LTC home.

Qualifications:

• Completion of College secretarial program, or equivalent

• Minimum 3 years administrative or secretarial experience, preferably in a long term care environment.

• Takes initiative. Ability to work independently and contribute effectively as a team member

• Superior organizational skills and time management skills

• Flexibility and adaptability in a changing environment

• Excellent customer service skills

• Computer literacy required; knowledge of Chinese wordprocess and Workday an asset

• Familiarity with medical terminology an asset

• Satisfactory Police Reference Check (with vulnerable sector screen) result 

• Ability to converse in Chinese

Responsibilities:

• Provides administrative support to the Executive Director, Director of Resident Care in one of the following areas:  resident, financial and staff related matters Assists the Director of Resident Care in communication and follow up with internal and external parties on matters relating to the LTC home

• Assists the Director of Resident Care and Social Worker in the resident pre-admission process

• Provides administrative support in the resident admission and discharge process: entering of resident data, preparing name plates and name tags, ordering of bracelets, preparing addressographs, annual resident conference scheduling, admission and discharge charts

• Maintains resident records in accordance with Ministry standards and guidelines

• Handles and keeps proper record of receipts and disbursements of residents' trust accounts

• Maintains accurate record of LTC Home petty cash expenditures

• Prepares nursing staff schedules in accordance with established shift scheduling guidelines Keeps accurate records of shift exchanges and accommodation requests, and ensures timely reminder and follow up, and assists the Charge Nurse in arranging for staff replacement

• Organizes and maintains central computer and paper filing systems, policies and procedures, and Resource Library of the LTC home

• Provides administrative support for LTC home committee meetings, including meeting arrangements and notification, preparing background material, agenda, circulars and minutes, and ensures timely follow up on matters arising from meetings

• Conducts tours of the LTC home for interested families and community groups

• Oversees the central Administrative office, e.g. reception, stationery, parking labels, mail, and provides administrative support to LTC home departments

• Orders and maintains inventory of office supplies for the LTC Home, ensures regular maintenance of office equipment, coordinates repairs as necessary, checks and verifies invoices

• Assists in scheduling and updating work schedules into Time and Attendance System accurately Workes closely with the Administrative Team and provides backup for other administrative or receptionist staff when required

• Coordinates the deployment of volunteers for office support and provides effective guidance and supervision for the volunteers

• Keeps up-to-date with developments and best practices in the field

• Other duties as required

Please apply before:

Salary Range:

$24.42 - $28.74

INTERNAL APPLICANTS: PLEASE APPLY THROUGH THE JOBS HUB

Our people are our greatest strength and the core of our success. We invest in our employees' wellbeing and support their ongoing learning and development. We offer:

• Competitive total compensation package

• Multi-employer pension plan

• Professional development opportunities

• Ongoing learning and development

• Employee education assistance program

• Award winning corporate culture

• Safe, inclusive and supportive work environment

Yee Hong is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the bona-fide requirements for the open position. If contacted for this employment opportunity, please advise if you require any accommodation.

Successful applicants must provide a recent satisfactory vulnerable sector police reference check and medical clearance certificate.

Our hiring process involves the use of Artificial Intelligence (AI) to assist with screening of the applicants’ resume. 

This job is posted to fill an existing vacancy.