Office Assistant

Overview:
We are seeking a highly organized and detail-oriented Office Assistant to join our team. The Office Assistant will be responsible for providing administrative support and delivering exceptional customer service.

**POSITION TITLE**

Office Assistant - Reception

**FUNCTION**

Provides reception and administrative support to the management team by answering and directing incoming phone calls, greeting visitors, and performing clerical and bookkeeping support. Reception is responsible for organizing his/her own work as necessary to meet deadlines.

**LINE REPORTING**

The Office Assistant - Reception reports directly to the CAO

Indirect Supervision is provided by the rest of the Management Team.

The Office Assistant - Reception does not provide any direct supervision.

**RESPONSIBILITIES**
- Answer and direct phone calls and in-person front-desk inquiries in a professional manner, referring to the appropriate person as necessary.
- Generate meeting notices/calendars, organizational posters, and name badges as required.
- Distribute Resident Mail.
- Entry of Fiix work orders as required.
- Sale and Reconciliation of Guest Meal Tokens.
- Receive incoming medications from pharmacy, sort and place in bins. Contact LPN
- Give outgoing medications to pharmacy drivers.
- Maintain Resident Trust Funds & Reconcile Trust funds and Fob Deposits on a monthly basis.
- Maintain bookings & check-ins for Guest room, board room and multi-purpose room.
- Receive payments and issue receipts for cash/(and cheque if requested)
- Call for shift coverage and update schedules, as directed by management.
- Collaborate with FCSS and Kitchen to ensure smooth operation of Meals on Wheel’s Program (MOW) including meal tracking and updates to the MOW schedule.
- Printing & Posting of weekly Menu’s
- Maintain form inventories for staff room, housekeeping duties, laundry schedules, brochure stand and other as determined.
- Submission of food orders for meetings and guests
- Assist with client documentation such as entry into the DLIP portal, table floor plans, kitchen dietary needs, food requests, resident pharmacy, doctor and home care lists, pharmacy order list, Resident profile pictures, lodge resident contact info P2P resident room list and shift reports
- Assist with basic updates to website, brochure, and other promotional materials
- Updating of Lodge & Apartment Waitlists
- Interview & Point Score potential residents.
- Document and liaise with relevant managers to resolve resident concerns and complaints in a timely manner as appropriate.
- Photocopying, scanning, faxing, printing, binding, and laminating of documents.
- Develop and maintain electronic instructions for major work tasks.
- Provide additional support to management as required.
- Other Duties as assigned

**QUALIFICATIONS**
- Must be able to operate a variety of office equipment and machines such as printers, scanners, photocopiers, laminators, labellers, multi-line telephone systems.
- Must have excellent communication and customer service skills.
- Must have excellent computer skills, including the Microsoft Office Suite (Excel, Word, Publisher, and Outlook) and basic website and troubleshooting abilities.
- Must have a strong grasp of services provided by CPSH and applicable policies.
- Must possess a high standard of hygiene, personal appearance and professionalism.
- Must be able to display high level of integrity and confidentiality for both personal and organizational information
- Must have a flexible, willing, friendly, and positive attitude.
- Must be reliable, well organized, and able to work effectively in a fast paced and target driven environment.
- Must be willing to attend courses as requested by Management.
- Minimum 1 Year certificate or diploma in a related field is required as well as one year of related experience. Consideration may be given to individuals with a Grade 12 Diploma if they have at least 3 years’ experience in a related position.
- Experience working with seniors is an asset.

**Job Types**: Part-time, Casual

**Salary**: $20.82-$21.71 per hour

Schedule:

- 8 hour shift
- Day shift
- Holidays
- Monday to Friday
- Weekends as needed

Work Location: In person