Administrative Assistant, Resident Care
4 weeks ago
Reporting to the Director of Resident Care, the Administrative Assistant is responsible for providing confidential and efficient administrative and secretarial support to the Resident Care Team and the Medical Coordinator.
JOB DUTIES & RESPONSIBILITIES
1. Coordinates, organizes and provides administrative and secretarial support for Resident Care Services.
2. Develops, maintains and evaluates administrative procedures, makes recommendations and implements revised methods to improve general office administration.
3. Composes and prepares correspondence, documents and reports; and sorts and distributes correspondence and documents for the information of designated staff.
4. Provides assistance in identifying and obtaining applicable reference materials, policies and procedures.
5. Prepares the education calendar and collects and maintains attendance records.
6. Schedules meetings and arranges location and required equipment and materials. Prepares, types and distributes notices and agendas. Takes, transcribes and distributes minutes of meetings. Follows-up on decisions made, to maintain accurate records and to ensure action is initiated.
7. Schedules care conferences following specific guidelines. Reviews with Care Leader, invites residents and family members, and physicians and makes changes as appropriate.
8. Prepares medication review schedules for Medical Coordinator and Pharmacist approval.
9. Enters outside practitioners’ access to the electronic health record and receives and updates access when credentials reviewed.
10. Maintains the residents’ health records from admission to discharge, including completion and storage of old charts.
11. Maintains Resident Care Manuals including creating drafts; and processing and distributing standards and forms.
12. Compiles and maintains statistics and prepares a variety of summary reports for the Director of Resident Care and others as designated.
13. Responds to a variety of requests for routine information and assistance from internal and external contacts, including project status updates.
14. Develops and maintains efficient systems for receiving, processing, filing and retrieving various department documents and materials, including correspondence, project documents and meeting committee minutes.
15. Places orders for general office stationery and supplies.
16. Other related duties as required.
Education, Training and Experience:
Grade 12; graduation from a recognized secretarial or administrative program plus three to five (3-5) years’ of recent, related experience in a healthcare setting or an equivalent combination of education, training and experience that is acceptable to Mount St. Mary Hospital.
**Job Type**: Fixed term contract
Contract length: 6 months
**Salary**: $26.40 per hour
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Victoria, BC V8V 5A9: reliably commute or plan to relocate before starting work (required)
**Education**:
- Secondary School (preferred)
**Experience**:
- Recent related health care or equivalent: 3 years (required)
- Administrative experience: 1 year (preferred)
**Language**:
- Mandarin (preferred)
Shift availability:
- Day Shift (preferred)
Work Location: In person
Expected start date: 2023-07-31
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