Receptionist/scheduling Assistant

1 month ago

Calgary, Canada Multi Generational Housing and Community Center Full time

**Position Name**:Receptionist/Scheduling Assistant

**Location**:120 Skyview Ranch Drive NE

**Employee Status**:FTE 0.30 (Evenings & weekends)

**Reporting to**: Human Resources Manager

**Date Available**:Immediately

**Rate of Pay**:To be commensurate with qualifications, training, and relevant experience.

Designed to improve quality of life, the Generations Calgary campus includes designated supportive living and long-term care spaces for seniors that promote mental, physical, social and spiritual well-being. We are committed to best in class care for our residents and are looking for individuals to join our family. If you would like to work at our state of the art, inter-generational campus, and are committed to serving our residents with care and compassion, we invite you to keep reading below.

**Position Summary**

Generations Calgary is currently looking for a dedicated, motivated, and passionate individual to join our team as a Receptionist/Scheduling Assistant. Reporting to the Human Resources Manager, the Receptionist/Scheduler will be the first point of contact for anyone entering Generations, thus must be a positive, outgoing, and informed presence, willing to attend to others’ needs and become a vibrant part of Generations Calgary. Serves residents, families, and staff in a welcoming manner, assisting and supporting as required.

**Receptionist Typical Duties and Responsibilities**
- Cordially receives, assists, and directs residents, families, visitors, and employees within the home, including accompanying visitors to their destination, as required.
- Scheduling of Long Term Care residents care conferences with families.
- Entering resident information into internal software for admissions and discharges, from first point of contact, including financial information and consents.
- Manages financial transactions, keeping accurate and current records and reconciling the resident trust accounts and petty cash account.
- Manages resident statistics, keeping accurate and current records.
- Ability to problem solve and address resident and family issues related to resident accounts.
- Assists with communication initiatives, such as employee newsletters, company announcements, and social media content, to enhance internal engagement and external visibility. Creates and maintains phone lists.
- Working and communicating closely with the leadership team to perform other duties and special projects as assigned.
- Responsible for any shipping and/or receiving of deliveries for the home.
- Clerical duties including filing and word processing (e.g., typing minutes, creating posters, Excel spreadsheets), sorting and distributing incoming and outgoing mail.
- Maintains premises and performs cleaning of applicable areas.
- Maintains resident and staff privacy and confidentiality at all times and handles inquiries and requests with professionalism and discretion.
- Orders office supplies, ensures office equipment is working appropriately.
- Maintains up to date knowledge of Generations Calgary policy & procedure manuals.
- Other duties as assigned.

**Scheduler Typical Duties and Responsibilities**
- Responsible for filling after hours and weekend shifts, working within the staff schedules to complete tasks within short timelines.
- Anticipate staffing needs and inform nurses/managers of any shifts that require further attention, or if scheduling challenges arise.
- Updating digital or paper schedules.
- Updating staff availability information.
- Other assigned duties as needed, including payroll.

**Experience**
- Minimum of 2 years’ experience in a reception/scheduling role is required.
- Certificate or diploma in office administration or business management is an asset.
- A combination of skills and experience may be considered.
- Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Ability to maintain confidentiality, exercise discretion, and handle sensitive information with tact and professionalism.
- Experience with general bookkeeping practices.
- Strong verbal and written communication skills, with a keen eye for detail and proficiency in grammar, spelling, and punctuation.
- Excellent interpersonal skills, with the ability to interact confidently and professionally with individuals at all levels.
- Fluency in English with excellent verbal and written communication skills
- Able to be flexible with a wide variety of duties assigned
- Ability to work independently in a fast-paced environment
- Ability to problem solve and address resident and family issues related to resident accounts
- Physical ability to carry out the duties of the position.

As employees in a healthcare setting are at a higher risk of exposure, it is recommended that the successful applicant for this position has received up to date influenza and COVID-19 vaccinations and any required booster vaccinations, to aide in the decrease of tran

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