Long-term Care Office Assistant

1 month ago

Niagara, Canada Niagara Region Full time

**Division**:
Long Term Care Homes

**About Us**:
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

Please note that effective February 12, 2023 mandatory COVID-19 vaccinations are no longer required as per the Niagara Region’s amended COVID-19 Vaccination Policy. As a result, you will not be required to submit verification of your vaccination status before starting employment with the Niagara Region. However, the Niagara Region continues to reserve the right to reintroduce vaccination requirements in the future if necessary to respond to changing public health advice and\or government direction. The Niagara Region continues to strongly encourage everyone to remain up-to-date with vaccinations.

**JOB SUMMARY**:
The Long Term Care Assistant is responsible for responding to all customers at the main reception area; answering incoming calls and inquiries from the general public; providing clerical support; processing accounts payable and receivables; cash management; and resident trust accounts.

**QUALIFICATIONS**:
**EDUCATION**:

- Completion of Grade 12
- Completion of Business or Office Administration Certificate or Diploma or related field of study
- Additional training in software courses including databases, spreadsheets, word processing

**KNOWLEDGE/EXPERIENCE**:

- Minimum 2 years related experience in a fast-paced or similar environment where interaction with the public was significant
- Must possess experience in a Long Term Care environment
- Must possess some knowledge of working with individuals with dementia

**SKILLS**:

- Must possess strong knowledge and experience in clinical documentation system (e.g. PCC)
- Must possess strong knowledge and experience in the EFMS system
- Must possess excellent communication (verbal and written) and interpersonal skills
- Must possess excellent customer service skills
- Must possess excellent organization skills, ensuring procedural, professional, and/or organizational standards are adhered to
- Must be able to work under pressure with multiple deadlines and frequent interruptions
- Must be receptive and open to change
- Must be motivated to learn
- Must recognize and adapt to individual differences and team dynamics to produce effective working relationships

**SPECIAL CONDITIONS**:

- May be required to travel to other offices or community locations for meetings/training as assigned
- An annual influenza vaccination is recommended
- In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Certificate.

**RESPONSIBILITIES**:

- **Reception**

Answers main telephone; make appointments where applicable; take messages; and redirect calls. Check general phone mailbox and forward calls as appropriate.

Responds to service inquiries from residents, staff, families, volunteers, and the general public, replying appropriately to all queries. Refer inquiries and referrals requiring professional knowledge to the manager or appropriate staff. Provides meal tickets for families/visitors.

Pages routine messages and may be asked to page emergency procedures.
- **Clerical**

Responsible for communications support
- including receiving and distributing incoming mail and faxes, updating information boards, sending out communication to families, maintaining various distribution lists and resident lists.

Performs clerical support
- including general typing and non-confidential filing, booking of meeting rooms, updating manuals as provided, assist with inventory distribution, prepares nursing daily planners.

Ensures contractors are on the registry and signing in when coming to provide service.

May be required to assist with tours for the general public.

Responsible for annual records destruction and retention of records/files.

Responsible for In-touch link inputting and works with Intouch service desk.

Staff support
- prepares staff requisitions/employee status forms for manager’s

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