Administrative Support Specialist

4 weeks ago

Belleville, Ontario, Canada Hastings County Full time

Position Overview

The County of Hastings is seeking a dedicated and detail-oriented Administrative Support Specialist to provide essential administrative assistance at Hastings Manor Long-Term Care Home. This role is pivotal in ensuring the smooth operation of administrative functions while supporting corporate initiatives.

Core Responsibilities
  • Mission Alignment: Uphold the values and mission of Hastings/Quinte Long-Term Care services, emphasizing a person-centered care approach.
Data Management
  • Assist in the Accreditation process by gathering, analyzing, and reporting data to relevant stakeholders.
  • Facilitate annual Satisfaction Surveys by compiling feedback, preparing reports, and recommending improvements based on analysis.
  • Analyze various data sources to prepare statistical reports and provide actionable insights.
  • Maintain and update the Hastings Quinte Long Term Care website to ensure accurate information dissemination.
Team Management
  • Lead incident management processes related to WSIB, ensuring thorough investigations and reporting.
  • Track and report team member incidents, offering recommendations for safety improvements.
  • Prepare educational materials and training sessions for team members, ensuring compliance and knowledge enhancement.
  • Coordinate orientation for new hires, ensuring a smooth onboarding experience.
  • Manage team member documentation, including training records and compliance files.
  • Compile reports on Short Term Disability Management and Attendance tracking for supervisory review.
  • Update communication platforms for team members to ensure timely information sharing.
Administrative Duties
  • Provide on-site administrative support while also assisting Centennial Manor as needed.
  • Collaborate with management to develop and distribute policies and procedures in line with regulatory requirements.
  • Act as the Accreditation Coordinator, liaising with specialists to ensure compliance.
  • Document meeting minutes and maintain confidential records as directed by supervisors.
  • Organize special events and recognition activities to foster team spirit.
  • Ensure all forms are current and accessible in both digital and physical formats.
  • Manage office supply inventory, including ordering and invoicing processes.
  • Be prepared to cover various administrative responsibilities as required.
  • Adhere to confidentiality standards and regulations regarding personal health information.
  • Perform additional duties as assigned to support the organization.
Health & Safety Compliance
  • Document and investigate employee incidents, reporting findings to the Joint Health and Safety Committee.
  • Report any incidents of alleged abuse or neglect in accordance with established policies.
  • Follow emergency response protocols and participate in practice drills.
  • Ensure a safe working environment, adhering to health and safety regulations.
Qualifications
  • Completion of a minimum three-year diploma in Business Administration.
  • At least two years of relevant administrative experience.
  • Proficiency in Microsoft Office Suite.
  • Strong communication skills, both verbal and written.
  • Demonstrated initiative and a commitment to continuous improvement.
  • Exceptional organizational skills with the ability to manage multiple tasks effectively.
  • Ability to prioritize tasks and work efficiently under pressure.
  • Creative problem-solving skills with a keen attention to detail.
Work Schedule
  • Standard working hours are Monday to Friday, 8:30 a.m. to 4:30 p.m.
  • Flexibility for occasional overtime may be required.

Compensation: Competitive salary range with comprehensive benefits.

The County of Hastings is committed to fostering an inclusive work environment. We encourage applications from all qualified individuals.

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