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 delivering confidential support to the management team, contributing to various corporate initiatives.

Core Responsibilities
  • Mission Alignment: Uphold the mission and values of Hastings/Quinte Long-Term Care services, emphasizing a person-centered care approach.
Data Management
  • Assist in the Accreditation process by gathering and analyzing data, preparing comprehensive reports, and communicating outcomes to relevant stakeholders.
  • Facilitate annual Satisfaction Surveys by compiling data, preparing reports, and discussing findings with management to recommend improvements.
  • Analyze various data sources to prepare statistical reports and provide actionable recommendations.
  • Oversee the management and updates of the Hastings Quinte Long Term Care Website.
Team Management
  • Coordinate incident management related to workplace safety, leading investigations and collaborating with relevant parties.
  • Document and track team member incidents, providing recommendations for safety improvements.
  • Prepare educational materials and training sessions for team members and residents, maintaining attendance records.
  • Facilitate orientation for new hires and manage team member files, ensuring all documentation is current.
  • Compile reports and recommendations regarding team member attendance and disability management.
  • Update communication platforms for team members.
Administrative Duties
  • Provide on-site and remote administrative support as needed.
  • Collaborate with department managers to develop and distribute policies ensuring compliance with relevant regulations.
  • Act as the Accreditation Coordinator, liaising with specialists as required.
  • Attend meetings, document minutes, and prepare necessary correspondence while safeguarding confidential information.
  • Organize special events and activities to promote team appreciation.
  • Maintain inventory of office supplies and manage procurement processes.
  • Cover additional responsibilities as needed within the organization.
  • Adhere to confidentiality standards and relevant privacy legislation.
  • Perform other assigned duties as necessary.
Health & Safety Compliance
  • Document and investigate employee incidents, reporting to the Joint Health and Safety Committee.
  • Report any incidents of abuse or neglect in accordance with established policies.
  • Follow emergency response procedures and participate in practice drills.
  • Ensure a safe working environment for all staff and residents.
  • Comply with all health and safety regulations and organizational policies.
Qualifications
  • Minimum three-year diploma in Business Administration or related field.
  • At least two years of relevant administrative experience.
  • Proficient in Microsoft Office Suite.
  • Strong communication skills, both verbal and written.
  • Demonstrated initiative and a commitment to continuous improvement.
  • Excellent organizational skills with the ability to manage multiple tasks effectively.
  • Ability to work independently and prioritize tasks under pressure.
  • Creative thinker with strong analytical and problem-solving abilities.
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 an inclusive recruitment process. Please contact us if you require this posting in an alternate format.

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