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Office Manager

2 months ago

Georgetown, Canada Extendicare Canada Inc. Full time

Job Title: Office Manager

Job Summary:

We are seeking an experienced Office Manager to join our team at Extendicare Canada Inc. The successful candidate will be responsible for leading our administrative team to deliver seamless and quality services for residents, families, and employees.

Key Responsibilities:

  • Lead the administrative team to deliver high-quality services and support to residents, families, and employees.
  • Process and verify invoices, payments, and remittances related to third-party providers, including agency staffing and independent contractors.
  • Manage payments from families and respond to queries concerning billings from residents and/or families.
  • Administer and maintain financial records, including banking, petty cash, resident trust, and government funding programs.
  • Maintain and update resident and employee census records, ensuring confidentiality of all financial, personnel, and resident data.
  • Oversee onboarding new employees, recruiting activities, time and attendance, and open shift management.
  • Adhere to established policies and procedures regarding quality assurance, fire safety, occupational health and safety, environment, and infection control.
  • Manage the applicant screening process, including reviewing applications, conducting reference checks, and validating pre-hire requirements.
  • Act as a Subject Matter Expert to Hiring Managers on effective recruitment and onboarding best practices.
  • Manage end-to-end recruitment processes, create offer letters, and coordinate new hire packages and an exceptional onboarding experience.
  • Assist the Director of Care with the annual audit, reporting, and follow-up of professional credentials of registered staff.
  • Work with the home administrator to coordinate communications with home staff through team meetings, maintaining notice boards, and via email.
  • Participate in the development and planning of employee engagement events and service awards.

Requirements:

  • 5-10 years of experience managing a fast-paced office/business environment.
  • Managerial experience of 2-3 years considered an asset.
  • Experience working with seniors in a long-term care setting or general healthcare industry experience is an asset.
  • Post-secondary diploma/certificate in office or business administration, bookkeeping, accounting, or equivalent.
  • Ability to work in a fast-paced environment with changing priorities, have exceptional time management skills, and perform well under pressure with tight deadlines.
  • Demonstrates technical knowledge and experience working with Workday, PointClickCare, or cloud-based software preferred.
  • Demonstrates strong communication and interpersonal skills with internal and external stakeholders of the organization.
  • Knowledge and experience with office and computer equipment.
  • Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
  • Must understand banking practices, including deposits, trust, etc., and sufficient accounting knowledge to determine proper journal entries.
  • Working knowledge of HR, payroll, scheduling, benefit administration, interpretation, and application of collective agreement provisions, accounts receivable, and accounts payable practices.
  • Strong data analytics with high attention to detail; critical thinker.
  • Pro-active and solutions-focused individual with the ability to foresee issues and correct them before they turn into large issues.
  • Knowledge of Occupational Health & Safety practices, principles, and legislation.

What We Offer:

At Extendicare Canada Inc., we offer a dynamic and supportive work environment, competitive compensation, and opportunities for professional growth and development.

How to Apply:

If you are a motivated and experienced Office Manager looking for a new challenge, please submit your application, including your resume and cover letter, to [insert contact information].