Administrative Assistant

**Overview**
We are seeking a compassionate, detail-oriented Administrative Assistant to join our team. The Administrative Assistant is responsible for all clerical duties to support each department and works from the Front Desk to answer telephone calls and welcome individuals and direct as needed.

**Position Scope**:
The Administrative Assistant provides confidential administrative support to the management team to ensure high quality care is provided to the residents of Townsview Estates. The Administrative Assistant is responsible for all clerical duties to support each department and works from the Front Desk to answer telephone calls and welcome individuals and direct as needed.

**Responsibilities**:
1. Answer telephone calls in a professional manner, direct callers as appropriate, and deliver messages in a timely manner.

2. Greet all residents family members and visitors as they enter the facility and direct to appropriate person or place.

3. Direct all questions and concerns from Staff, Residents, Visitors, Family Members to the appropriate member of Management Team.

5. Accurately compile and document resident information to the Admission Transfer and Discharge log.

6. Facilitate and organize residents’ medical appointments with medical offices/hospital booking department and communicate with resident’s families or Public Health transportation service, in accordance with Resident Medical Transportation Policy.

7. Schedule resident appointments for hair salon on site.

8. Update Policy and Procedures as required and directed by Director of Care or Management Team.

9. Orders nursing stock and supplies, incontinence products, gloves etc. as required.

10. Update staff phone lists, doctors’ faxes and phone list, resident directory board and resident information binders.

11. Assist Director of Care (DOC) with orientation package and process. Order name plates for resident’s rooms.

12. Assist Director of Finance every other week with payroll process by photocopying master schedule and Employee Absence Forms. Provide original copy of schedule and forms to Business Office and copies to DOC for file.

13. Assist DOC and Management team with scheduling and ensure all departments are adequately staffed. Ensure all sick calls received are replaced and inform Dept Head of same. Update master schedule daily.

14. Filing as required by DOC.

15. Run errands as directed by Management Team.

16. Accept and deliver resumes to appropriate Manager.

17. Ensure filing cabinets are regularly checked and updated with sufficient forms.

18. Communicate with providers regarding laboratory and diagnostic imaging.

19. Prepare end of month change over sheets ex. Flow sheets, Blood Pressure.

20. Thin residents’ charts as per policy.

21. Support and perform clerical duties to assist Management Team.

22. Update dietician sheets.

23. Coordinate all resident care conferences and confirm attendance of families.

**Qualifications and Skills**:

- Grade XII plus one year of post-secondary secretarial or office administration program or an equivalent combination of education and experience.
- Demonstrate interpersonal and communication skills and be an effective team player
- Ability to maintain confidentiality
- Ability to multi-task and work independently and under time constraints
- Clean Criminal Record/Vulnerable Sector Check
- Experience with seniors is considered an asset
- Follow Public Health Guidelines

**Benefits**:

- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2024-09-13
Expected start date: 2024-10-02