Office Administrator

Participation House, Markham provides a wide range of caring services to individuals with disabilities through supported independent living units, group homes, shared living, residential services and respite care. We are currently seeking a committed Office Administrator to provide reception and operations administrative services for all PHM locations, demonstrating the culture and values of PHM in all interactions and work activities.

**Responsibilities include**:

- Maintain office services by organizing, coordinating, prioritizing office operations and procedures ensuring policies and procedures are adhered to in a productive and efficient manner:

- _Greet and assist the general public/visitors, answer inquiries and provide information._
- _Design / maintain filing, data entry and record keeping._
- _Review and obtain approval for office supply requisitions and place orders for office supplies for all PHM locations._
- _Assist with the processing of various correspondence and notifications._
- _Maintain reception area, photocopy documents, manage front office area and conduct daily checklists._
- _Ensure there is always an adequate supply of employee forms (eg. Vacation Request, etc.)._
- Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
- Prepare and receive payment for various receivables/payables (in conjunction with Finance).
- Prepare invoice approval documentation for the Finance department as applicable (eg. Kitchen order approval)
- Support the booking and scheduling of resident medical appointments.
- Schedule family in-house visits and home visits in the appropriate binder, ensuring that Nurses and PSW staff are informed in order to prepare the resident.
- Support the H&S Coordinator by completing PPE counts and input information into the PPE portal
- Support the H&S Coordinator with setup and maintenance of vaccine records or other programs.
- Support Butternut H&S needs and requirements to ensure policies and protocols are adhered to (inspections, checklists, training, etc.).
- Book boardroom meetings, make any necessary arrangements with regards to meeting rooms and meal considerations.
- Prepare agenda and complete meeting minutes for weekly Operational meetings.
- Accountable for the contents in the safe, all petty cash and meal vouchers.
- Keep management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.
- Support and coordinate with different team leads and managers on projects including costs, data entry, database maintenance.
- Attend meetings, prepare meeting minutes for managers and follow up on action items.
- Assist with all special events as required (databases, documentation, mailings, etc.).
- Perform other duties as requested / assigned.
- Resident/Client/Volunteer Files:

- Open and maintain all new resident/client files including updating information lists, emergency contact, room number, birthdays, YRT numbers, and deceased and transferred residents/clients.
- Enter and maintain all volunteers’ information in the database.

Qualifications:

- Secondary School diploma with minimum of 3 years related experience, preferably in a non-profit environment; healthcare sector experience an asset.
- Proficient computer skills including Word, Excel, PowerPoint, Outlook.
- Required to be bondable.
- Excellent written and verbal communication and interpersonal skills, with strong knowledge of office procedures.
- Strong organization skills with an ability to balance multiple tasks in a fast-paced environment, while upholding strong attention to detail.
- Excellent time management skills and the ability to respond to changing priorities.
- Strong analytical, problem-solving skills and ability to work with mínimal direct supervision. Demonstrated professionalism, maturity, flexibility, initiative, patience and tact with a cheerful disposition, particularly when working with clients, residents, staff and communicating with community representatives.
- Proven ability to work well both independently and as a member of a team.

We thank all applicants however, only those selected for interviews will be contacted.

**Job Types**: Full-time, Permanent

**Salary**: $35,500.00-$38,500.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

**Experience**:

- Office administration: 3 years (preferred)
- healthcare sector: 1 year (preferred)

**Language**:

- and write fluent English (preferred)

Work Location: In person