Administrative Assistant-long Term Care

**Department: Long Term Care**

**Location: Brentwood and Sluggett House, Brentwood Bay, BC**

**Days and Hours of Work: Monday-Friday 8:30am-4:30pm**

**Union: Exempt**

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**Reporting to the Brentwood House and Sluggett House RN Manager, the Administrative Assistant performs a variety of clerical duties related to the operations of two small Long Term Care Homes. This includes duties such as acting as a communication link for the sites. Assembles and maintains resident charts and performs keyboarding and data entry responsibilities. Follows organization's policies, procedures and standards and governing regulations and legislation.**

**PRIMARY DUTIES AND RESPONSIBILITIES**:

- ** Maintain timekeeping records for regular and casual staff and submit to payroll.**:

- ** Receive and process requests such as vacation, leave of absence and terminations by preparing necessary documentation and forwarding to appropriate authority for approval.**:

- ** Accept calls from staff regarding illnesses and absence from work and communicates information received to Long Term Care sites, Manager and appropriate personnel; calls in relief nursing staff, care staff, housekeeping staff, greeters and cooks according to predetermined guidelines and refers problems to LPN supervisor and RN manager as needed.**:

- ** Ensure manager is aware of all staffing gaps and concerns to be proactive in posting available positions and covering gaps.**:

- ** Payroll bi-weekly checks and submissions for approval by the site manager**:

- ** Minute taking for various meetings ( LTC leadership monthly meetings, IPAC Meeting, LDH staff meetings)**:

- ** Keep HR Files /binders and spreadsheets up to date and maintaining Licensing standards**:

- ** Maintain all staff records and submits reporting as required.**:

- ** Oversee ordering and inventory for supplies including PPE and all Office Supplies**:

- ** Assist with all office faxing and filing**:

- ** Oversee Resident Trust Fund Reconciliations**:

- ** Monthly review and accountabilities BMO credit card, including kitchen purchases, reconciliation and submission**:

- ** Monthly Petty Cash and gift certificate review and report discrepancies**
- ** Update documents and policies as directed by the manager or Director**:

- ** Staff Flu shot and Covid shot tracking**:

- ** Assist with maintaining LTC licensing requirements as directed by the manger and/or director**:

- ** Maintenance of staff & resident contact list**:

- ** Work with the manager to ensure that meetings and manager schedule are up to date**:

- ** Work with manager to ensure HCAP program and students are well looked after & all paperwork completed**
- ** Monthly submission to manager of the Physician list for the LTCI program**:

- ** Assist manager with weekly resident census**:

- ** Ensure all new staff are welcomed and have a name badge**:

- ** Address employee needs and bring concerns to manager or director**:

- ** EFR -Extraordinary Funding Requests Financial submissions as required**:

- ** Maintain resident charts, input patient data and transcribe information into relevant systems such as EMAR, charts and the electronic health record system. Attach documents to charts such as laboratory and special examination reports and dismantles charts for Health Records upon patient discharge. Submit reporting as required.**:

- ** Perform related clerical duties such as keyboarding, data entry, filing, compiling, preparing and maintaining statistics such as the weekly census, producing reports, delivering and picking up items, ordering supplies and taking meeting minutes as necessary.**:

- ** Performs other related duties as assigned.**

**QUALIFICATIONS**:

- ** High school diploma or equivalent**:

- ** Certificate in office administration or similar program.**:

- ** Medical terminology and certificate from a recognized Nursing Unit Clerk program preferred.**:

- ** A minimum of one year experience an administrative role (Medical office preferred).**

**KNOWLEDGE, SKILLS AND ABILITIES**:

- ** Excellent knowledge of Office 365 and comfortable using a variety of apps**:

- ** Excellent written and spoken communications skills, effective listening skills, and the ability to maintain confidentiality, discretion, tact and diplomacy**:

- ** Advanced organizational, time management and administrative skills**:

- ** Ability to effectively prioritize competing priorities and attention to detail**:

- ** Flexible, collaborative team player who thrives in a dynamic environment**:

- ** Ability to build and maintain relationships with focus on teamwork and collaboration**:

- ** Focus on excellent client service (both internal and external)**:

- ** Ability to keyboard at 50 wpm.**

**ADDITIONAL INFORMATION**:
**Beacon Community Services serves vulnerable populations including seniors, people with disabilities and children. Protecting these people and our teams on whom they rely on is critical to us. Accordingly**:

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