Administrative Assistant/ Unit Clerk

Reporting to the Site Supervisor, the Administrative Assistant/ Unit Clerk is responsible for supporting the whole team with administrative tasks as well as some clinical program support including Assistive equipment management, ordering of Nursing supplies and PPE, and health record management.

The Administrative Assistant/ Unit Clerk is usually the first point of contact for anyone entering the Park Place Home, thus must be a positive, outgoing, and informed presence, willing to attend to others’ needs and become a vibrant part of the Park Place Home’s community. Serves residents, families, visitors, and staff in a welcoming manner, assisting and supporting as required. Working with the Site Supervisor, takes a leadership role in the coordination of quality assurance/quality improvement programs. Is a member of the Home’s Leadership Team and is a resource to all residents, their families, staff, volunteers and all other stakeholders at the Park Place Home. The Administrative Assistant/ Unit Clerk ensures a commitment to resident safety and to our “culture of safety” as per the Strategic Directions of Park Place Seniors Living.

**TYPICAL DUTIES AND RESPONSIBILITIES**:

- Assembles and maintains resident health records, including thinning of charts, filing and relocation.
- Maintains Park Place Manuals and files administrative documents in accordance with PPSL policies and procedures.
- Maintains spreadsheets and provides standard reports and charts for managers.
- Answers, directs, and responds to a large volume of phone calls and queries.
- Receives payments from Residents for rent, keys, prox cards etc.
- Assists Site Supervisor with comfort funds.
- Records and distributes Minutes of high-level meetings for the Home
- Prepares move-in packages for Site Supervisor
- Clerical duties including filing, photocopying, faxing, sorting & distributing incoming & outgoing mail.
- Oversees main printer.
- Stocks vending machine and keeps records of vending machine financial records
- Sets up new staff with ID tags, fingerprints for payroll, and assigns them a prox card.
- Mails out monthly statements and letters as requested.
- Prints and copies forms for departments, as needed
- Orders office supplies, including for printers, fax machines, photocopier, etc.
- Provides reception duties including answering telephones and managing the reception desk.
- Receives and distributes incoming items to the units, delivering items requiring immediate attention.
- Always maintains confidentiality of Resident records and information in accordance with the procedures for release of information and FOIP.
- Organizes, manages and distribution of PPE for Staff.
- Monitors care supplies weekly and replenishes stock supplies.
- Participates in Podiatry and Influenza Clinics.
- Keeps track of Resident vaccinations.
- Updates site owned assistive equipment database.
- Maintains photos of Residents for One-Mar.
- Serves as the Recording Secretary on the OHS Committee.
- Manages booking of meeting rooms.
- Tours families and visitors as directed by the Site Supervisor.
- Other duties as assigned within the role and scope of the position.

**HEALTH AND SAFETY RESPONSIBILITIES**:

- Responsible to read, understand and comply with Park Place’s and provincially mandated Occupational Health and Safety policies and safe work practices.
- Involved in all aspects of the Health and Safety Program
- Uses safe work procedures, promotes health and safety policy and awareness,
- Makes safety suggestions.
- Reads OHS minutes posted.
- Responsible to take every reasonable precaution to protect the safety of residents, self, other workers and the general public.
- Reports any near miss, injury, and accident or equipment damage to supervisor immediately and completes required reports.
- Corrects and/or reports unsafe conditions.

**QUALIFICATIONS**:

- Successful completion of Unit Clerk course or experience as an Administrative Assistant in a care home performing a combination of Administrative Assistant and unit clerk duties.
- Must be proficient in MS Office (Word, Excel, Power Point etc.).
- Able to complete mail merges.
- Ability to communicate fluently in English, both verbally and in writing.
- Able to record and type meeting Minutes.
- Demonstrated organizational, communication, and conflict resolution skills required
- Must be able to establish and maintain cooperation with all personnel and maintain harmonious relations with clients and families.
- Physical ability to carry out the duties of the position.
- Must be able to work in many varied stressful situations.
- Must be able to work independently and as part of a team.
- Ability to operate related equipment.
- Must have a clear Criminal Records check with Vulnerable Sector completed.

**EQUIPMENT USED**:

- Printer, facsimile, photocopier
- Laminator
- Video Surveillance
- Labeler

**PHYSICAL DEMANDS**:

- The Administrative Assistant/ Unit Clerk position requires a significa