Office Manager

**VERVE SENIOR LIVING**

**Diversicare Canada Management Services Co., Inc.**

**POSITION TITLE**:Office Manager - 1 Year maternity leave contract

**LOCATION**:Holland Gardens Retirement Residence

**REPORTS TO**:General Manager

**IMMEDIATE**

**SUBORDINATES**:Receptionist(s)*

Bookkeeper*
- _if applicable_

**ACCOUNTABILITY OBJECTIVE**

Provides administrative support for the management team including financial transactions, payroll, and employee/ resident information. Oversees/performs clerical and reception duties, as necessary, for the efficient operation of the office in accordance with the vision, values and standards of Diversicare/ Verve Senior Living.

**BACKGROUND/QUALIFICATIONS**

Has completed a minimum of grade 12. Has 2 years of experience in business administration. Written and verbal fluency in English is required. Has proficient computer skills (i.e. Word and Excel). Has demonstrated excellent leadership skills (i.e. Diversicare/ Verve Senior Living Competencies), multi-tasking skills and the ability to work well independently. Preference is given to individuals with 2 years of experience working with seniors in a similar setting. Has experience working within a union setting. A resident-oriented individual, whose visions and values align with those of Verve.

**KEY RESPONSIBILITIES**

Participates in the Verve Quality Improvement (VQI) program.

Transcribes and inputs payroll input on a bi-weekly basis for processing and prepares cheque stubs for distribution. Responds to inquiries related to payroll, employment standards and benefits as per provincial legislation/ collective agreement.

Establishes and updates all employee files and information (i.e. the tracking of wage increases per wage grid, sick time, statutory holidays, vacation time and benefits).

**Holland Gardens Retirement Residence - Office Manager 2.**

**Key Responsibilities - continued**

Establishes and maintains all resident files. Implements and maintains systems for tracking guest meals, revenue from services, added services and special event revenue.

Supervises reception staff.

Processes incoming and outgoing mail. Ensures that all office equipment is functioning and if not initiates a corrective action. Takes meeting minutes (as appropriate).

Communicates with the Marketing department to ensure a smooth move-in for all residents, which includes welcome packages, resident orientation, allocation of keys, etc. (if applicable). In absence of Marketing staff ensures appointments are booked and tours are given.

Complies with the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and Workplace Hazardous Material Information Systems. This includes recognizing health and safety hazards, reporting incidents, fulfilling responsibilities under the applicable legislation, as well as participating in in-services and fire drills. Complies with all relevant corporate policies and procedures. Makes recommendations regarding development/modification to policies and procedures.

Participates and contributes during the operations meeting.

Completes all required mandatory training/education.

Ensures all supplier and resident records are updated and accurate. Reviews and processes all invoices for signatures and prepares them for weekly courier to Corporate Office. Processes manual cheque requisitions, including routine payables, and annual licenses (if applicable). Manages petty cash transactions. Responds to inquiries related to accounts payable.

Responsible for billing and charges made to residents (if applicable).

Responsible for communications and public relations with residents, family members, staff and general public. Creates and distributes the daily resident census. Maintains necessary contact lists (i.e. residents, emergency, family members, etc). Distributes updates of policies and procedures to all department managers.

Performs other related tasks as delegated by the General Manager.