Administrative Assistant, Adult Day Program

Job Description

Circle of Care’s Adult Day Program operates in collaboration with the Alzheimer Society of York Region, JIAS (Jewish Immigrant Aid Services) Toronto and Reena. Funded by the Central Local Health Integration Network (CLHIN), the program provides evidence-based recreational activities and care for older adults living with Alzheimer’s disease, dementia and other cognitive impairments. In addition to being a safe, fun and social program, the Adult Day Program also provides caregivers with valuable respite relief and ongoing counselling, education and support. With a multi-disciplinary team of nurses, social workers, recreationists and personal support workers, the team provides high quality person and family-centred care. The program is looking for a dedicated and professional administrative assistant to help with the daily operations.

**We are looking for**: a full-time, permanent Administrative Assistant
**Salary**: Commensurate with experience
**Hours of Work**: 34 hours per week. This role is based at our Adult Day Program 1600 Steeles Ave West, Concord
**Reports to**: Supervisor, Adult Day Program

**Responsibilities**:

- Answer program phone calls and greet program visitors in a professional and respectful manner daily;
- Oversee and manage the front of the centre and its entrance doors (i.e. letting visitors in and out of the premises safely) daily;
- Assist in maintaining a clean and safe environment for program members and staff daily;
- Submit maintenance requests to the property manager when needed;
- Prepare meeting agendas and record meeting minutes for team meetings when needed;
- Maintain and update program members’ electronic files in Circle of Care’s client records system (EasyCare) daily;
- Discuss the program and review its service agreement with new members and their families when necessary;
- Support program members and their families regularly and refer to the professional team when necessary;
- Monitor, review and accept or reject new member referrals to the program daily;
- Track, adjust and monitor program attendance for the week for billing purposes;
- Activate new clients, schedule daily attendance and transportation services;
- Prepare and maintain statistical reports to be sent monthly to funders;
- Liaise with Circle of Care’s Holocaust Survivor services department regarding the survivors attending the program daily;
- Organize and submit meal orders to the program’s food vendor weekly;
- Prepare the newsletter mail outs to program members and their families monthly;
- Attend team meetings when required;
- Collect and submit program invoices to the manager for authorization daily.

**Qualifications**:

- Excellent interpersonal, organizational, communication and problem-solving skills;
- Experience working with individuals living with Alzheimer’s disease, dementia and other cognitive impairments;
- Experience working at Adult Day Program;
- Experience working as part of multi-disciplinary team;
- Experience working in a kosher environment is an asset;
- Experience working with a electronic client records system is an asset;
- Must have the ability to multi-task and problem solve in a fast-paced environment;
- Must posses strong communication skills;
- Must posses strong team player;
- Intermediate to advanced computer skills required;
- Russian language is an asset

Circle of Care requires that all employees, students and volunteers provide proof of full COVID-19 vaccination upon hire.

Additional information

Circle of Care is committed to fostering an inclusive, accessible environment, where all employees, volunteers and clients feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of the communities in which we live and serve, and creating an environment where every employee has the opportunity to reach her/his potential.

Circle of Care is a scent free environment. All employees, volunteers and visitors are expected to refrain from wearing or using scented products while visiting our office or working in the client’s home.

We are committed to an environment that is barrier free. If you require accommodation, please inform us in advance.

We thank you for your interest in Circle of Care. Only applicants who are selected for an interview will be contacted.

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