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Administrative Assistant
2 weeks ago
**Administrative Assistant, Long Term Care**
**Temporary Full Time(12 months), Non-Union**
**S/22-27**
**The Organization**:
St. Joseph’s Health Centre Guelph (SJHCG) is a faith-based organization that is part of St.
Joseph’s Health System. We live by our CARE values: Compassion, Accountability, Respect, and
Excellence, and embed person
- and family-centred care throughout our 240 long-term care beds, 104 hospital beds, and a variety of outpatient and community support services. Our staff complement of approximately 700 employees is committed to contributing to a healthy, safe, and respectful environment. If you are a passionate and highly motivated individual, looking to help us advance in our mission, vision and values, we look forward to you joining our team
**The Job Summary:
A high level of efficiency, organization, confidentiality and timeliness are essential in the administration of SJHCG. As the Administrative Assistant, LTC Program, you will contribute by providing the LTC Program Management Team with experienced and professional administrative support, and commit to providing a sincere and courteous work environment. Through your work, you will contribute to the Health Centre’s dedication to achieving excellence in health care.
**Key Accountabilities & Success Criteria:
- Organizing and maintaining the schedule with respect to meetings and activities in response to requests from Directors/Managers and other interested parties.
- Preparing for regular meetings, i.e. minutes, supporting documents, agendas, etc.
- Preparing Ministry correspondence letters, memos, forms, charts, reports, slides, spreadsheets and other presentation materials.
- Developing and distributing internal staff communication.
- Drafting original documents for the LTC Management Teams’ signatures.
- Keeping abreast of current issues facing the Department, identifying action items, and ensuring appropriate follow up.
- Receiving incoming calls and visitors, and accurately recording information received or directing to the appropriate area in the Health Centre.
- Documenting, trending and graphing complaints, critical incidents and other outcome measures for regular reporting.
- Assisting with onboarding of new LTC staff; assisting with Human Resources (HR)-related matters as needed and required for LTC staff.
- Maintaining records of miscellaneous data and information, and preparing summary reports on a regular basis for related corporate and departmental programs.
- Maintaining filing system and archiving as appropriate.
- Attending and participating in appropriate safety training or education updates.
- Identifying unsafe conditions or practices in LTC and taking appropriate action to address them, including reporting or removing hazards.
- Collaborating with Central Scheduling to ensure staff are available for organizational training. Maintaining attendance lists for the programs and following up with scheduling to ensure staff are compensated correctly.
- Maintaining documentation in the Learning Management System (LMS) on employee education:
- Maintaining records on courses completed by employees
- Reporting LMS compliance to the appropriate LTC Management
- Assisting appropriate LTC Management with follow-up and managing counselling and progressive discipline communication, related to LMS compliance.
- Monitoring and assisting LTC Management in ensuring the Health Centre is compliant with Ministry of Health and Long Term Care (MOHLTC), Ministry of Labour (MOL), Public Health (PH), and/or Compliance Standards and Accreditation requirements. Assisting with identification of unmet standards and updating appropriate work plans as required to assist in organization and efficiency.
- Administrative support re: policies and processes i.e. footwear policy, lift training, fire plan implementation.
- In collaboration with LTC Management and HR, preparing HR-related communication and/or correspondence i.e. performance, mandatory education and health and safety
- In collaboration with LTC Management, preparing resident-related communication and or correspondence.
- Special projects and responsibilities relating to the scope of the position as assigned.
***
**Qualifications**:
- Demonstrated commitment to the values of the Health Centre.
- Completion of a diploma-granting program in Office Administration.
- Minimum of three (3) years administrative experience within the last five years; healthcare environment preferred.
**Skills & Abilities**:
- Ability to type 55 wpm.
- Experience with Point Click Care and Quadrant an asset.
- Knowledge and experience working with learning management systems is an asset.
- Proven ability to take initiative; demonstrated organizational skills and ability to prioritize work
- Demonstrated strong independent judgment and a high degree of interpersonal effectiveness to be able to deal with stakeholders across various levels both internally and externally.
- Strong written/verbal comm
