Administrative Assistant-adult Day Program

SUMMARY
Located in Southern York Region, The Adult Day Program is funded by the Central LHIN (Local Health Integration Network). This program helps to divert and delay admission to long-term care by providing therapeutic, social, recreational and Jewish programming to seniors with Alzheimer’s disease and other dementia, as well as those aging with developmental disabilities and dementia. Services are delivered by a diverse team of health care providers.

RESPONSIBILITIES
- Oversee and manage the front of the centre and its entrance doors (i.e. letting visitors in and out of the premises safely).
- Submit maintenance requests to the property manager when needed
- Attend and 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 (Easy Care) 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.
- Track, adjust and monitor program attendance for the week daily using MS Excel spreadsheet & EasyCare.
- Schedule transportation services for new and current program members daily using Trapeze software.
- 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.
- Balance, reconcile invoices and credit statements for manager’s approval.
- Assist with team members on other special projects as needed.

Risk, Health and Safety Management

**Accountability Standards**:

- Identifying and reporting health and safety incidents and concerns in a timely manner to the appropriate supervisors and/or funders, documenting incidents in EasyCare and escalating appropriately to the designated supervisors as outlined in the Client Safety Reporting policy (C.01.38).
- Participating in health and safety processes and procedures
- Participating in maintaining a safe workplace environment by cultivating a positive safety culture and encouraging best practices to promote both staff and client safety and well-being
- Participating in all health and safety training initiatives on a regular basis.
- Taking proactive action against client incidents within your scope of practice.
- Developing a plan to identify, manage and/or minimize client safety risks or situations in adherence with risk management operations policies
- Calling emergency services (911) when the client is at an immediate risk of harming themselves or others, or if there is a serious injury and/or imminent harm.
- Reporting all safety events impacting clients, caregivers and families to supervisor or manager on duty in a timely manner

QUALIFICATIONS
- A College diploma in Social Services or Business Administration or Health Care discipline
- 2-3 years’ experience working in an Administrative Assistant role
- Excellent interpersonal, organizational, communication and problem-solving skills
- Intermediate to Advanced computer skills required (MS Office, MS Excel, MS Powerpoint, Outlook, Zoom)
- Must have the ability to multi-task in a fast-paced environment
- Must be a strong team player
- Must be a self-starter who can work independently without supervision.
- Experience working as part of multi-disciplinary team
- Experience working with individuals living with Alzheimer’s disease, dementia and other cognitive impairments is an asset.
- Experience working at Adult Day Program is an asset
- Experience working in a kosher environment is an asset;
- Experience working with an electronic client records system is an asset;
- Russian language is an asset

REPORTING RELATIONSHIP

Reporting to the Supervisor of Adult Day Program.

Additional information

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

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

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