Administrative Assistant

WHO ARE WE?
peopleCare Communities is a long-term care and retirement living organization that has operated throughout Ontario for over 50 years. We are thrilled to be named one of Canada’s Best Managed Companies for the eleventh year in a row. This award recognizes top companies across Canada for overall performance, sustained growth, strategy, capabilities and innovation, culture and commitment, and leadership. We are also accredited with Exemplary Standing, the highest award possible through Accreditation Canada’s Qmentum program.
WHAT WE OFFER
- Employer Paid Benefits
- Employer Matched RPP
- Employee Wellness Program
- Education Assistance Program

THE ROLE
As a member of the peopleCare team, this position the provides front-line support and administrative services to ensure the smooth day-to-day operations of the home. The role ensures excellent customer service and supports key administrative and clerical functions.
**Reports to**: Office Manager
RESPONSIBILITIES
Resident Admissions & Onboarding (Admin Portion)
- Prepare and organize paperwork for new resident admissions (contracts, OAS, involuntary separation).
- Schedule and confirm admission appointments with families and internal departments.
- Set up admission folders and ensure documents are signed and scanned/stored appropriately.
- Track pending documentation and follow up with families under the direction of the Office Manager.

Clerical Support for Financial Processes
- Enter resident billing data into system as prepared by the Office Manager.
- Support petty cash documentation: log receipts, reconcile balances for review.
- Assist with assembling paperwork for bank deposits and forward to Office Manager for review.
- Organize and maintain files for trust accounts and petty cash logs.

Payroll & HR Admin Support
- Input basic timecard data and run exception reports for review.
- Print, sort, and distribute pay stubs or correspondence.
- Maintain personnel files, including scanning education and in-service records.
- Track due dates for performance reviews and certification renewals.
- Organize orientation materials and employee benefit forms.

Supply Administration
- Place orders for office and administrative supplies based on Office Manager guidance.
- Receive, log, and distribute deliveries; reconcile packing slips with invoices.
- Scan and submit vendor invoices for processing.
- Maintain supply room inventory and alert manager to restock needs.

IT & System Access Administration
- Complete and submit System Access Request forms to IT on behalf of staff.
- Maintain log of user access changes for PCC, ClinicalConnect, OneMail, etc.
- Prepare documentation for user ID setups under the Office Manager’s supervision.

Report & File Maintenance
- Assemble data for internal reports (e.g., admissions, attendance, billing) as directed.
- Format and distribute scheduled reports.
- File and archive documentation related to audits, accreditation, and funding claims.

Resident & Family Communication Support
- Respond to general inquiries by phone or in person; escalate to Office Manager when needed.
- Draft standard letters or notices (e.g., annual contract renewals, appointment reminders).
- Schedule meetings for families with the Executive Director or other departments.

Accreditation & Compliance Support
- Maintain binders and document libraries required for accreditation readiness.
- Track expiry dates and documentation needs tied to licensing and compliance logs.
- Schedule reminders for cyclical tasks like rate renewal or data validation.

EDUCATION AND EXPERIENCE
- 2 years progressive related experience.
- 2 years college diploma in business administration or equivalent.
- Strong attention to detail; ability to work efficiently with a high degree of accuracy.
- Excellent time management and organizational skills.
- Experience in long term care industry in a unionized environment is an important asset.
- Well-developed interpersonal skills and demonstrated ability to interact efficiently and courteously with residents, the public, employees and volunteers.

Thank you for your interest in working with us