Administrative Assistant

Reporting to the Office Manager, the Administrative Assistant is responsible for handling the day-to-day administrative functions and relevant staffing functions, while providing a positive, professional company image with all internal and external contacts, maintaining confidentiality, discretion, tact, diplomacy, and flexibility in their daily work routine. The AA possesses a high degree of initiative and able to work well independently and collaboratively.

Within the scope of this position, the AA takes on a key role to continually provide an environment promoting AgeCare’s Mission, Vision, and Guiding Principles.

VALUE BASED WORK

All positions must work demonstrating AgeCare’s values of Trust, Respect, Quality and Teamwork. AgeCare is committed to providing a respectful environment, and we believe that when we work together and live our values, we honour our rights and responsibilities.

CORE OUTCOMES

Provides support through organizing, responding, and monitoring
- Demonstrates initiative, within pre-determined guidelines, in handling day-to-day administrative functions
- Schedules /coordinates all appointments and meetings
- Receives, sorts and distributes incoming/outgoing mail, parcels, etc. for the administration area
- Maintains stationary supplies and inventory for the office
- Data entry, typing correspondence, reports, newsletters, posters, memos and update staff & resident lists with pertinent information
- Develops & maintains a well-organized filing system that permits easy reference and rapid retrieval of information
- Maintains the master schedule and all associated responsibilities for replacement of staff
- Works directly with the Office manager, Recreation Manager, Charge Nurses and Director of Care/Associate Director of Care to provide adequate staff for the home as predicted by the needs
- Under the direction of the department managers, will prepare and post the schedule and will be responsible for the maintenance of the schedule daily (includes telephoning staff), ensuring provision of availability submissions on a monthly basis
- Enters daily changes in the electronic version of the schedule and ensures that the Kronos payroll system is in line with the schedule
- To continually expand and update professional knowledge
- Work in a position of trust with vulnerable adults (residents)
- Uphold and promote the organization's values and philosophy relating particularly to ethics, morality, and integrity as set out in the Code of Conduct
- Complete other duties as assigned

Communication: ensures effective communication within team and throughout organization
- Ensures effective communication with Key stakeholder (residents, guests and staff) and within the Management team as well as to the organization
- Develops and/or prepares correspondence, reports, charts, graphs, and power point presentations as needed
- Types, formats, and creates documents including minutes, and meeting notes

QUALIFICATIONS

Education and Experience
- Post-Secondary education in Business Administration, or relevant discipline
- Must be fluent in English, both orally and in writing
- Minimum three years plus experience as an Administrative Assistant working in a fast paced and high energy environment
- Demonstrated proficiency in MS Word, Excel, and PowerPoint as well as Internet Explorer; Mac proficiency is an asset
- Experience with scheduling an asset

Skills, Knowledge, and Abilities
- Must posses an attitude of professionalism, maturity, and sound judgment to successfully manage the challenges of this position
- Demonstrated ability to maintain confidentiality and handle issues of a sensitive nature with tact and discretion
- Excellent interpersonal skills and demonstrated ability to collaborate effectively with a broad range of individuals and groups
- Strong record of achievement; an entrepreneurial, hands-on approach
- High level of organizational skills; excellent attention to detail
- Ability to support the Executive team and balance multiple projects
- Ability to make well-reasoned and informed decisions
- Ability to prioritize conflicting needs, handle matters expeditiously
- Ability to follow through on projects to successful completion, often with deadline pressures and conflicting priorities
- Ability to handle confidential information with discretion and work with mínimal supervision
- Excellent communication skills, both oral and written, creativity, resourcefulness and an internal / external customer service orientation are essential to communicate effectively with all levels of the organization, as well as with outside clients

If you’re motivated by the privilege of serving our seniors with dignity, respect and compassion, come join us