Receptionist and Communications Assistant

1 week ago

Kitchener, Ontario, Canada Warm Embrace Elder Care Full time $42,000 - $72,000 per year
Purpose of Position: to be the friendly face of Warm Embrace Elder Care (WEEC) and valued member of the administration team who supports caregivers, clients, and their families, and provides support to the office staff.

Weekly Hours: Full-time, 40 hours/week from Monday to Friday, 9 AM to 5 PM. On-site only in the WEEC office near downtown Kitchener. In addition, there is a weekend rotation for on-call responsibilities.

WEEC Office Environment Includes:
  • Family orientated values.
  • Interactions that involve heightened emotions from both clients and caregivers.
  • Pace of work fluctuates and is often fast paced, requiring adaptability.
  • Frequent and ongoing decision-making responsibilities.
  • Opportunities to identify improvement of systems and processes.
Summary of Duties:
  • Answer incoming calls and become adept at managing most calls independently; re-route to correct person when necessary.
  • Handle urgent scheduling requests and adjust shifts to ensure coverage.
  • Place outbound calls to fill client shifts, adjust scheduling, update caregivers, alert clients to important information, etc.
  • Respond to caregiver and client inquiries and concerns in a timely and professional manner.
  • Provide support for client care tasks (i.e. approving forms in AlayaCare, updating records, communicating relevant details to caregivers, etc.)
  • Draft well-written emails to client families and caregivers.
  • Admin tasks as required (i.e. client onboarding, laminating, photocopying or printing, filing, etc.)
  • Document thoroughly in AlayaCare.
  • Cheerfully greet all guests who arrive at the Warm Embrace office.
  • Create and edit documents in Microsoft 365 Office Suite.
  • Design social media posts for Instagram, Facebook, and LinkedIn using Canva.
  • Write captions and schedule posts via Meta Business Suite.
  • Create newsletter content for clients and caregivers using HubSpot.
  • Edit and schedule blog posts on the Warm Embrace website.
  • On-call responsibilities every 3 weeks for evening and weekend hours.
On-Call Rotation:
  • On-call responsibilities will be every 3 weeks. On call is changed on Friday at 5 PM and you will be on call until the following Friday at 9 AM.
  • On-call hours are from 5 PM to 9 AM weekdays, and all day on weekends (Saturday and Sunday), and Statuary holidays.
  • Calls involve providing support to caregivers and clients, and rescheduling as needed, requiring reliable cell phone service, a stable internet connection, and access to AlayaCare.
Experience Required:
  • Background in a healthcare-related field.
  • Previous administrative experience in an office environment.
  • Social media marketing proficiency on Facebook, Instagram, LinkedIn, and Meta Business Suite.
  • Knowledge of using Canva for graphic design.
Skills Required:

CLEAR COMMUNICATOR
  • Clear and concise communicator—verbally and in writing.
  • Keep accurate documentation of inbound and outbound calls.
  • Active listening skills Exude empathy and patience while also ensuring key information is conveyed.
  • Strong written abilities (grammar, spelling, punctuation, etc.).
  • Proficient in writing and creating social media captions, newsletters, and blog posts.
  • Ability to withstand high emotions from others while personally remaining calm.
ORGANIZED MULTITASKER
  • Competent multitasker—having numerous tasks in process simultaneously; ability to manage constant interruption and return to previous task quickly.
  • Organized and detail oriented.
  • Ability to type and navigate multiple systems while speaking on the phone.
PROBLEM SOLVER
  • Enjoy problem solving and using creative thinking to solve challenges.
  • Efficient prioritization of time-sensitive tasks when under pressure.
  • Thrive in fast-paced environment with constant changes and last-minute challenges.
  • Remain calm and collected in an emergency or urgent situation.
TECHNOLOGICAL
  • Highly adept on the computer.
  • Fast typing pace.
  • Proficient with Microsoft 365 suite.
  • Experience in using AI platforms such as ChatGPT/Copilot.
  • Interest and ability to quickly learn new computer programs or online platforms
UPHOLDS WEEC VALUES
  • Sincere belief in the mission and values of WEEC.
  • Genuine desire to care and help people.
  • Outgoing, friendly, social, and cheerful.
  • Confident, enthusiastic, positive attitude and disposition.

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