Administrative Assistant (Temporary Full Time for 3 Months)
About The Position
Under the direction of the Executive Director/Director of Resident Care, the incumbent is a member of the Administration Team responsible for the provision of administrative support to the LTC home. Yee Hong Centre for Geriatric Care (Yee Hong) is a recognized leader in senior care, dedicated to providing exceptional, culturally inclusive services that enhance the well-being of older adults. With a strong reputation for excellence in long-term care, community programs, and aging-in-place initiatives, Yee Hong is committed to supporting seniors in living with dignity, independence, and the best possible quality of life. At the core of its mission is a focus on compassionate, person-centered care tailored to the unique needs of diverse communities. Yee Hong is one of the foremost providers of culturally appropriate senior care in the country, delivering high-quality resident experience and care to Chinese and other Asian seniors since 1994. The organization operates 805 long-term care beds and 308 seniors’ apartment units, with an additional 224 long-term care beds opening in a new home by June 2026. In addition, Yee Hong offers four campuses of managed care, a hospice residence, and a wide range of community-based senior and caregiver support services. Through this comprehensive network, the organization serves more than 15,000 individuals annually across the Greater Toronto Area.
Requirements
- Completion of College secretarial program, or equivalent
- Minimum 3 years administrative or secretarial experience
- Good typing and accurate data entry skills
- Knowledge of MS Office (Word, Excel, Access) required
- Satisfactory Police Reference Check (with vulnerable sector screen) result
- Good oral and written communication skills in English and Chinese
Nice To Haves
- Knowledge of Chinese wordprocess will be an asset
- Familiarity with medical terminology will be an asset
- Ability to speak Filipino an asset
Responsibilities
- Provides administrative support to the Executive Director, Director of Resident Care in one of the following areas: resident, financial and staff related matters
- Assists the Director of Resident Care in communication and follow up with internal and external parties on matters relating to the LTC home
- Assists the Director of Resident Care and Social Worker in the resident pre-admission process
- Provides administrative support in the resident admission and discharge process: entering of resident data, preparing name plates and name tags, ordering of bracelets, preparing addressographs, annual resident conference scheduling, admission and discharge charts
- Maintains resident records in accordance with Ministry standards and guidelines
- Handles and keeps proper record of receipts and disbursements of residents' trust accounts
- Maintains accurate record of LTC Home petty cash expenditures
- Prepares nursing staff schedules in accordance with established shift scheduling guidelines. Keeps accurate records of shift exchanges and accommodation requests, and ensures timely reminder and follow up, and assists the Charge Nurse in arranging for staff replacement
- Organizes and maintains central computer and paper filing systems, policies and procedures, and Resource Library of the LTC home
- Provides administrative support for LTC home committee meetings, including meeting arrangements and notification, preparing background material, agenda, circulars and minutes, and ensures timely follow up on matters arising from meetings
- Conducts tours of the LTC home for interested families and community groups
- Oversees the central Administrative office, e.g. reception, stationery, parking labels, mail, and provides administrative support to LTC home departments
- Orders and maintains inventory of office supplies for the LTC Home, ensures regular maintenance of office equipment, coordinates repairs as necessary, checks and verifies invoices
- Assists in scheduling and updating work schedules into Time and Attendance System accurately
- Works closely with the Administrative Team and provides backup for other administrative or receptionist staff when required
- Coordinates the deployment of volunteers for office support and provides effective guidance and supervision for the volunteers
- Keeps up-to-date with developments and best practices in the field
- Other duties as required
Benefits
- Competitive total compensation package
- Multi-employer pension plan
- Professional development opportunities
- Ongoing learning and development
- Employee education assistance program
- Award winning corporate culture
- Safe, inclusive and supportive work environment
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
