Administrative Assistant, Administrator

Halton Region•C - Creek Way Village Long Ter, CA

2d•CA$59,127 - CA$73,910•Onsite

About The Position

Halton Region is committed to fostering a diverse, inclusive, and equitable workplace. They operate three non-profit long-term care homes where employees contribute to the lives of residents by providing quality care in a family-like atmosphere. The organization is recognized as a Registered Nurses' Association of Ontario (RNAO) Best Practice Spotlight organization. This role involves making a positive difference in people's lives by providing high-quality, customer-centered services within a highly ethical environment. The successful candidate will be part of a qualified and strategic team recognized for caring, excellence, integrity, inclusiveness, and flexibility.

Requirements

Possess a secondary school diploma.
Advanced knowledge and experience in the use of office/business software such as Microsoft Word, Outlook, Excel, PowerPoint and Publisher.
Post-secondary diploma in office administration.
Excellent customer service, organizational, communication, analytical and multitasking skills combined with strong interpersonal skills and the ability to be flexible.
Ability to work independently and be able to perform work of a confidential nature.
Current two-step tuberculosis test (obtained within the past six (6 months) by your first day of employment and adhere to all COVID-19 testing requirements.
Current (obtained within the past six (6) months), original and acceptable Criminal Record Check, including a Vulnerable Sector Screen.

Nice To Haves

Experience working in a Long Term Care Facility or similar environment.
Positive difference in people’s lives, provide high quality customer centered services.
Operate within a highly ethical environment and will be accountable for going the extra mile, listening customers, creatively meeting needs and always being respectful.
Qualified and strategic team recognized widely for caring, excellence, integrity, inclusiveness and flexibility.

Responsibilities

Provides administrative support to the Administrator and the Management team by assisting with set up of documents/reports, and input and analysis of data, Power point presentations, post required information for the home.
Assists with the various functions related to purchasing of equipment/furniture and fixtures for the home, including sourcing, working with vendors, completing Purchase Orders and Electronic Bids.
Maintains current and effective filing systems, including confidential resident and administrative information. Maintains organized staff information boards.
Manages, tracks, and codes the invoices for each department using relevant software.
Updates and maintains various departmental publications and information systems. Includes updates/distribution of policy and procedure manuals, brochures, Web page information, the staff newsletter, resident information booklet, MSDS binders, etc. in collaboration with the team.
Manages the TELUS messaging system, maintaining accurate family and staff lists and assist with set up and distribution of messages.
Coordinates events and arranges and schedules meetings, books rooms, notifies attendees, prepares agendas, and takes and distributes minutes.
Maintains petty cash for residents at the home with monthly reconciliation and replenishment, completing cheque requisitions as required.
Assists with coordinating annual inspection of nurse call system, to ensure high level of service provided to residents and families.
Maintains inventory and liaises with IT for maintenance and coordination of office equipment including computers, and phones, landlines etc.
Updates the fan out list/home distribution list and maintains the On Call Binder and related organizational charts/ telephone lists and fan out documents.
Sourcing, purchasing and maintenance of home's supplies.
Coordination and distribution of the home's monthly newsletter.
Oversight of home tours schedule and coverage.
Monthly audits and reporting as required.
Participation and support in various committees as required.
Provides various support such as coordination of scheduling, orientation and ongoing direction of screeners, updating essential caregiver tracking log, vaccine declaration forms, etc. as required. Coverage of screening desk, as required.
Participates in Continuous Quality Improvement activities as required.
Performs other duties as assigned.