Administrative Support Worker

POSITION SUMMARY

As a valued member of Long Term Care and Seniors Services, the Administrative Support Worker demonstrates a commitment to Resident Safety by providing quality care in accordance with the organization’s mission and vision. The role provides administrative support functions assisting in the efficient delivery of all Manor activities and respond to all inquiries in a professional manner.

DUTIES AND RESPONSIBILITIES (not listed in order of priority)

1. Answer and direct all in person or phone inquiries with efficiency, politeness and professionalism which includes:

• Reception and Customer Service

• Booking and conducting Tours of the home

• Meal Purchases and coordinating these with the dietary department

• Event and Room Booking including SRS for room set up

• Receipt of resumes and providing information regarding interviews to potential new hires

• Complete department specific screening tool for applicants to be provided to Managers.

• Supporting Special Events at the home

• General Enquiries through email

• IT Support

• Scheduling Support

2. Provide support to home operations through coordinating:

• Care Conference schedules and invitations

• Dental Clinics

• Providing support for Residents through managing monies from comfort accounts

• Maintenance of the Resident Emergency Lists and Emergency Boxes

• Maintaining Annual Physicals Lists

• Updating Reciprocal Agreements

3. Provide clerical support functions which includes:

• Date stamping, sorting, and distribution of incoming and outgoing mail.

• Photocopying.

• Monitoring, stocking and distribution of office supplies and forms.

• Mailing out correspondence

• Meeting minute taking as required

4. Develop and maintain good working relationships with staff, residents, their families and the public, which includes:

• Complying with all office procedures.

• Attending staff meetings.

• Participating in team activities.

• Participating in issue resolution.

• Assisting where needed when short staffed and/or in emergency situations.

• Responding to all client and/or public inquiries in a professional timely manner.

5. Utilize current technology to carry out functions of job, which includes:

• Maintaining a working knowledge of all software applications required to carry out functions of job.

• Accessing and responding to voice mail, e-mail, etc., in a timely manner.

6. Maintain a high level of accountability through measurable outcomes.

7. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

8. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.

9. Work to cover the above duties within the extended Hours schedule that includes one evening per week and Saturdays.

10. Perform other duties as assigned, including redeployment in emergency situations.

CORPORATE COMPETENCIES

Has knowledge of and demonstrated ability in our corporate competencies:

• Acts with the Customer in Mind

• Ensures Accountability

• Continuously Seeks to Improve Work Processes

• Collaborates

• Communicates with Impact

• Is Resilient

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• A community college certificate in an acceptable related field of study; or, one (1) year of recent office experience with a grade 12 diploma.

• Knowledge of medical terminology and medical office procedures is an asset.

• Advanced word processing, spreadsheet and database application skills.

• Good interpersonal and communication skills.

• As a condition of employment, candidates are required to submit documented results of TB testing, as per Public Health requirements.

• Criminal reference check with vulnerable sector clearance that is less than six (6) months old at time of hire.

• Valid G class driver’s license and access to reliable vehicle.

EXPERIENCE

• Refer to Education section for the combination of education and experience.

EFFORT

• Visual and mental effort required when entering information into the database, preparing reports, etc.

• Ability to work with numerous interruptions in a busy office environment.

WORKING CONDITIONS

• Regular long term care home environment.

• Work schedule to be determined; may include days, evenings and weekends.

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