Year: 2020

Please note:  This is not a job listing, this is a job description. For current opportunities click here.

POSITION: Executive Administrative Assistant
DEPARTMENT: Administration
RESPONSIBLE TO: CEO

The Executive Administrative Assistant manages the Front (Main) Office and is the primary point of contact for everyone entering the Home. In keeping with the Resident Centered Philosophy of Care, the Executive Administrative Assistant, as a partner in the provision of care and support of our Residents, represents the Home in a positive, professional, efficient, and confident manner, and serves as a primary source of relative information for all the people this position serves.

The primary purpose of this position is to provide a high standard of quality, professional, confidential, administrative support to the Board of Directors, the CEO, members of the Senior Leadership Team, staff, Secretary/Treasurer of Foundation Board, residents, families and all external visitors and supporting agencies of the Home.    This position requires excellence in office and organizational skills (both analytical and problem solving) to ensure the efficiency of the office and an ability to maintain absolute confidentiality, sound judgment, and professionalism when dealing with sensitive issues associated with the day-day operations of this Long Term Care Home.

Key Responsibilities:

1. Administrative and Clerical Support

• Communicates with assigned Senior Leaders (CEO, HR, and Director of Recreation) as required to coordinate and prioritize tasks or assignments, to meet deadlines, and to plan future administrative support needs.
• Keeps assigned Leaders up to date on changes/ things that affect their departments and anticipates and plans for upcoming events.
• Schedules appointments, books meetings/& rooms, catering, and other events as needed or anticipates by utilizing Microsoft outlook other processes in place.
• Prepares, types, modifies and inputs data in various documents using Microsoft office, including: memos, letters, minutes, agendas, forms, spread sheets, brochures, licensing documents, mail merges, minutes, inventory etc.
• Prepares meeting materials
• Welcomes and directing visitors, assists residents, answers all incoming phone calls and demonstrates good judgement in the immediately redirecting to voice mail or have the call responded to immediately.
• Coordinates registration and travel arrangements upon request.
• Runs errands as needed.
• Coordinates travel and meeting arrangements, arranges catering as required  in the coordination of special events i.e. Board meetings, social teas,  tours of home, poll stations (elections), sleeping areas for storms, etc.
• Receives and distributes the Home’s and the Resident’s mail as per guideline, ensures security confidentiality of incoming faxes and circulates, maintains a current Resident Room list Directory, and maintains and assists staff on the equipment in the front office: photocopier, fax, laminating machine, shredder, postage machine and arranges special mail delivery i.e. Purolator requests.
• Provides clerical support for the R.K. Board., photocopying, typing of letters, policies, minutes, coordinates meetings ensuring quorum, records minutes, coordinates and prepares materials for all meetings, Regular or Annual, and ensures signage of approved minutes and proper historical storage of all Board Correspondence.  Provides support to the Foundation Board, by booking meeting rooms, assist with photocopying, direct donators, and handles and redirects Foundation mail.
• Applies for renewals and posts for external licences i.e., Hairdressing Salon, Liquor Permit, Kitchen, Elevators, Accreditation, Licensing, etc.
• Responds to the Senior Care Van Booking Line. Coordinates pick up and transfer with clients and drivers and maintains information for billing purposes.
• Receives and processes sealed tenders for any projects requiring tender bids.
• Supports Directors of Clinical and Environmental & Food Services n the absence of Office Administrative Assistant undertaking some general administrative and clerical support tasks that are necessary prior to the return of the OAA.

2. Office Supplies

• Maintains, dispenses, and orders office supplies and equipment requests for all Departments through online, phone or in-store pick up.
• Prepares report for year-end inventory for office supplies and typing of reports for other Depts.

3. New resident Admissions

• Chair of Admissions Team
• Assists with admission of a new Resident, provides tours of the home to family and resident, meets them upon arrival of home, ensures the Admission Checklist is circulated and completed and creates the EMO cards.
• Circulates a Notification of change form to all Departments, and Pharmacy for admissions and transfers/ discharges.

4. Committee Participation

Fire & Disaster Planning-.  Performs administrative duties as such: coordinates members for meeting, scribes minutes, types agenda and minutes, updates manuals, call back lists, etc. Responds to the Fire Panel Alarm, when activated when in office and performs duties as outlined in the Emergency Plan Manual

Family Council – Provides an Administrative connection on Family Council and attends meetings upon invitation.  Arranges meeting room and snacks for its members.

5. File Storage and Retention

• Maintains a paper and electronic file system for Resident and Administration files or documents. Ensures confidentiality in maintaining a record storage room for all departments by receiving, storing, and ensures secure confidential destruction of all records as per Record Storage Policy.

6. Business Telephone System (Home)

• Maintains the business telephone system by updating the system to reflex changes such as: changing or adding a name or extension #, reset a phone for new voice mail setup. Thus, updates and circulate extension lists for the home, updates the website and the automated attendant tree to reflex the same in the phone system.

7. Home Keys Security

• Maintains all “house keys” by updating the Key Index and ensures security by following a sign in and out system of all keys.

8. Other Duties

• Flexible positive team member that assists in other Departments of the Home as needed.
• Participates in the care and support of Residents as time permits, i.e. sitting or escorting residents to activities or appointments.
• Participates on other internal/external committees as designated and performs other duties as required.

Skills &Competencies:

• Proven capacity to manage sensitive information with the highest degree of integrity, professionalism and confidentiality.
• Demonstrated exemplary interpersonal and communication (oral, written telephone) skills.
• Demonstrated ability to clearly write, speak and interact professionally required.
• Demonstrated ability to work with all levels of Management and Staff, Residents, and families and have good interaction with Business and Community relations.
• Demonstrated competence to work with minimal supervision.
• Demonstrated proficiency in composing professional communications, i.e., letters, emails, memos for internal or external use.
• Demonstrated expertise in the MS Office suite of programs, the Internet and email.
• Confirmed excellence in ability to prioritize projects, work, and manage the unexpected.
• Proven effective and efficient organizational abilities, using self-direction and sound judgement to prioritize workload and to coordinate multiple and competing task demands and deadlines.
• Demonstrated proficiency to work in a fast-paced environment with strong attention to detail.

Educational Qualification:

• Graduate from a recognized Administrative Assistant/Office Administration program.

Experience Required:

• • Minimum of 2 years’ experience in a Senior Administrative Assistant position.

POSITION: Director of Recreation, Spiritual, & Volunteers
DEPARTMENT: Recreation, Spiritual, & Volunteers
RESPONSIBLE TO: CEO

As a member of the Leadership Team, the Director of Recreation, Spiritual, & Volunteer Services provides the day to day management of the Recreation, Spiritual, & Volunteer services operation and its personnel and provides a vital link between the department, its personnel, and the leadership team. Reporting to the CEO, the Director of Recreation, Spiritual, & Volunteer Services is responsible for the overall management and delivery of services of the department. The essential functional areas of responsibility include providing Recreation/Leisure, Spiritual, and Volunteer Programming opportunities for the Residents, leading, encouraging, and supporting staff and volunteers in the delivery of these programs and opportunities utilizing their strengths and expertise. In keeping with our Mission, Vision and Values and our philosophy of Resident Centered Care, the Director of Recreation, Spiritual, & Volunteer Services, as a partner in the provision of care and support of our Residents, represents the home in a positive, professional, efficient and confidential manner.

Key Responsibilities:

Effectively manage the Recreation, Spiritual, & Volunteer Services departmental budget ensuring that the annual budget is not exceeded.

• Monthly review and analysis of financial data
• Identify and investigate variances and implement corrective actions
• Oversee completion of departmental payroll
• Purchasing of departmental supplies

Coordinate the provision of Recreation, Spiritual, & Volunteer departmental services that are Resident centered and that support and reflect the Mission, Vision and Values of the RK Mac Donald Nursing Home.

• Provide Recreation/Leisure/Spiritual, & Volunteer programs and opportunities for the Residents which allows for engagement with their own Home, their R.K. Community, and maintain contact with the larger community.
• The Director develops, updates departmental policies and procedures respecting the Philosophy of Care of the Home.
• Develops annual and long-term goals and objectives for the department.
•  Promote positive relationships with all the departments and with the local community.
• Maintains a co-operative team approach within the department and with other Departments in the organization.
• Assists with maintaining and updating Resident profiles.
• Assists the Recreation Programmers with the Programming where possible.
• Participates in Multi-Disciplinary conferences for the Residents in the absence of the Recreation Programmers.
• Participates in Resident/Management Meetings when necessary.
• Co-ordinates the Volunteer Program including the selection, screening, placement, orientation, training, support, and recognition of Volunteers.
• Develops programs and organize Volunteers to enhance the programs offered to the Residents.
• Represents the Home by attending necessary meetings, seminars, and professional associations that are relevant to Recreation and Volunteerism.
• Responsible for equipment utilized by the Recreation Department.
• Actively research and explore new programming options to meet the needs of the Residents.
• Develops, reviews and updates departmental job descriptions on an annual basis
• Participation and membership in Nova Scotia Recreation Professionals in Health Association.

Effectively manage the human services within the Recreation, Spiritual, & Volunteer department

• Lead, encourage, and support staff in the delivery of Recreation/Leisure, Spiritual, & Volunteer programs.
• Interviewing and hiring of new departmental staff.
• Coordination, orientation, and training of departmental staff.
• Supervise and review performance of all departmental staff.
• Scheduling of staff to reflect the programming needs and priorities of the Residents.
• Plan, conduct, and participate in departmental meetings.
• Responsible for the development of job descriptions for recreation staff.
• Assignment of departmental staff duties and scheduling.
• Assume responsibilities for student placements.
• Coaching, mentoring and empowering staff

Direct the Volunteer program and provide a positive experience for both the Resident and the Volunteers.

• Selection, screening, placement, training, support, and recognition of Volunteers.
  Provided to enhance Programming.

Support Spiritual Care Staff serving the spiritual and religious needs of the Residents in this Home, their families, and the staff, with respect for their faith traditions and the dignity of their persons.

Ensure the orientation and ongoing education of departmental staff including development and continuing education.

• Promote staff engagement in professional development and lifelong learning activities.
• Ensure all staff participate in safety training

Accountable for the Safety and risk management of the Recreation, Spiritual, & Volunteer department

Communication:

• Through personal behaviour and interactions, will consistently demonstrate a humanistic, affiliative approach to relationships.
• In all interactions, within and while representing the facility.
• With all Residents & families.
• While establishing and maintaining co-operative working relationships.

Continuous Quality Initiatives

• Actively research and explore new programming options to meet the needs of the residents.
• Ensure ongoing, active development, and involvement in the Home’s CQI initiatives.
• Maintains visibility through the facility including walkabouts to gain feedback from staff, residents, and families to assist Leaders in identifying the culture and well-being of the Home.

Participates in Committees/teams as required

• Responsible to attend Senior Leadership Meetings and other committee meetings as appointed by the CEO.

Leadership Role

• Active participant on leadership team
  Demonstrates integration of Mission, Vision & Values into practice
• Participates in annual strategic planning and review

Leadership Competencies Required

• Leading Others as demonstrated by the ability to establish focus, to provide motivational support, fostering teamwork, empowering others.
• Managing Change as indicated by the ability to demonstrate support for innovation and for organizational changes needed to improve the organization’s effectiveness
• Managing Others as demonstrated by the ability to work with others to coach and mentor them to develop their capabilities
• Managing Performance as demonstrated by ability to take responsibility for one’s own or one’s employee’s performance by setting clear goals and expectations, tracking progress against goals, ensuring feedback and addressing performance issue promptly.
• Communication as demonstrated by the ability to ensure that information is passed on to others who should be kept informed as well as the ability to express oneself clearly in conversations and interactions, in writing and to be able to plan and deliver conversations that have an impact and persuade their intended audience.
• Interpersonal Awareness as demonstrated by the ability to notice, interpret and anticipate others concerns and feelings and to communicate this awareness empathetically to others
• Influence Others as demonstrated by the ability to gain others’ support for ideas, proposals, objectives, projects and solutions
• Building Collaborative relationships as demonstrated by the ability to develop, maintain and strengthen partnerships both internal and external to the facility
• Customer Service Orientation perspective as demonstrated by the respectful, positive manner in which one responds to expressed concerns and the strong desire to find resolution and meet people’s needs
• Information Gathering as demonstrated by the ability to identify information needed to clarify a situation and using skillful questioning to draw out information from reluctant sources
• Thinking abilities including analytical, forward, conceptual and strategic abilities to enable one to tackle a problem, anticipate implications and consequences, find effective solutions and planning for the future direction of the Home
• Initiative to identify what needs to be done and take action before being asked or the situation requires it
• Results oriented to enable one to focus on the desired results, sets challenging goals and meeting or exceeding them
•  Thoroughness as demonstrated by ensuring that one’s own work, the work of employees and all information collected and shared is complete and accurate. Ensuring that commitments are fulfilled
•  Decisiveness as demonstrated by the ability to make difficult decisions in a timely manner
• Self Confidence
• Stress management
•  Personal Credibility
• Flexibility

Departmental Competencies & Skills:

• Ability to work as a member of a team as well as ability to work independently
• Excellent computer skills in Microsoft Windows, Word, QHR & Microsoft Publisher
• Organizational skills
• Excellent communication skills
• Supervisory Skills

Educational Qualifications

• Baccalaureate Degree in the Social Sciences or Recreation

Experience required:

• 3-5 years Senior Management experience in the health care/geriatric field.

Approved by: CEO

Please note: This is not a job listing, this is a job description. For current opportunities click here.

Please note:  This is not a job listing, this is a job description. For current opportunities click here.

POSITION: Director, Environmental Services & Food Services
DEPARTMENT: Environmental Services & Food Services
RESPONSIBLE TO: CEO

As a member of the Senior Leadership Team, the Director of Environmental & Food Services provides oversight and strategic direction of the Environmental and Food Services Departments. The Director provides a vital link between the Environmental and Food Services department and its personnel and the leadership team. Reporting to the CEO, the Director of Environmental & Food Services is responsible for the overall management and delivery of services of the departments in collaboration with departmental supervisors. The essential functional areas of responsibility include infrastructure planning and coordination as well as providing the direction and supervision for the overall safe and efficient running of the physical building and equipment, program accountability, sanitation, safety and security, equipment use and care, procurement, financial management and record keeping, personnel management and professional development. In keeping with our Mission, Vision and Values and our philosophy of Resident Centered Care, the Director of Environmental & Food Services, as a partner in the provision of care and support of our Residents, represents the home in a positive, professional, efficient and confidential manner.

Key Responsibilities

1.  Operations Management (50%):

• Responsible to lead, coordinate, direct, manage, operate, inspect and maintain the plant facility, equipment and grounds , which includes routine daily and periodic maintenance repairs, major repairs, renovations, and construction projects, and where possible, provides maintenance repairs with outside contractor support (i.e. boilers, generators, lifts, kitchen & laundry equipment, wheelchairs etc.).
• Responsible to lead, coordinate, direct and manage food preparation, central laundry services and housekeeping services in collaboration with supervisors.
• Ensure compliance with all applicable government inspection processes, policies, standards, requirements and service agreements for maintenance, housekeeping, laundry and kitchen areas of responsibilities.
• Develop policies and procedures relevant to “Operations” (maintenance, laundry, kitchen and safety; all hazards, safety management system, violence assessment, pandemic etc.) in compliance with regulations for approval by the CEO. Revises as necessary the Fire &Safety Plan and process training, orientation and refreshers as required, orient and train RN duty supervisors on essential operation plan and processes.
• Playing a key role in the procurement of equipment, supplies, chemicals and contracted vendor services for laundry, kitchen, housekeeping, and maintenance; studying usage reports; monitoring controls & resource usage consumption(BAS/electricity, fuel), increasing efficiency, identifying trends; anticipating needed supplies; approving requisitions and cost allocations, analyzing variances; initiating corrective action; providing CEO with reports, cost data, logs and proposals as requested and negotiate best terms.
• Liaise with contractors, vendors and other Long Term Care partners on facility related requirements or services.
• Monitor contractors and care team members to ensure safety protocols are being followed.
• Plan, initiate, conduct, participate, document and assess monthly evacuations fire drills as required, and revise plan/processes accordingly.
• Develop preventative maintenance program on all equipment and ensure maintenance and repairs are performed on a variety of equipment.
• Ensure inspections are completed, documented and signed by the administrator;

2. Human Resources Management (20%):

• Lead, direct, and manage all Human Resource aspects for Employees assigned to Maintenance, Laundry and Kitchen (50 staff).
• Complete probationary appraisals and annual employee performance development plans.
• Participate in Attendance Support Program.
• Supervise, evaluate, initiate corrective action and dismiss, if necessary, employees in consultation with the CEO/HR Coordinator.
• Monitor utilization of personnel through work assignments and payroll schedules, ensuring utilization is optimal within budget to meet quality Resident care and service.
• Work in accordance with respective collective agreements at the facility to foster good labour management relations.
• Participate in Labour Relations (Union/Management) discussions in and Collective Bargaining negotiations.
• Plan and lead regular staff meetings for the departments
• Coach, mentor, and support to establish and maintain good communication practices within and across functional disciplines within the facility
• Ensure employees are up to date in Occupational Health & Safety requirements, including WHIMIS, fire safety and emergency evacuation & ensure personal protective equipment is provided and enforced in all areas of responsibility (maintenance, laundry, kitchen and household)

3. Service Delivery (20%):

• Act as the “centre of expertise” and key resource to the organization for the area operational services (maintenance, laundry, housekeeping and food preparation)
• Provide communication between departments to encourage a collaborative community environment.
• Play a lead role in the orientation of new residents and families to the facility.
• Communicate with Residents and Family Members addressing Resident and Family issues and concerns as required.
• Model and foster the development of R.K. MacDonald’s Mission, Vision and Core Values through words and actions
• Utilize continuous quality improvement principles and evidence based decision making processes to ensure delivery of quality care and service
• Ensure Quality Management and Risk Management practices are within standard. Address non-compliance issues, engaging functional expertise as required.
• Meet, or exceed, compliance with the Long Term Care Program Requirements and Building Standard in all aspects of the position.

4. Financial Management (10%):

• Effectively oversees the management of the Environmental & Food Services departmental budgets ensuring that the annual budget is not exceeded
• Coordinate and prepare the annual DOHW capital equipment request
• Monthly review and analysis of financial data, investigate variances and suggest corrective actions
• Oversees purchasing, ordering, stock and inventory of departmental supplies and equipment in collaboration with departmental supervisors.
• Authorizes all departmental expenditures
• Oversees staffing and schedules to minimize overtime in collaboration with departmental supervisors.
• Manages bidding/tender process on projects exceeding $10,000
• Oversight of departmental payroll
• Actively investigate, promotes and participates in cost saving measures through collaboration with other LTC facilities and participates in provincial joint RFP opportunities with approval of administrator.

Leadership Competencies Required

Leading Others

As demonstrated by the ability to establish focus, to provide motivational support, fostering teamwork, empowering others.

Managing Change

As demonstrated by the ability to work with others to coach and mentor them to develop their capabilities.

Managing Others

As demonstrated by the ability to work with others to coach and mentor them to develop their capabilities.

Managing Performance

As demonstrated by ability to take responsibility for one’s own or one’s employee’s performance by setting clear goals and expectations, tracking progress.

Communication

 As demonstrated by the ability to ensure that information is passed on to others who should be kept informed as well as the ability to express oneself clearly in conversations and interactions, in writing and to be able to plan and deliver conversations that have an impact and persuade their intended audience.

Interpersonal Awareness

As demonstrated by the ability to notice, interpret and anticipate others concerns and feelings and to communicate this awareness empathetically to others.

Influence Others

As demonstrated by the ability to gain others’ support for ideas, proposals, objectives, projects and solutions.

Building Collaborative Relationships

As demonstrated by the ability to develop, maintain and strengthen partnerships both internal and external to the facility

Customer Service Orientation Perspective

As demonstrated by the respectful, positive manner in which one responds to expressed concerns and the strong desire to find resolution and meet people’s needs.

Information Gathering

As demonstrated by the ability to identify information needed to clarify a situation and using skillful questioning to draw out information from reluctant sources.

Thinking Abilities

Including analytical, forward, conceptual and strategic abilities to enable one to tackle a problem, anticipate implications and consequences, find effective solutions and planning for the future direction of the Home.

Initiative

To identify what needs to be done and take action before being asked or the situation requires it.

Results Oriented

To enable one to focus on the desired results, sets challenging goals and meeting or exceeding them.

Thoroughness

As demonstrated by ensuring that one’s own work, the work of employees and all information collected and shared is complete and accurate. Ensuring that commitments are fulfilled.

Decisiveness

As demonstrated by the ability to make difficult decisions in a timely manner

Self Confidence

Stress management

Personal Credibility

Flexibility

Position Specific Competencies, Skills & Abilities

• Safety focused
• Knowledge of electrical, boiler, plumbing
• Demonstrate respect for the spirit, dignity and individuality of the Resident
• Understands, supports and is able to integrate the philosophy of person centered care in to the daily operations of the department
• Staffing models and scheduling practices
• Quality improvement Initiatives
• Risk management theory & practice
• Consistently acts as a role model
• Sound understanding of Union Contracts & Negotiations
• Able to supervise staff including the ability to mentor, coach and empower staff
• A working knowledge of budgeting
• Able to work independently and as part of the Leadership Team

Educational Qualifications

• Preference to candidates with a 2-year diploma in Civil Engineering Technology (Certified Engineering Technologist (C.E.T.) designation or an acceptable equivalent).
• Certificate or experience working with computerized maintenance systems.
• Strong technical abilities with Microsoft programs an asset.
• Knowledgeable of regulations such as building codes, fire and Dept. of Health and Agriculture requirements, Occupational Health & Safety, and WHIMIS.

Experience Required

• Minimum three years experience managing facility operations or construction projects required; proven work experience independently managing facility operations of a similar size or facility with a plant.
• Minimum three years in a management supervisory role.

Please note:  This is not a job listing, this is a job description. For current opportunities click here.

POSITION: Human Resource Coordinator
DEPARTMENT: Human Resources
RESPONSIBLE TO: CEO

As a member of the Leadership Team, the Human Resource Coordinator provides the day to day management of the Human Resources department and provides a vital link between the HR department and the leadership team. Reporting to the CEO, the Human Resource Coordinator is responsible for the overall management and delivery of human resource services. The essential functional areas of responsibility includes coordinating the delivery of human resource services including building the Home’s capacity by influencing culture, the need to change, and quality of change through practices that promote positive employee relations and create a work environment that promotes quality of care through employee satisfaction. In keeping with our Mission, Vision and Values and our philosophy of Resident Centered Care, the Human Resource Coordinator, as a partner in the provision of care and support of our Residents, represents the home in a positive, professional, efficient and confidential manner.

Key Responsibilities

1. Develop and maintain HR policies
   1. Implement, review/revise Human Resource Policies/Handbook to complement the goals, mission, visions, and strategic plan of the Home and to align with union contracts, Human Rights, and Labor Laws as necessary.
   2. Review and revise HR policies on an annual basis
2. Develop and maintain the HR plan
   1. In consultation with leadership team, develop a five year HR plan that supports the Strategic Plan of the facility
   2. Reviews and revises the HR plan on an annual basis
3. Fulfill the Employment Functions
   1. Follows Hiring Process developed by CEO and Directors. Provides the lead of recruiting (advertising, career fairs, college visits, prepares postings), Receive and assist in screening of resumes, assist Directors when requested to set up appointments for interviews, participate on interview panel when required, performs reference checks, and compose award and decline postings and letters.
   2. Meets with all new hires for signing and gathering of all pertinent information for to complete as new hire i.e. payroll information, certificates, licenses, references, job description, pledge of confidentially and security checks and order name tags.
   3. Maintain accurate files on awarding of competition of all positions.
   4. Maintains accurate records reflecting approved LOA/Return to work.
   5. Ensures all job descriptions are accurate and up to date.
   6. Assist Directors with development and use of current forms, tracking and recording of completion dates of Employee Performance Appraisals/Yearly signing of Pledge of Confidentiality.
   7. Participates in setting up of new hire employee orientation.

4. Maintains Positive Employee Relations
   1. Assists Directors in understanding the terms and conditions of Union Contracts (NSNU & UNIFOR).
   2. Supports positive employee relations in the Home, through listening, redirecting, educating, exit interviews, staff surveys, and education on HR policies,
   3. Provides data to Directors in the monitoring of Attendance Management.
   4. Organization of yearly Recognition of Service Awards.
   5. Confirm employment status for employees for outside relations i.e. Loans and Insurance, etc.
   6. Provides yearly updates to the Seniority List for all Union Staff
   7. Provides assistance and direction as needed to Directors in the management of difficult employee behaviors up to and including discipline. Provides confidential background file information and attends disciplinary meetings as requested.
   8. Participates on the Wellness Committee and conducts wellness surveys yearly with staff to indentify staff wants and needs. Address identifies needs as budget permits.
   9. Be visible throughout the facility including conducting walk-about couple times a week to gain feedback from staff, residents, and families to assist Leaders in identifying the culture and well-being of the Home.
5. Employee Benefits
   1. Ensures LOA forms as well as other pertinent forms are filed before approved leave i.e. Benefits, Pension, and Record of Employment.
   2. Coordinates Return to Work of Employees with WCB and LTD (HANS) and the employee’s Director.
   3. Assists in Employee Retirement in ensuring retirement package provided and processed and provides Exit Interview forms to employees
   4. Provide employees with information and support on EFAP (Employee and Family Assistance Program), EASE (Employee Assistance & Support for Employees)
6. Education
   1. Provides general orientation to new staff.
   2. Annual in-service printout for employee personnel files.
   3. Assists in Education training needs i.e., matters pertaining to HR
   4. Attends training sessions as required
7. Maintain Personnel & work related medical records
   1. Maintain Personnel and Medical files of all employees.
   2. Insures confidentiality and security of personnel and medical records at all times
   3. Maintains a strict sign in/out.
   4. Storage of inactive files as per policies.
8. Other Duties as Required – may include Back up for Payroll Processing/ Scheduling Issues. Participates in other duties related to HR or resident care as required.
9. Communication: through personal behavior and interactions, will consistently demonstrates a humanistic, affiliative approach to relationships:

• • In all interactions, within and while representing the facility
  • With all Residents and families
  • While establishing and maintaining cooperative working relationships

10. Participates on committees as required

Leadership Competencies Required

• Leading Others as demonstrated by the ability to establish focus, to provide motivational support, fostering teamwork, empowering others.
• Managing Change as indicated by the ability to demonstrate support for innovation and for organizational changes needed to improve the organization’s effectiveness
• Managing Others as demonstrated by the ability to work with others to coach and mentor them to develop their capabilities
• Managing Performance as demonstrated by ability to take responsibility for one’s own or one’s employee’s performance by setting clear goals and expectations, tracking progress against goals, ensuring feedback and addressing performance issue promptly.
• Communication as demonstrated by the ability to ensure that information is passed on to others who should be kept informed as well as the ability to express oneself clearly in conversations and interactions, in writing and to be able to plan and deliver conversations that have an impact and persuade their intended audience.
• Interpersonal Awareness as demonstrated by the ability to notice, interpret and anticipate others concerns and feelings and to communicate this awareness empathetically to others
• Influence Others as demonstrated by the ability to gain others’ support for ideas, proposals, objectives, projects and solutions
• Building Collaborative relationships as demonstrated by the ability to develop, maintain and strengthen partnerships both internal and external to the facility
• Customer Service Orientation perspective as demonstrated by the respectful, positive manner in which one responds to expressed concerns and the strong desire to find resolution and meet people’s needs
• Information Gathering as demonstrated by the ability to identify information needed to clarify a situation and using skillful questioning to draw out information from reluctant sources
• Thinking abilities including analytical, forward, conceptual and strategic abilities to enable one to tackle a problem, anticipate implications and consequences, find effective solutions and planning for the future direction of the Home
• Initiative to identify what needs to be done and take action before being asked or the situation requires it
• Results oriented to enable one to focus on the desired results, sets challenging goals and meeting or exceeding them
• Thoroughness as demonstrated by ensuring that one’s own work, the work of employees and all information collected and shared is complete and accurate. Ensuring that commitments are fulfilled
• Decisiveness as demonstrated by the ability to make difficult decisions in a timely manner
• Self Confidence
• Stress management
• Personal Credibility
• Flexibility

Departmental Competencies & Skills:

• General knowledge of Employment Law, Human Rights, WCB Act, Safety (Occupational Health and Safety Act)
• Excels in organizational abilities
• Ability to lead, develop and coach
• Experience in Benefits, WCB Claims, Payroll an asset
• Demonstrated ability to maintain absolute confidentiality
• Excellent computer skills in Microsoft Windows, Data Management, Record Keeping, Statistical recording.
• Attention to detail and accuracy
• Ability to work as a member of a Team as well as an ability to work independently

Educational Qualifications

• Minimum of Bachelor’s Degree, preferably in Human Resources and/or Business Organizational Development.
• Human resource related education an asset

Experience required:

• Minimum 3yrs Senior Management experience
• Experience in the personnel/human resource field an asset
• Familiar with Union Contracts an asset