Care Services Administrative Assistant

Apr 8, 2024

POSITION: Care Services Administrative Assistant
DEPARTMENT: Nursing/Environmental/ Food Services (Payroll Purpose “Nursing Dept.)
RESPONSIBLE TO: Directors of Clinical & Environmental & Food Services

The Office Administrative Assistant provides clerical support primarily to the Director and Assistant of Clinical Services, and Director of Environmental & Food Services and at times may be called upon for assistance by other members of the Senior Leadership team for support. In keeping with our Mission, Vision and Values and our philosophy of Resident Centered Care, the Office Administrative Assistant serves as a positive role model; as a partner in the provision of care and support of our residents, and represents the home in a positive, professional, efficient and confidential manner.

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 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 or other processes in place.
  • Prepares, modifies and inputs data in various documents using Microsoft office, including: memos, letters, minutes, agendas, forms, spread sheets, etc.
  • Prepares meeting materials.
  • Assists with the procurement and purchasing of supplies and equipment for the Nursing and Environmental and Food Services Departments following purchasing protocol with necessary quotes and approval of funds.
  • Coordinates Registration and Travel arrangements upon request.
  • Run errands as needed.
  • Maintains electronic and hard copy filing systems and follows policy when it comes to shredding and storage of files.
  • Provides general administrative clerical support including copying, scanning, faxing, mailing, revisions, and distributing documents.
  • Reviews outgoing material for completeness, dates and signatures.
  • Track departmental forms such as purchase orders, supply requisitions.
  • Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision.
  • Supports the Front Administrative Office in the absence of the Executive Administrative Assistant in assuming general day to day functions such as: answering the Home Business phone, directing visitors, CARE VAN and requests and drivers, copying, supplies, keys, and other administrative tasks that are necessary prior to the return of EAA.
  • Provides passwords for WIFI to staff.
  • Performs other duties as required.

2.Environment/Dietary Support

  • Inputs approved scheduling requests, prepares, prints and circulates the monthly schedules approved by the Director.
  • Inputs bi-weekly scheduling changes, runs verification reports and once signed & approved by Director, forwards report to Finance for processing.
  • In conjunction with either the Director, Dietitian or cooks assists in placing weekly food supply orders via online or phone.

3. Nursing Support

  • Coordinates new Admission Care Conferences with family and care team.
  • Coordinates & labels Blood Requisitions in the Ward clerks.
  • Notifies Placement Office (DOHW) of vacant resident bed and distributes potential new admission packages to Director or Designate.
  • Schedules and notifies resident/family and all care partners for semi-annual multi-disciplinary care conferences.
  • In the absence of Nursing Scheduler or Ward Clerk inputs biweekly changes in Dept. schedules and runs verification reports for payroll with signed approval from Director of Clinical Services or designate.
  • CQI data entry i.e. event reports, falls, SERT team report.
  • Coordinates Student Clinical placements.
  • Coordinates Med Reviews (bi annually).
  • Maintains Wandering Guard Program i.e. ordering supplies, updates list.
  • Coordinates and processes funding requests for Residents with DOHW (i.e. custodial or special needs).
  • Coordinates Annual Influenza Immunizations for residents and staff with Supervising RN.

4.Internal/external committee participation

  • Occupational Health and Safety (JOSH)
  • Resident Council
  • Participates on other committees as required
  • Supports resident care as time permits, i.e. sitting with resident, escorting them to activities, etc.

Skills and Competencies

  • Proven capacity to manage sensitive information with the highest degree of integrity, professionalism and confidentiality.
  • Demonstrated exemplary interpersonal and communication (verbal, written) 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, i.e. Word, Data Base management, Presentation, Outlook (email) and internet
  • Confirmed excellence in ability to prioritize projects and 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.
  • Ability to deal with internal and external customers in a tactful and courteous manner.
  • Ability to devise or adopt office procedures to changing organizational needs.
  • Ability to organize and coordinate functions and tasks, with frequent interruptions.
  • Ability to establish and maintain effective working relationships internally and externally.
  • Well-organized and self-directed.
  • Ability both to take initiative and follow-through.

Educational Qualifications

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

Experience Required

  • Experience in a health care setting preferred

Approved by: CEO for/Director of Clinical & Environmental & Food Services

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

Safe Work Practices / Responsibilities

The R.K MacDonald Occupational Health and Safety Home Policy establishes employee expectations for working safely.  To achieve these expectations employees at all levels of the organization must adhere to Core Values of Safety and Safety Responsibilities listed below:
  • Commit to working safely.
  • Adhere to Safety Rules.
  • Conduct Inspections.
  • Conduct JTA`S & Develop SWPs.
  • Adhere to SOPs & SWPs.
  • Report Incidents / Hazards.
  • Wear PPE.
  • Apply their training.

We are committed to upholding the Human Rights of all R.K MacDonald employees, including the right of all people to enjoy a physically and psychologically safe work environment; the right of all people to just and favourable terms of employment; and the right of all people to be respected and valued for their differences with equitable opportunities and outcomes in an inclusive environment where all can thrive.