Job Description

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

POSITION: Director of Finance
DEPARTMENT: Finance
RESPONSIBLE TO: CEO

As a member of the Senior Leadership Team, the Director of Finance provides the day-to-day financial services providing a vital link between the finance department, its staff, the leadership team and the Board of Directors. Reporting to the CEO, the Director of Finance must bring management experience with extensive finance and accounting knowledge with the ability to make data driven decisions.

In keeping with our Mission, Vision and Core Values and our philosophy of Resident Centered Care, the Director of Financial 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. Effectively oversee the facility budget
   • Flag any significant variances and ensure that these variances are brought to the attention of the CEO and Directors in managing variances.
   • Create policies that enable each department to work in the most organized way
   • Develop and monitor objectives for the financial department.
   • Allocate funds accordingly to ensure each department can function at an optimal pace.
   • Determine realistic goals and establish financial controls to maintain maximum productivity.
   • Manage and oversee all financial operations of the organization.
   • Ensure the conservation of the assets of the Home by planning, developing, implementing, managing, evaluating and monitoring financial policies and procedures, accounting systems and internal and external reporting and analytical systems.
   • Maintain the financial records of the RK MacDonald Nursing Home in accordance with Generally Accepted Accounting Principles (GAAP) including reconciliation of the Protected Envelope Budgets.
   • Prepare and assist as required in the required annual audit.
   • Ensure the timely and accurate recording of all financial and statistical transactions including bank reconciliation as well as providing supervision of Accounts Payable and Accounts Receivable, and trust accounts.
   • Provide monthly financial statement for the Department Directors and Board of Directors.
   • Ensure that accounting decisions are in the best interest of the Board and, in particular, its financial operations, by being fully aware of the home’s accounting requirements.
   • Working with CEO and Department Directors to analyze budget approvals from DOHW against budget requested.
   • Assist in development of home’s business planning process including preparation of an annual budget.
   • Assist all other Directors and HR & Education Coordinators in explaining budget variances and methods of expenditure reductions in areas of deficit.
   • Process the Home’s requests for funding to the Foundation upon approval from SL & Board. Maintains budget/ledger report of such transactions for CEO, Directors and Foundation review.
   • Coordinate submission of data and/or payments to various external agencies such as NSHEPP, Benefits, WCB, CRA, Stats Canada, DOHW, licensing and insurance, etc.
   • Coordinate submission of Nursing Strategy, Leadership and Education Premiums, etc. for recoveries.
   • EFT (Electronic Funds Transfer) with updates to Occupancy and Revenue Journals.
   • Process the EFT for payments to Resident accounts and Staff Benefits.
   • Accurate maintenance of data into Acc Pac with monthly reports to Directors.
   • Payroll transfer functions with Accounting Clerk.
   • Annual Vacation Level and Salary review for input into payroll and Benefits.
   • Generation of annual T4 for all employees.
   • Oversees Contracts and Rental agreements.

2. Coordinate the provision of Finance Department services that are Resident centered and that support and reflect the Mission, Vision and Core Values of the RK Mac Donald Nursing Home

• • Develop, implement and annually review departmental policies and procedures.
  • Develop annual departmental goals and objectives that support the strategic plan.
  • As per licensing review and update departmental job descriptions every 4 years or when revisions are necessary.

3. Effectively manage the human services within the Finance department

• • Manages staff performance on a daily basis and performs annual performance reviews on Finance Dept staff.
  • Coaches, mentors and empowers staff.
  • Conducts monthly Finance Departmental meetings.
  • Approves Finance Department LOA and vacation requests.
  • Utilizes progressive discipline process when warranted and upon consultation with HR and or CEO, up to and including dismissal.

4. Effectively oversees the budget for Hiring, Orientation and Education.

• • Ensure the orientation and ongoing education of Finance Department staff Ensures all Finance Dept staff attend annual mandatory education.
  • Maintains an ongoing relationship with the HR Department in consultation as finances relate to Contract Letters of hire, i.e., rate of pay & terms, Union Contracts, Benefits, Pension, Education.
  • Works with Department Leaders, HR & Education Coordinators to identify Departmental specific needs and keeps them updated on funding opportunities or cuts including development and continuing education and other budgetary needs.

5. Accountable for the safety and risk management of the financial department

• • Identify potential departmental risks and implement strategies to minimize risk
  • Participate as a leader in the JOHS and Risk Management programs

6. Communication – through personal behavior and interactions, demonstrates a humanistic, affiliative approach to relationships

• • Within department, with other team members and union representatives
  • In all interactions within and while representing the facility
  • With all Residents and families and staff

7. Continuous Quality Initiatives
   • Ensure that the independent accounting systems, policies and procedures meet the requirements of the board and government by adhering to CHA/MIS and CICA standards and guidelines and principles.
   • Ensure the efficient operations of the accounting branch through the organization of the work, delegation, setting standards, reviewing operations, conducting meetings, general observations, and implementing the concepts and visions of the quality management program.
   • Establishes and directs systems for measuring and improving quality of departmental services.
   • Encourages use of best practices.

8. Participates in Committees/ad hoc teams as required
   • Lead or member on committees

9. Other duties as required

• • Liaison role with external IT services.

10. Leadership Roles

• • Active participant on the Leadership Team
  • Demonstrates integration of Mission, Vision and Values into practice
  • Active participant in Strategic Planning process
  • Commitment to excellence and moving the organization forward

Safe Work Practices/Responsibilities

The R.K MacDonald Occupational Health and Safety 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 the Safety Responsibilities listed below:

• Demonstrate leadership commitment to safety.
• Communicate hazards and controls.
• Conduct inspections & investigations.
• Provide Training / Communicate / Lead / Coach.
• Provide necessary tools / equipment / PPE.
• Monitor Compliance to SOPs & SWPs.

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

Position Specific Competencies, Skills & Abilities

• Sound knowledge of financial management concepts and systems.
• Ability to effectively use personal computers, including word processing and spreadsheet programs.
• Ability to think creatively, develop policies, terms of reference, implementation plans and result evaluations to continually improve operations.

Educational Qualifications

• Undergraduate degree in Bachelor of Business Administration with Accounting
• Secured or in the process of securing Chartered Professional Accountant designation

Experience Required

• Minimum of three years financial management experience at the senior level, preferably in health care.

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.