Administrative Assistant - Devonshire

Position                          : Administrative Assistant
Employment                  : Permanent-Full time
Working Hours              : 08:30AM – 04:30PM (7.5 hrs/day)
Location                         : Devonshire Seniors Community, Edmonton AB
Salary                            : C ommensurate on experience

JOB SUMMARY

Reporting to and supporting the Site Leader, the Administrative Assistant is usually the first point of contact for anyone entering the Park Place Home, thus must be a positive, outgoing, and informed presence, willing to attend to others’ needs and become a vibrant part of the Park Place Home’s community. Serves Residents, families, visitors, and employees in a welcoming manner, assisting and supporting as required. Working with the Site Leader, takes a leadership role in the coordination of quality assurance/quality improvement programs. Is a member of the Home’s Leadership Team and is a resource to all Residents and tenants, their families, employees, volunteers, and all other stakeholders at the Park Place Home. The Administrative Assistant ensures a commitment to Resident safety and to our “culture of safety” as per the Strategic Directions of Park Place Seniors Living.

RESPONSIBILITIES

 

• Working and communicating closely with the Site Leader.
• Cordially receives, assists, and directs Residents, families, visitors, contractors, and employees within the facility, including accompanying visitors to their destination as required.
• Clerical duties including filing and word processing, sorting, and distributing incoming and outgoing mail.
• Responsible for directing the shipping and receiving of supplies for the Park Place Home.
• Manages employee statistics and files, keeping accurate and current records
• Answers, directs, and responds to phone calls and queries.
• Create legal documents confirming employment, hours worked by employee, etc. upon request of the employees.
• Manage all employee files: track and transfer all employee positions, immunizations, licenses/registration, WCB, STD/LTD, etc.
• Manager job postings internally and externally (online).
• Take inventory of all office supplies, place orders for such, ensure there is enough of everything, always.
• Work alongside hiring managers and unit clerks if necessary to process new hires.
• Process the resignations and terminations of employees, alongside hiring managers
• Set up employee benefits and RRSPs.

• In collaboration with the Site Leader, coordinates, implements, and audits quality  improvement initiatives based on the Park Place Quality Improvement Program.
• Advocates for and communicates Residents’ needs to employees.
• Participates in a variety of meetings which include leadership, organizational, and planning meetings. Takes minutes as requested, later formatting those minutes, and making agendas, distributing effectively.
• Maintains close cooperation, communication, and liaison with employees and other professionals involved in the provision of care to Residents.
• Maintains up-to-date knowledge of Park Place’s policies and procedures and relevant legislation. Interprets and implements these as necessary. Recommends changes in policy and procedures. Updates site manuals as updates come from Head Office.
• Maintains strict confidentiality of information gained as a result of the employment relationship.
• Works closely with the Site Leader and communicates with other members of the

Leadership Team regarding planning and quality improvement.

• Assists with audits when requested.
• Takes part in the Site’s planned events alongside Leadership Team.
• Attends work-related conferences and seminars as directed.
• Prepares reports.
• Many other duties.

HEALTH AND SAFETY RESPONSIBILITIES

 

• Responsible to read, understand and comply with Park Place’s and provincially mandated Occupational Health and Safety policies and safe work practices.
• Involved in all aspects of the Health and Safety Program including: o
  • Uses safe work procedures,
  • Promotes health and safety policy and awareness,
  • Makes safety suggestions.
  • Reads OHS minutes posted.
• Responsible to take every reasonable precaution to protect the safety of Residents, self, other employees, and the public.
• Reports any near miss, injury, and accident or equipment damage to supervisor immediately and completes required reports.
• Corrects and/or reports unsafe conditions.
• Sets a good example.

QUALIFICATIONS AND EXPERIENCE

 

• Certification in health care office management with minimum 3 years recent related experience or equivalent combination of training and experience; equivalences may be considered.

SKILLS AND ABILITIES

 

• Ability to communicate fluently in English, both verbally and in writing.
• Demonstrated organizational, communication, and conflict resolution skills required
• Must be able to establish and maintain cooperation with all personnel and maintain harmonious relations with clients and families.
• Physical ability to carry out the duties of the position.
• Must be able to work in many varied stressful situations.
• Must be able to work independently and as part of a team.
• Ability to operate related equipment.
• Must have a Criminal Records check completed.

EQUIPMENT USED

 

• Computer, facsimile, and photocopier

PHYSICAL DEMANDS

 

• The Administrative Assistant position requires a significant amount of lifting, walking, reaching, bending, pushing, standing, and sitting. In an average day, the employee spends 2 to 6 hours standing or walking. Lifts a maximum of 30 lbs. Must be able to manage stressful work situations with dexterity.