Administrative Assistant, Administrator

Halton Region is committed to fostering a diverse, inclusive, and equitable workplace that reflects the communities we serve. We value, welcome and respect the unique perspectives and contributions of all individuals. We encourage applications from Indigenous Peoples (First Nation, Métis, Inuit), Black and racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available at any point upon request for candidates participating in the selection process.

We are proud to operate three non-profit long-term care homes where our employees make a meaningful contribution on the lives of the residents by providing quality care in a family-like atmosphere. As an employee, you will be part of a progressive, service-focused and award winning employer with a diverse and inclusive work environment. We are also recognized as a Registered Nurses' Association of Ontario (RNAO) Best Practice Spotlight organization.

You make a positive difference in people’s lives because you provide high quality customer centered services. You operate within a highly ethical environment and will be accountable for going the extra mile, listening to your customers, creatively meeting needs and always being respectful to those you serve. As a result, you will be part of a qualified and strategic team recognized widely for caring, excellence, integrity, inclusiveness and flexibility.

Posting ID: 5352

Department: Social & Community Services

Division: Services For Seniors

Pay Range: $59,127 - $73,910

Job Type: Temporary < 1 year

Contract Duration: up to 12 months

Hours of Work: 35 hours per week

Work Location: Creek Way Village Long Term Care Facility - 5200 Corporate Drive, Burlington

Employee Group: OCT

Vacancy Status: This posting is for an existing vacancy

Posting Date: July 2, 2026

Application Deadline: July 9, 2026

Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 18 months.

If this position becomes eligible to be filled permanently, the successful candidate from this competition may be appointed to the role.

If you’re enthusiastic about the opportunity to work with Halton Region but don’t meet every qualification listed, we still encourage you to apply! This position may be eligible for an underfill opportunity for candidates who do not meet every qualification. We’re always on the lookout for exceptional talent to join our team!

Job Summary

Reporting to Administrator, this position will provide administrative support to the Administrator and Management team.

Duties & Responsibilities

• Provides administrative support to the Administrator and the Management team by assisting with set up of documents/reports, and input and analysis of data, Power point presentations, post required information for the home.
• Assists with the various functions related to purchasing of equipment/furniture and fixtures for the home, including sourcing, working with vendors, completing Purchase Orders and Electronic Bids.
• Maintains current and effective filing systems, including confidential resident and administrative information. Maintains organized staff information boards.
• Manages, tracks, and codes the invoices for each department using relevant software.
• Updates and maintains various departmental publications and information systems. Includes updates/distribution of policy and procedure manuals, brochures, Web page information, the staff newsletter, resident information booklet, MSDS binders, etc. in collaboration with the team.
• Manages the TELUS messaging system, maintaining accurate family and staff lists and assist with set up and distribution of messages.
• Coordinates events and arranges and schedules meetings, books rooms, notifies attendees, prepares agendas, and takes and distributes minutes.
• Maintains petty cash for residents at the home with monthly reconciliation and replenishment, completing cheque requisitions as required.
• Assists with coordinating annual inspection of nurse call system, to ensure high level of service provided to residents and families.
• Maintains inventory and liaises with IT for maintenance and coordination of office equipment including computers, and phones, landlines etc.
• Updates the fan out list/home distribution list and maintains the On Call Binder and related organizational charts/ telephone lists and fan out documents.
• Sourcing, purchasing and maintenance of home's supplies.
• Coordination and distribution of the home's monthly newsletter.
• Oversight of home tours schedule and coverage.
• Monthly audits and reporting as required.
• Participation and support in various committees as required.
• Provides various support such as coordination of scheduling, orientation and ongoing direction of screeners, updating essential caregiver tracking log, vaccine declaration forms, etc. as required. Coverage of screening desk, as required.
• Participates in Continuous Quality Improvement activities as required.
• Performs other duties as assigned.

Skills & Qualifications

Essential

• Possess a secondary school diploma.
• Advanced knowledge and experience in the use of office/business software such as Microsoft Word, Outlook, Excel, PowerPoint and Publisher.
• Post-secondary diploma in office administration.
• Excellent customer service, organizational, communication, analytical and multitasking skills combined with strong interpersonal skills and the ability to be flexible.
• Ability to work independently and be able to perform work of a confidential nature.

Preferred

• Experience working in a Long Term Care Facility or similar environment.
• Positive difference in people’s lives, provide high quality customer centered services.
• Operate within a highly ethical environment and will be accountable for going the extra mile, listening customers, creatively meeting needs and always being respectful.
• Qualified and strategic team recognized widely for caring, excellence, integrity, inclusiveness and flexibility.

Working/ Employment Conditions

Employment Conditions

• Current two-step tuberculosis test (obtained within the past six (6 months) by your first day of employment and adhere to all COVID-19 testing requirements.
• Current (obtained within the past six (6) months), original and acceptable Criminal Record Check, including a Vulnerable Sector Screen.

Important information about your application

• In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
• Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at View phone number on ca.workus.org.
• Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.
• We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
• Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
• If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.

Halton Region serves more than 650,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high-quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service-focused, and award-winning employer with a diverse and inclusive work environment.

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