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Title: Office Administrator

Department: Administration

Reports to: Director of Resident Care or, in their absence, the Administrator.

Location: The Northside Community Guest Home

Purpose

Provide administrative and clerical support across departments to support the daily operations of the Home. Maintain accurate records, prepare documents, coordinate meetings and supplies, and assist with resident-related administrative processes in collaboration with management and staff.

Administrative support and communication

• Provide administrative support to management and staff across departments.
• Prepare and distribute letters, memos, emails, reports and other documents.
• Coordinate meetings, prepare meeting materials, record and distribute minutes, and assist with committee surveys and documentation.
• Scan, copy and distribute nursing and 24-hour reports at the beginning of each workday.
• Check incoming mail and distribute correspondence and reports to the appropriate staff.
• Maintain current telephone directories and departmental contact lists.

Records and documentation

• General filing of Admin and resident files
• Complete administrative updates for new admissions, resident room changes and deaths, following established checklists and information provided by nursing staff.
• Prepare, update and distribute admission forms, nursing and CCA forms, resident-specific documents, laboratory labels and other required materials.
• Maintain forms binders and ensure current documents are available to staff.
• Print and file annual licence renewal documentation for licensed staff.
• Identify missing or incomplete information and follow up with the appropriate staff.

Inventory and supplies

• Monitor inventories of nursing, wound care, resident personal care and other designated supplies.
• Complete regular stock checks and place orders within established procedures and approved authority.
• Organize, label and distribute supplies to departments and resident care units.
• Coordinate staff purchases of nursing supplies according to established procedures.
• Report supply shortages, ordering concerns and delivery issues to the appropriate staff.

Resident service coordination

• Maintain blood and specimen collection lists to reflect admissions, room changes and changes communicated by nursing staff.
• Prepare and distribute monthly blood collection lists and replenish blood tube holders on resident care units.
• Maintain resident hair salon schedules and prepare weekly appointment lists.
• Prepare monthly salon billing documentation accurately and within established timelines.

Office operations and confidentiality

• Operate office equipment, including printers, label makers, the postage machine and laminator.
• Arrange confidential document shredding according to established procedures.
• Protect resident and employee privacy and maintain the confidentiality of organizational information.
• Follow facility policies, workplace safety requirements and infection prevention and control practices.
• Participate in required meetings, in-service training and quality improvement activities.

Qualifications

• Completion of an Office Administration program or an equivalent combination of education and relevant experience.
• Previous administrative or clerical experience; experience in a healthcare or long-term care setting is an asset.
• Experience preparing documents, maintaining records and recording meeting minutes.
• Familiarity with inventory tracking, ordering and basic billing processes is an asset.
• Proficiency with Microsoft Word, Excel, PowerPoint, email and web browsers.
• Ability to organize and prioritize work, manage interruptions, meet deadlines and maintain accurate records.
• Strong written and verbal communication skills and the ability to work independently and collaboratively across departments.
• Sound judgment and discretion when handling confidential information.
  

Working conditions and equipment

• Work takes place in an office environment within a long-term care home and involves computer use, document handling and movement throughout the facility.
• Duties include organizing and distributing supplies and using standard office equipment. Use safe handling methods, appropriate equipment and assistance when required.
• Regular interaction with residents, families, staff and service providers requires a courteous and professional approach.
• Work involves interruptions, competing priorities and time-sensitive requests.

Hours of work

• Regular hours are Monday-Friday (8 hour days)
• Other related duties may be assigned within the scope of the position.