Administrative Assistant, Dearness Services

Summary of Duties:

Reporting to the Director, Long Term Care, the Administrative Assistant, provides a wide variety of confidential administrative, customer service, and clerical duties at Dearness Home in accordance with corporate protocols and expectations.

Work Performed:

• Handle and prepare all manner of correspondence, reports, and requests including those of a confidential nature. Maintain follow-up on outstanding matters. Gather information and compile data in response to requests from the designated Director/Managers.
• Take dictation, transcribe and type correspondence, reports, minutes and statements for correspondence including confidential matters as delegated by the Director, Long Term Care.
• Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
• Maintain and make available to Director, Long Term Care any manner of files, records or documents.
• Process all mail and provide draft responses to routine inquiries.
• Coordinate and organize the Director of Long Term Care’s time, appointments, meetings and files. Arrange appointments, maintain Service Area calendar and advise the Director of Long Term Care of scheduling matters.
• Book conferences, seminars, workshops and staff training and make necessary travel arrangements for the Director, Long Term Care.

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• Perform a variety of confidential administrative functions including process personnel and staff requisition forms for the Service Area; maintain records on staffing and personnel matters, prepare payroll records and submit changes, prepare and distribute agendas and minutes for all management meetings and prepare correspondence as required. 
• Prepare job requisitions, expression of interest, payroll action forms (PAFs) and post internal postings. Maintain rotating seniority applicable lists, due to hire lists and temporary positions lists for all bargaining units at the Dearness Home for temporary vacancies in accordance with the applicable Collective Agreement(s). 
• Provide secretarial assistance to the Management Team and other groups/committees as directed by the Director.
• Coordinate internal and external agencies’ use of Dearness facility, ensuring that Nutritional and Housekeeping services and audio-visual requirements are met.
• Generate, issue, and collect money for ID Access Cards for employees, volunteers, contractors, physicians, and students.   Change access as required. 
• Coordinate schedules for all clerical union staff; complete daily exceptions and replace staff as needed.
• Create and maintain management on call schedules.
• Coordinate the medical clinic resident rotations; complete all required setup, maintain and track required documentation and orientation documentation/licenses and contracts. Ensure removal access for all outgoing physicians.

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• Coordinate set up for all new staff, including computer access for all applicable applications, maintain and provide new staff orientation packages, ensure removal access for all outgoing employees.
• Track new and existing vendor contracts.  Notify applicable manager of upcoming contract end dates.
• Process and/or update Kronos with exceptions for Nursing Management approval.
• Maintain employee access to the biometric scanner and related employee issues.
• Track and maintain supplies related to the office and nursing requirements.
• Co-ordinate with People Services and Managers to deliver employee letters and communications.
• Track the progress of employee status changes and line posting by consulting with Dearness Home managers, schedulers, and People Services.
• Provide assistance throughout Dearness. Provide coverage to other Administrative Assistants in the Service Area as required.
• Demonstrate commitment to supporting anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment.
• Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
• Coordinate, collect and compile data for presentations and project materials.

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• Oversee and update the Dearness Home policy and procedure manual.
• Provide technical and administrative support to various committees as required.
• Undertake various special projects related to the area as directed by the Director, Long Term Care including liaison with committee members, Ministry of Health and Long Term Care staff, consultants and other persons associated with the projects.
• Act as the central contact point for the team for internal administration and external contacts.  Provide quality customer service by telephone, electronic mail and in person.  Engage in effective problem solving to respond to inquiries and complaints, direct complex issues to the appropriate management staff.
• Receive visitors to the Home; receive, and redirects telephone calls and, where possible, provide a response to inquiries.
• Perform related duties as assigned.

Qualifications:

• Completion of a two-year Community College Diploma in Office Administration – Executive or equivalent.
• Four years of related senior administrative experience or an equivalent combination of education and related professional and lived community experience.
• Experience in a municipal government environment is an asset.

Skills and Abilities:

• Demonstrated ability to provide customer service in a high-volume environment.
• Excellent oral and written communication skills.
• Ability to stay organized in an environment requiring management of several priorities.
• Proficient in word processing, spreadsheet, internet and database applications. 
• Excellent ability to use relevant software applications such as Microsoft Office, JD Edwards, KRONOS, and Excel.
• Initiative to work with minimal supervision.
• Good judgement and the exercise of discretion when dealing with confidential matters.
• Proven ability and initiative to work with minimal supervision and with the utmost discretion.

Compensation & Other Information:

$59,505 - $77,356

This posting is for 1 permanent full-time position.

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m.

Work Arrangement: On-site. Subject to change in accordance with business requirements.

These hours of work and work arrangements are subject to change in accordance with business requirements.

Police Record Check

The successful candidate will be required to complete a Vulnerable Sector Check.