Administrative Assistant/ Unit Clerk - Sprucewood Place

Reporting to the Site Supervisor, the Administrative Assistant/ Unit Clerk is responsible for supporting the whole team with administrative tasks as well as some clinical program support including Assistive equipment management, ordering of Nursing supplies and PPE, and health record management.

The Administrative Assistant/ Unit Clerk 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 staff in a welcoming manner, assisting and supporting as required. Working with the Site Supervisor, 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, their families, staff, volunteers and all other stakeholders at the Park Place Home. The Administrative Assistant/ Unit Clerk ensures a commitment to resident safety and to our “culture of safety” as per the Strategic Directions of Park Place Seniors Living.

QUALIFICATIONS:

• Successful completion of Unit Clerk course or experience as an Administrative Assistant in a care home performing a combination of Administrative Assistant and unit clerk duties.
• Must be able to work independently and as part of a team.
• Ability to operate related equipment.
• Ability to communicate fluently in English, both verbally and in writing.
• 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.
• Demonstrated organizational, communication, and conflict resolution skills required
• Must have a clear Criminal Records check with Vulnerable Sector completed.
• Must be proficient in MS Office (Word, Excel, Power Point etc.).
• Able to complete mail merges.
• Must have valid Driver's license and own reliable vehicle
• Able to record and type meeting Minutes.
• Must be able to work in many varied stressful situations.

TYPICAL DUTIES AND RESPONSIBILITIES:

• Prepares move-in packages for Site Supervisor
• Assembles and maintains resident health records, including thinning of charts, filing and relocation.
• Prints and copies forms for departments, as needed
• Provides reception duties including answering telephones and managing the reception desk.
• Orders office supplies, including for printers, fax machines, photocopier, etc.
• Sets up new staff with ID tags, fingerprints for payroll, and assigns them a prox card.
• Serves as the Recording Secretary on the OHS Committee.
• Manages booking of meeting rooms.
• Keeps track of Resident vaccinations.
• Always maintains confidentiality of Resident records and information in accordance with the procedures for release of information and FOIP.
• Answers, directs, and responds to a large volume of phone calls and queries.
• Oversees main printer.
• Receives payments from Residents for rent, keys, prox cards etc.
• Updates site owned assistive equipment database.
• Mails out monthly statements and letters as requested.
• Participates in Podiatry and Influenza Clinics.
• Assists Site Supervisor with comfort funds.
• Stocks vending machine and keeps records of vending machine financial records
• Monitors care supplies weekly and replenishes stock supplies.
• Other duties as assigned within the role and scope of the position.
• Receives and distributes incoming items to the units, delivering items requiring immediate attention.
• Maintains spreadsheets and provides standard reports and charts for managers.
• Maintains Park Place Manuals and files administrative documents in accordance with PPSL policies and procedures.
• Maintains photos of Residents for One-Mar.
• Tours families and visitors as directed by the Site Supervisor.
• Organizes, manages and distribution of PPE for Staff.
• Records and distributes Minutes of high-level meetings for the Home
• Clerical duties including filing, photocopying, faxing, sorting & distributing incoming & outgoing mail.

HEALTH AND SAFETY RESPONSIBILITIES:

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

EQUIPMENT USED:

• Video Surveillance
• Laminator
• Printer, facsimile, photocopier
• Labeler

PHYSICAL DEMANDS:

• The Administrative Assistant/ Unit Clerk 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.
• Successful applicant must be fully vaccinated.
• Must be able to manage stressful work situations with dexterity.
• Lifts a maximum of 30 lbs.

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