Administrative Assistant - Clayton Heights Care Community

at  Park Place Seniors Living

Position: Administrative Assistant
Location: Clayton Heights, Surrey, BC
Employment Type: Full Time
Salary Range: $29.40/hr
If you’re a caring individual and passionate about making a difference in the lives of the seniors we serve, then JOIN US and become part of our Team!
The Administrative Assistant, 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.

Other responsibilities of the position include, but not limited to:

• Working and communicating closely with the Site Leader, takes a leadership role in supporting all Resident processes including: Move-Ins and Move-Outs of Residents in Neighborhoods from first point of contact including financial information and consents (e.g. Pre-Authorized Payment form, first month billing, Move-In Agreement).
• Manages financial transactions, keeping accurate and current records and reconciling the Residents’ Comfort Account and Petty Cash Account.
• Manages Resident and tenant statistics, keeping accurate and current records and forwards routinely to Site Leader.
• Makes deposits at the bank for miscellaneous Accounts Receivable and Residents’ Comfort Account, prepares cheques for Site Leader’s signature for reconciliation of Comfort or Resident Council account.
• Completes Billing Change Forms for Residents upon status change, and forwards to Corporate Office in a timely manner.
• Reconciles payroll, completes payroll worksheet for Site Leader’s signature and forwards on to Corporate Office as per required time schedule.
• Communicates with Department of Veteran Affairs (DVA), and all other agencies as needed for Resident accounts paid by them.
• In collaboration with the Site Leader, coordinates, implements, and audits quality improvement initiatives based on the Park Place Quality Improvement Program.
• In collaboration with the Site Leader and Social Worker, provides social services to Residents, tenants and families who experience challenges in daily living as a result of illness and/or aging.
• Responsible for program management and budget control.
• Identifies, plans and participates in in-services, orientation, and training programs.
• Advocates for and communicates Residents’ needs to employees.
• Participates in a variety of meetings which include leadership, organizational, and planning meetings and takes minutes as requested.
• Maintains close cooperation, communication, and liaison with employees and other professionals involved in the provision of care to Residents and tenants.
• 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.
• 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.
• Encode invoices and forward them in a timely manner to the Corporate Office for Accounts Payable processing.
• Prepares and mails monthly Resident and tenant Pre-Authorized Payment information slips.
• Working with Corporate, assists with year-end audit.
• Attends work-related conferences and seminars as directed.
• Prepares reports.
• Other duties as required.

QUALIFICATIONS AND EXPERIENCE:

• Minimum 3 years’ office management or administration experience supporting Executive level role. (Experience in healthcare settings is an advantage)
• OR equivalent combination of training and experience in relevant field (equivalences may be considered).
• Proficiency in IT tools, including Microsoft Office Applications, and other virtual communication platforms. (Experience in Microsoft365 is a plus)
• Experience working on a SharePoint platform is an asset.

SKILLS AND ABILITIES (Must Have):

• Strong verbal and written communication skills in English.
• Demonstrated organizational, communication, and conflict resolution skills required
• Attention to details and demonstrates strong presentation skills
• Proficient in managing priorities and handling multiple tasks simultaneously.
• Must be able to work in many varied stressful situations
• Ability to operate office related equipment.
• Exceptional organizational and multi-tasking skills with innate ability to create order and structure from complex situations.
• Ability to work independently and collaboratively in a fast-paced environment
• Must be able to establish and maintain cooperative relationships with all personnel, as well as harmonious relations with clients and families
• Physical ability to carry out the duties of the position
• Must have a Criminal Records check completed.

• Working and communicating closely with the Site Leader, takes a leadership role in supporting all Resident processes including: Move-Ins and Move-Outs of Residents in Neighborhoods from first point of contact including financial information and consents (e.g. Pre-Authorized Payment form, first month billing, Move-In Agreement).
• Manages financial transactions, keeping accurate and current records and reconciling the Residents’ Comfort Account and Petty Cash Account.
• Manages Resident and tenant statistics, keeping accurate and current records and forwards routinely to Site Leader.
• Makes deposits at the bank for miscellaneous Accounts Receivable and Residents’ Comfort Account, prepares cheques for Site Leader’s signature for reconciliation of Comfort or Resident Council account.
• Completes Billing Change Forms for Residents upon status change, and forwards to Corporate Office in a timely manner.
• Reconciles payroll, completes payroll worksheet for Site Leader’s signature and forwards on to Corporate Office as per required time schedule.
• Communicates with Department of Veteran Affairs (DVA), and all other agencies as needed for Resident accounts paid by them.
• In collaboration with the Site Leader, coordinates, implements, and audits quality improvement initiatives based on the Park Place Quality Improvement Program.
• In collaboration with the Site Leader and Social Worker, provides social services to Residents, tenants and families who experience challenges in daily living as a result of illness and/or aging.
• Responsible for program management and budget control.
• Identifies, plans and participates in in-services, orientation, and training programs.
• Advocates for and communicates Residents’ needs to employees.
• Participates in a variety of meetings which include leadership, organizational, and planning meetings and takes minutes as requested.
• Maintains close cooperation, communication, and liaison with employees and other professionals involved in the provision of care to Residents and tenants.
• 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.
• 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.
• Encode invoices and forward them in a timely manner to the Corporate Office for Accounts Payable processing.
• Prepares and mails monthly Resident and tenant Pre-Authorized Payment information slips.
• Working with Corporate, assists with year-end audit.
• Attends work-related conferences and seminars as directed.
• Prepares reports.
• Other duties as required