Administrative Assistant

at  Wendat Community Programs

QUALIFICATIONS:

• Successful completion of Grade 12.
• Eligible to work in Canada.
• Fully vaccinated against COVID-19.
• Formal education in administration or clerical program an asset.
• 5 years or more of experience in a clerical/reception role.
• Strong computer skills.
• Excellent written and verbal communication skills.
• Organizational skills and the ability to prioritize multiple, diverse tasks.
• Proficiency in both official languages an asset.

AGENCY RESPONSIBILITIES:

• This position will have access to a minimal amount of confidential information about employees plus some personal information about clients. Ensures at all times, the confidentiality of this information.
• Conducts all matters in a professional manner, demonstrating ordinary courtesy and respect, particularly during regular contact with clients and persons external to the organization.
• Conducts all matters in a punctual and responsible manner.
• Works co-operatively with all staff, exhibiting courtesy and respect.
• Exhibits trustworthy behaviour in matters related to agency/client finances and property.
• Maintains accurate and up-to-date records as required by the agency.
• Participates in staff meetings, training opportunities, agency committees and external committees.
• Other duties as assigned by the supervisors or Executive Director.

SPECIFIC RESPONSIBILITIES

1. Aid and support to the Psychogeriatric Team, Assisted Living/Supportive Housing, Congregate Dining and Adult Day Programs teams. This includes:

• Data entry and maintenance of electronic client records.
• Arrange and take minutes at team meetings.
• Prepare orientation binders for new staff.
• Prepare correspondence to care partners, families and clients related to admissions, discharge, surveys.
• Contacts referral sources, clients, care partners for information exchange as required.
• Schedule staff, maintain attendance records, arrange coverage for planned and unplanned absences (Cooks, PSW’s, Day Program Coordinator).
• Assist Director with recruitment, hiring and onboarding new staff.
• Assist Director to monitor staff training, education and credentials.

1. Performs general office duties at the Lorna Tomlinson Residence for Seniors and for Wendat Services for Seniors. This includes:

• Front desk reception including greeting visitors and providing tours of the facility.
• Handling all incoming and outgoing mail functions.
• Ordering/purchasing office supplies.
• Maintain inventory of all furnishings and equipment.
• Responsible for distribution and tracking of all keys to the facility.
• Maintains records and lists such as mailing lists, guest lists, committee member lists, care partner contact information.
• Assist with scheduling and organizing meetings including arranging for meeting space, preparing refreshments, confirming attendees, sending out agendas, taking minutes and distributing minutes to participants.
• Maintain supply of agency resources including business cards, brochures and pamphlets.
• Distribute agency resources upon request.
• Perform or arrange for maintenance/repair of all office equipment including obtaining estimates and contacting repair people as necessary.
• Assist staff to use office equipment, data base, software or agency forms.

1. Duties in the daily operation and maintenance of the Lorna Tomlinson Residence for Seniors. This includes:

• Collecting resident’s rent and maintaining records for resident’s rent, providing this information to Financial Administrator or Financial Clerk.
• Provide handbooks to new residents.
• Collate resident feedback including all surveys.
• If needed and when front-line workers are not available, fill in for program staff (Cooks, PSW’s Day Program Coordinator).
• Assist with arrangements for special events or fundraising events.
• Decorating the Residence for events and holidays.
• Responsible for all petty cash.
• Responsible for cash collection of fees from staff for meals.
• Be on-call for after-hours emergencies for one week at a time on a rotational basis.
• Other duties as assigned by Director, Seniors Services or Executive Director.

Job Types: Full-time, Fixed term contract
Contract length: 18 months
Pay: $17.20-$25.03 per hour
Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Application question(s):

• Are you fully vaccinated against COVID-19 and willing to provide your proof of vaccination?

Work Location: In person
Application deadline: 2025-02-2