Resident Care Administrative Assistant

at  County of Huron

POSITION SUMMARY:

Huronview and Huronlea are sister Homes in the County of Huron. These municipal homes provide health services for those who can no longer live independently in their own homes and require nursing and personal care 24 hours a day. Our mission is to provide quality, compassionate care in a homelike environment while our vision is to foster a caring environment with the open possibilities of life’s continued journey. The teamwork at the Homes for the Aged is cohesive, and a collaborative approach where various healthcare professionals with diverse knowledge, skills and talents come together to achieve the goals based upon the health needs and preferences of the residents who reside at the Homes.
The role of the Resident Care Administrative Assistant is to provide secretarial support to the Director of Care/Charge Nurse, Medical Director, Attending Physicians, Administrator and the Business Manager utilizing the principles of excellent customer service.

QUALIFICATIONS AND EDUCATION:

• Health Record Technician Certification/Health Care Courses with Business Diploma or 3 years’ experience in Long Term Care, or similar field.

PREFERRED SKILLS:

• Strong communication skills, respect for confidentiality, privacy and diplomacy.
• Competency in computer skills, and organizational skills.
• Understanding of the Long Term Care Standards
• Knowledge of Point Click Care computer programs would be an asset.

DON’T MEET EVERY SINGLE REQUIREMENT?

Studies have shown that women are less likely to apply for jobs unless they meet every single qualification. If you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may just be the right candidate for this or other roles. At the County of Huron, we are dedicated to building a diverse, inclusive, and authentic workplace.

• Undertakes general duties such as receptionist, resident and visitor inquiries, mail, photocopying, word processing and answering phones.
• Establishing and maintaining accurate resident files in accordance with the Fixing Long Term Care Act, work within the computerized program for resident files.
• Retrieve long term care applications for resident file.
• Coordinating resident appointments with specialists’ etc. including transportation arrangements, in cooperation with the Medical Secretary at Huronview. Contact van driver to arrange for appointments and input on CountyNet.
• Communicate with Business Office regarding changes to resident status, monthly transportation charges, etc.
• Schedule and coordinate initial and annual care conferences for residents.
• Maintaining adequate supply of forms and supplies used by the Nursing Department. Ensure lists are accurate and up to date eg. Monthly checklists, call-in lists, etc.
• Keep ELPAS system up to date and ensure adequate supplies on hand.
• Enters new admissions into Point Click Care and prepares the chart for admission for administration and nursing
• Working with residents and families to review and complete the admission agreement and purchased services agreement upon admission.
• Addresses general inquiries from residents and guarantors relating to resident accounts in a professional, courteous manner. Communicate with seniors, staff and the public in a courteous and business-like manner. Includes undertaking tours of the apartments and assisting with tenancy arrangements.
• Conducts tours of the facilities on a scheduled and drop-in basis.
• Must have a working knowledge of the various collective agreements – ONA, SEIU and IUOE.
• Have acquired a working knowledge of Homes scheduling and payroll program, Word, Excel, PCC and Power Point.

Staffing Duties:

• Replacing Nursing and Personal Care department staff who call in sick, taking vacation days, statutory holidays and no pay days. Responsible for phoning replacement staff according to seniority lists/established protocol, recording information and amending schedules.
• Prepare schedules for Resident Care Aides.
• Schedule and notify agency staff of shift replacement and upcoming shifts.
• Responsible for receiving and posting the Nursing Department Schedules, Job Postings etc. Ensure time off slips are entered into Homes payroll and scheduling program and keep track of the number of staff off to align with quota requirements.
• Collaborate with ADOC and DOC to ensure staffing requirements are met at the Home. Also inform ADOC of any staff absences.
• Works within the established computerized scheduling systems.

General Office Duties:

• Undertakes general duties such as receptionist, photocopying, word processing for all departments, maintaining incoming and outgoing mail.
• Manages the storage and retrieval of information through a well-organized filing system including correspondence, legal documents, contracts, resident and tenant documentation, financial documents, minutes of committees, reference materials and other pertinent records.
• Supports other departments by assisting with staffing issues as required, updating resident location board, receiving goods and other duties.
• Assists Bookkeeper with accounting process for trust, general and tuck shop funds such as making deposits, receiving sundry revenues, custodian of petty cash, billing, and receipts.
• Supports the coordination of the purchase of office supplies for Huronlea.
• Addresses general inquiries from residents and guarantors relating to resident accounts in a professional and courteous manner. Responsible for booking of meeting rooms for outside agencies.
• Work in accordance with the Resident Bill of Rights, Freedom of Information Protection of Privacy Act, Workplace Safety and Insurance Act and other pertinent legislation and County Policies.
• Keeps the Administrator/Director of Care/Business Manager informed of all important interactions and outstanding issues (eg: arrears) with staff, suppliers, Ministries or County representatives.
• Provides support to other departments as required, OTN bookings, updating resident/tenant location board.
• Delivers mail to residents daily.
• Other duties as assigned.