Administrative Assistant - Clayton Heights Care Community

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, 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 are not limited to:

1. Working and communicating closely with the Site Leader, taking 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).
2. Managing financial transactions, keeping accurate and current records and reconciling the Residents’ Comfort Account and Petty Cash Account.
3. Managing Resident and tenant statistics, keeping accurate and current records and forwarding routinely to Site Leader.
4. Making deposits at the bank for miscellaneous Accounts Receivable and Residents’ Comfort Account, preparing cheques for Site Leader’s signature for reconciliation of Comfort or Resident Council account.
5. Completing Billing Change Forms for Residents upon status change and forwarding to Corporate Office in a timely manner.
6. Reconciling payroll, completing payroll worksheet for Site Leader’s signature and forwarding on to Corporate Office as per required time schedule.
7. Communicating with Department of Veteran Affairs (DVA) and all other agencies as needed for Resident accounts paid by them.
8. In collaboration with the Site Leader, coordinating, implementing, and auditing quality improvement initiatives based on the Park Place Quality Improvement Program.
9. In collaboration with the Site Leader and Social Worker, providing social services to Residents, tenants, and families who experience challenges in daily living as a result of illness and/or aging.
10. Responsible for program management and budget control.
11. Identifying, planning, and participating in in-services, orientation, and training programs.
12. Advocating for and communicating Residents’ needs to employees.
13. Participating in a variety of meetings which include leadership, organizational, and planning meetings and taking minutes as requested.
14. Maintaining close cooperation, communication, and liaison with employees and other professionals involved in the provision of care to Residents and tenants.
15. Maintaining up-to-date knowledge of Park Place’s policies and procedures and relevant legislation. Interpreting and implementing these as necessary. Recommending changes in policy and procedures.
16. Maintaining strict confidentiality of information gained as a result of the employment relationship.
17. Working closely with the Site Leader and communicating with other members of the Leadership Team regarding planning and quality improvement.
18. Encoding invoices and forwarding them in a timely manner to the Corporate Office for Accounts Payable processing.
19. Preparing and mailing monthly Resident and tenant Pre-Authorized Payment information slips.
20. Working with Corporate, assisting with year-end audit.
21. Attending work-related conferences and seminars as directed.
22. Preparing reports.
23. Other duties as required.

QUALIFICATIONS AND EXPERIENCE:

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

SKILLS AND ABILITIES (Must Have):

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

PHYSICAL DEMANDS:

The Administrative Assistant position requires lifting, walking, reaching, bending, pushing, standing, and sitting. In an average day, the employee spends 2 to 6 hours sitting and working on a computer. Lifts a maximum of 30 lbs. Must be able to manage stressful work situations with dexterity.

NOTE: We thank all applicants for their interest; however, only those applicants selected for an interview will be contacted.