Administrative Assistant Regular Full Time AgeCare Sandringham

Position Summary

The Administrative Assistant reports to the Office Manager and provides executive administrative support to the leadership team. The Administrative Assistant performs office administrative duties while providing an extensive level of support to the leadership team.

The incumbent possesses the following core competencies: adaptability, organization, proactive anticipation of needs, effective communication skills both orally and written, client service, a broad understanding of business concepts, understanding of team scheduling processes in a unionized environment, being a team player, excellent computer/technical skills, attention to detail, and exhibiting sound judgement.

The Administrative Assistant fulfills these key competencies with accuracy, efficiency, and a positive attitude. The Administrative Assistant possesses a high degree of initiative and is able to work well independently and collaboratively.

Within the scope of this position, the Administrative Assistant takes on a key role to continually provide an environment promoting AgeCare’s Mission, Vision, and Guiding Principles.

Value Based Work

All positions must work demonstrating AgeCare’s values of Trust, Respect, Quality, and Teamwork. AgeCare is committed to providing a respectful environment, and we believe that when we work together and live our values, we honour our rights and responsibilities.

Core Outcomes

1. Direct Leadership Support: provides support through organizing, responding, and monitoring.
   • Manages schedules and calendars, including arranging meetings, conference calls, and booking appointments.
   • Monitors and appropriately responds to emails, voicemails, and other correspondence in a timely manner.
   • Organizes incoming information and tracks and monitors emerging priorities and events.
   • Creates and maintains filing systems.
   • Manages and reconciles petty cash transactions. Schedules and coordinates meetings, both internally and externally, including the preparation of meeting materials, minutes, and relevant notes.
   • Responsible for efficiently coordinating and managing schedules to ensure optimal workflow and resource allocation.
   • Utilizes organizational skills and attention to detail to create and maintain accurate schedules, meeting both internal and external demands.
   • Schedules replacement staff for unscheduled absences and workload requirements in accordance with the master rotation and provisions of the collective agreement.
   • Performs other related duties as required.
2. Communication: ensures effective communication within the team and throughout the organization
   • Ensures effective communication within the Leadership team as well as to the organization and external partners.
   • Develops and/or prepares correspondence, reports, charts, graphs, and PowerPoint presentations.
   • Types, formats, and creates documents including minutes, meeting notes, and internal memos.
   • Greets, assists, and directs all visitors.
   • Communicates with key clients including follow-up before and after meetings with agendas or follow-up actions.
3. Scheduling: performs staffing and scheduling duties
   • Assures effective communication with management regarding unit staffing status and issues.
   • Accurately inputs relief staff into shifts in scheduling software.
   • Enters accurate hours/pay codes for relief staff.
   • Liaises with Unit Office Manager/Administrative staff.
   • Provides back-up in ensuring appropriate new hire paperwork is completed.
   • Provides back-up in completing all background checks, staff terminations, and WCB reporting.
   • Updates flow sheets as necessary.
   • Creates and updates telephone logs as appropriate.

Qualifications

Education and Experience

• Post-secondary education in Business Administration, or relevant discipline.
• Must be fluent in English, both orally and in writing.
• Minimum two years of experience as an Administrative Assistant working in a fast-paced and high-energy environment.
• Demonstrated proficiency in MS Word, Excel, and PowerPoint as well as Internet Explorer.
• Demonstrated analytical and problem-solving skills.
• Preferred experience in working with scheduling software (i.e., Kronos).

Skills, Knowledge, and Abilities

• Must possess an attitude of professionalism, maturity, and sound judgment to successfully manage the challenges of this position.
• Demonstrated ability to maintain confidentiality and handle issues of a sensitive nature with tact and discretion.
• Excellent interpersonal skills and demonstrated ability to collaborate effectively with a broad range of individuals and groups.
• Strong record of achievement; an entrepreneurial, hands-on approach.
• High level of organizational skills; excellent attention to detail.
• Ability to support the Executive team and balance multiple projects.
• Ability to make well-reasoned and informed decisions.
• Ability to prioritize conflicting needs and handle matters expeditiously.
• Ability to follow through on projects to successful completion, often with deadline pressures and conflicting priorities.
• Ability to handle confidential information with discretion and work with minimal supervision.
• Excellent communication skills, both oral and written, creativity, resourcefulness, and an internal/external customer service orientation are essential to communicate effectively with all levels of the organization, as well as with outside clients.

Physical Demands

• Position requires a significant amount of sitting and keyboard functions.
• Significant degree of extended periods of sitting, standing, and walking.
• Significant degree of written work.
• Must be able to manage stressful situations in the workplace.
• According to the National Occupational Classification, this position is considered to be “Light Duties”:
  • Lifting 20 lbs maximum.
  • Frequent lifting and/or carrying up to 10 lbs.
  • May require walking/standing to a significant degree.
  • May involve sitting with pushing and pulling of arm and/or leg controls.

Health And Safety Risks

• Physical: Muscle strain on shoulder, neck, and back; may be exposed to stressful situations.
• Ergonomic: Desk work; computer work.
• Chemical: None.
• Biological: Exposure to illnesses common to communal living environments (influenza, colds, GI illnesses, other bacteria & viruses); plants and animals.
• Environmental: Slippery floors; exposure to draft, dust; working alone (or in isolation).
• Radiation: None.

Occupational Health and Safety Responsibilities

• Is responsible for own health and safety by complying with all policies and procedures.
• Brings forth any communications from senior leadership and ensures their employees are aware of all updates, processes, and policies.
• Shares results from workplace investigations with their teams.
• Attends health and safety training and education sessions.
• Reports all incidents, injuries, and illness to Supervisor immediately.
• Reports all substandard practices, conditions, and potential hazards.
• Works within the Occupational Health & Safety Legislation: specific job responsibilities, daily identification of hazards and controls as required.
• Complies with H&S documentation including Near Misses, Safety Awareness Reports.
• Being aware of the hazards associated with your role and participate in the Hazard ID review on an annual basis.
• Refuses unsafe work.

Anticipated Days of Work: Friday to Tuesday

Hours of Work: 8:30 AM-4:30 PM

Wage Leveling Salary: $24.34 - $26.34 per hour. Salary placement based on qualifications and experience.

If you’re motivated by the privilege of serving our seniors with dignity, respect, and compassion, come join us!