office administrator @ Northside Community Guest Home

Title: Office AdministratorDepartment: AdministrationReports to: Director of Resident Care or, in their absence, the Administrator.

• Location: The Northside Community Guest HomePurposeProvide administrative and clerical support across departments to support the daily operations of the Home.
• Maintain accurate records, prepare documents, coordinate meetings and supplies, and assist with resident-related administrative processes in collaboration with management and staff.
• Administrative support and communicationProvide administrative support to management and staff across departments.
• Prepare and distribute letters, memos, emails, reports and other documents.
• Coordinate meetings, prepare meeting materials, record and distribute minutes, and assist with committee surveys and documentation.
• Scan, copy and distribute nursing and 24-hour reports at the beginning of each workday.
• Check incoming mail and distribute correspondence and reports to the appropriate staff.
• Maintain current telephone directories and departmental contact lists.
• Records and documentationGeneral filing of Admin and resident filesComplete administrative updates for new admissions, resident room changes and deaths, following established checklists and information provided by nursing staff.
• Prepare, update and distribute admission forms, nursing and CCA forms, resident-specific documents, laboratory labels and other required materials.
• Maintain forms binders and ensure current documents are available to staff.
• Print and file annual licence renewal documentation for licensed staff.
• Identify missing or incomplete information and follow up with the appropriate staff.
• Inventory and suppliesMonitor inventories of nursing, wound care, resident personal care and other designated supplies.
• Complete regular stock checks and place orders within established procedures and approved authority.
• Organize, label and distribute supplies to departments and resident care units.
• Coordinate staff purchases of nursing supplies according to established procedures.
• Report supply shortages, ordering concerns and delivery issues to the appropriate staff.
• Resident service coordinationMaintain blood and specimen collection lists to reflect admissions, room changes and changes communicated by nursing staff.
• Prepare and distribute monthly blood collection lists and replenish blood tube holders on resident care units.
• Maintain resident hair salon schedules and prepare weekly appointment lists.
• Prepare monthly salon billing documentation accurately and within established timelines.
• Office operations and confidentialityOperate office equipment, including printers, label makers, the postage machine and laminator.
• Arrange confidential document shredding according to established procedures.
• Protect resident and employee privacy and maintain the confidentiality of organizational information.
• Follow facility policies, workplace safety requirements and infection prevention and control practices.
• Participate in required meetings, in-service training and quality improvement activities.QualificationsCompletion of an Office Administration program or an equivalent combination of education and relevant experience.
• Previous administrative or clerical experience; experience in a healthcare or long-term care setting is an asset.
• Experience preparing documents, maintaining records and recording meeting minutes.
• Familiarity with inventory tracking, ordering and basic billing processes is an asset.
• Proficiency with Microsoft Word, Excel, PowerPoint, email and web browsers.
• Ability to organize and prioritize work, manage interruptions, meet deadlines and maintain accurate records.
• Strong written and verbal communication skills and the ability to work independently and collaboratively across departments.
• Sound judgment and discretion when handling confidential information.

Working conditions and equipmentWork takes place in an office environment within a long-term care home and involves computer use, document handling and movement throughout the facil