Resident Services Administrative Assistant- Villa Colombo Toronto

Department: Resident Services

Position: Resident Services Administrative Assistant

Weekdays 9:00am-5:00pm (75hrs biweekly)

Weekends and evening work may be required.

Status: Permanent Full Time

Date Required: ASAP

Reporting to the Assistant Director, Resident Services, the Resident Services Administrative Assistant is responsible for resident services support, staff support, data input, file management, preparation meeting minutes, reports, meeting, and agenda and creating and maintaining filing systems.

EXPERIENCE & EDUCATION

• Minimum one (1) year post-secondary education in office administration or equivalent with general knowledge of clerical/office functions.
• A minimum of three (3) years office experience, including one (1) year as an Administrative Assistant.
• Demonstrated proficiency in the use of computers including MS Office programs.
• Experience in long-term care an asset.

COMPETENCIES (Behavioural & Technical Skills)

• Strong computer skills, particularly in the Microsoft Office Suite: Outlook, Word, Excel, PowerPoint; experience with Visio an asset.
• Excellent time management and prioritization skills including the ability to multi-task in a fast-paced environment.
• Exceptional organization skills including a high level of attention to detail, excellence in follow up and a demonstrated sense of urgency.
• Superb interpersonal, written, and oral communication skills with the ability to effectively interact at all levels internally and externally.
• Good judgment, tact and diplomacy and a strong sense of discretion.
• Ability to anticipate requirements and assume responsibility with minimal supervision.
• Strong team and customer service orientation.
• High energy, flexibility, and agility to meet the demands of the role in a dynamic environment.
• Knowledge of Long-Term Care / Health Care would be an asset.
• Demonstrates understanding of, and compliance with, responsibilities under the Occupational Health and Safety Act, Fixing Long Term Care Homes Act, Regulations and Villa Colombo Toronto’s health and safety plans, policies, and procedures. Attend Health and Safety in-services and takes action to address unsafe conditions and procedures, to ensure a healthy a safe work environment.
• Demonstrates understanding of, compliance with, and commitment to, resident/client safety responsibilities and corresponding organizational plans, policies, and procedures in order to ensure a safe environment for resident/client. Attend resident safety in-services and takes action to address unsafe conditions and procedures.
• Criminal Record Check with Vulnerable Sector Screening that is less than six (6) months old at time of hire.
• As a condition of employment, candidates are required to submit documented results of TB testing, as per Public Health requirements.
• Must comply with provincial directives in relation to any mandatory testing requirements (i.e., COVID-19).
• Bilingualism in English and Italian is considered an asset.

RESPONSIBILITIES INCLUDE (but are not limited to):

• Provides a key role in customer service responding to inquiries or requests from residents, families, staff, volunteers, service providers and the public.
• Develop, input and maintain databases related to staff, residents and statistical information, run reports as required.
• Facilitate record and file management and retention process.
• Monitors office supplies and orders as required.
• Collect information and prepare required reports.
• Participate in committees, taking and completing minutes, sending out meeting notifications and reminders, as required.
• Effectively utilizes all electronic systems provided.
• Provide clerical and administrative support to the Nursing Department as delegated, including processing of mail, monitoring, and ordering supplies, filing and file systems, word processing, data entry, minute-taking, and distribution.
• Participates in and demonstrates an understanding of resident safety principles and practices into all day-to-day activities. Follows all safe work practices and procedures and immediately communicates any activity or action which may constitute a risk to resident safety.
• Works in compliance with the Occupational Health & Safety Act, Fixing Long Term Care Homes Act, and Villa Colombo policies and procedures at all times.
• Other duties as assigned.

Submit your Resume and Covering Letter in confidence to: humanresources@villacolombo.on.ca