Job Description

The Office Administrator provides reception and operations administrative services demonstrating the culture and values of our client in all interactions and work activities.

Reception, Administrative Support and Office Maintenance:

• Maintain office services by organizing, coordinating, prioritizing office operations and procedures ensuring policies and procedures are adhered to in a productive and efficient manner:

• Manage multi-line telephone system and answer calls/inquiries and email correspondence and forward to the appropriate person.
• Greet and assist the general public/visitors, answer inquiries and provide information.
• Design / maintain filing, data entry and record keeping.
• Review and obtain approval for office supply requisitions and place orders for office supplies.
• Assist with the processing of various correspondence and notifications.
• Maintain reception area, photocopy documents, manage front office area and conduct daily checklists.
• Ensure there is always an adequate supply of employee forms (eg. Vacation Request, etc.).

• Create, receive and /or process various applications, forms, and documentation for any/all locations, as requested. For example, prepare monthly PSW documentation for all group locations, enter Day, School, Pool, Passport and Gym attendance into the monthly statistical spread sheet.
• Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Prepare and email invoices to the online School families.
• Prepare and receive payment for various receivables/payables (in conjunction with Finance).
• Prepare invoice approval documentation for the Finance department as applicable (eg. Kitchen order approval)
• Support the booking and scheduling of resident medical appointments.
• Schedule family in-house visits and home visits in the appropriate binder, ensuring that Nurses and PSW staff are informed in order to prepare the resident.
• Support the H&S Coordinator by completing PPE counts and input information into the PPE portal
• Support the H&S Coordinator with setup and maintenance of vaccine records or other programs.
• Book boardroom meetings, make any necessary arrangements with regards to meeting rooms and meal considerations.
• Prepare agenda and complete meeting minutes for weekly Operational meetings.
• Accountable for the contents in the safe, all petty cash and meal vouchers.
• Keep management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.
• Support and coordinate with different team leads and managers on projects including costs, data entry, database maintenance.
• Attend meetings, prepare meeting minutes for managers and follow up on action items.
• Assist with all special events as required (databases, documentation, mailings, etc.).
• Perform other duties as requested / assigned.

Resident/Client/Volunteer Files:

• Open and maintain all new resident/client files including updating information lists, emergency contact, room number, birthdays, YRT numbers, and deceased and transferred residents/clients.
• Enter and maintain all volunteers’ information in the database.

• Act as a team member and work collaboratively with all co-workers as required.
• Participate in agency committees as requested.
• Promote the agency values of teamwork, participation and positive support of co-workers in the operation of the department.
• Participate in other duties assigned, as requested.

• To practice agency Health and Safety policies and procedures in accordance with the Occupational Health and Safety Act of Ontario, the Public Health Department and other relevant legislation.
• Practice universal precautions in accordance with the agency policy.
• Ensure adherence to annual requirements of review of agency policies and procedures conducted during annual employee performance review.
• Maintain Health and Safety requirements and attend required workshops, seminars and fire safety training as required by the agency.

1. Physical Demands:  Sitting at a desk or in front of a computer for long periods of time is required.
2. Flexibility and ability to work extended hours, and weekend shifts as required due to special events.
3. Mental Demands Ability:  To organize and prioritize tasks and work effectively in noisy conditions.
4. Working Conditions include normal office environment and ability to travel to meetings and other agency locations.

• Secondary School diploma with minimum of 3 years related experience, preferably in a non-profit environment; healthcare sector experience an asset.
• Proficient computer skills including Word, Excel, PowerPoint, Outlook.
• Required to be bondable.
• Excellent written and verbal communication and interpersonal skills, with strong knowledge of office procedures.
• Strong organization skills with an ability to balance multiple tasks in a fast-paced environment, while upholding strong attention to detail.
• Excellent time management skills and the ability to respond to changing priorities.
• Strong analytical, problem-solving skills and ability to work with minimal direct supervision. Demonstrated professionalism, maturity, flexibility, initiative, patience and tact with a cheerful disposition, particularly when working with clients, residents, staff and communicating with community representatives.
• Proven ability to work well both independently and as a member of a team.