About Crystal Care Group
Crystal Care Group is committed to providing a safe, supportive, and person-centered living environment for individuals residing in our group home and supportive living programs. We are seeking a highly organized, detail-oriented, and compassionate Administrative Assistant to support daily operations at The Villa while contributing to the overall well-being of our residents and staff.
Position Summary
The Administrative Assistant is responsible for ensuring the smooth and efficient administration of The Villa. This role involves maintaining accurate records, coordinating schedules, supporting financial and operational processes, managing documentation, and assisting management with day-to-day administrative functions.
The successful candidate will serve as a key point of contact for residents, staff, families, and external stakeholders. In addition, the Administrative Assistant may provide support to Community Support Workers (CSWs) during staffing shortages and perform other duties as assigned.
Key ResponsibilitiesAdministrative & Office Support
- Maintain accurate resident, staff, and operational records.
- Manage filing systems and ensure confidentiality of sensitive information.
- Prepare reports, summaries, and administrative documentation.
- Perform data entry and maintain electronic records and databases.
- Assist with audits, inspections, and compliance documentation.
Scheduling & Coordination
- Coordinate appointments, meetings, and staff schedules.
- Maintain digital calendars and update appointments as required.
- Communicate important information to staff and management.
Reception & Communication
- Serve as the first point of contact for visitors, residents, families, and service providers.
- Answer telephone calls and respond to inquiries professionally.
- Provide information regarding services and programs.
Financial & Inventory Support
- Assist with petty cash monitoring and expense tracking.
- Process invoices and maintain financial records.
- Monitor office, kitchen, and household supply inventories.
- Coordinate ordering and stocking of required supplies.
Documentation & Compliance
- Ensure required forms, checklists, and operational documents are available and updated.
- Maintain staff information records and application packages.
- Support organizational compliance with policies, procedures, and privacy requirements.
Operational DutiesDaily Responsibilities
- Update digital calendars and resident appointments.
- Review staff and resident progress notes.
- Create staff notes and incident reports when required.
- Upload and organize documentation.
Weekly Responsibilities
- Review daily routine and safety checklists.
- Update grocery inventory and food tracking records.
- Maintain activity and recreation records.
- Complete inventory checks and storage reviews.
- Update staff calendars and operational documentation.
Monthly Responsibilities
- Update grocery consumption records and inventory reports.
- Replace operational checklists and tracking forms.
- Conduct fire drill documentation.
- Monitor housekeeping, maintenance, laundry, and supply inventories.
- Upload and maintain menus and related documentation.
Urgent Responsibilities
- Prepare rooms and administration documentation for resident move-ins and tours.
- Complete new resident application checklists.
- Verify readiness of rooms and resident documentation.
QualificationsRequired
- High School Diploma or equivalent.
- Previous administrative experience, preferably within healthcare, community services, supportive living, or social services environments.
- Strong proficiency with Microsoft Office Suite and data management systems.
- Excellent organizational, time management, and multitasking skills.
- Strong written and verbal communication abilities.
- High attention to detail and accuracy.
- Ability to work independently with minimal supervision.
- Ability to maintain confidentiality and professionalism at all times.
- Understanding and sensitivity to the needs of individuals living in a supportive or group home environment.
Required Pre-Employment Requirements
Applicants must provide:
- Vulnerable Sector Check
- Intervention Record Check (IRC)
- Valid CPR/First Aid Certification
- Medication Administration Training
- Food Safety/Food Handling Certificate
- Tuberculosis Screening (completed within the past 12 months)
Required Training After Hire
Successful candidates must complete the following within the specified timelines:
- Trauma-Informed Care Training (within 3–6 months)
- WHMIS Certification (within 6 months)
- Non-Violent Crisis Intervention (NVCI) (within 90 days)
- Alberta Health Continuing Care Health Service Standards (CCHSS) training requirements
Assets
The following qualifications are considered assets:
- Naloxone Training
- ASIST Certification
- Valid Driver’s License
- Experience working in supportive living, group homes, healthcare, or social services
Pay: $18.00-$21.00 per hour
Work Location: In person
