Under the supervision of Director of Care, the Administrative Assistant/Scheduler will be responsible for providing clerical service to the care department, including the care administrative office and nursing units. This position will also be responsible for establishing work plan rotations to adequate staffing levels as established by the management team on a day-to-day basis.
Work hours: 8 hours per day, 40 hours per week. Required to work one weekend every 4 weeks, per our rotation schedule.
We are hiring for 2 positions in total: 1 Temporary Full Time position until May 2027, and 1 Full Time position for our new Highland Park location.
THE ROLE
Key Accountabilities
- Demonstrate, promote and advocate the Wing Kei vision, mission and core values
- Manage, organize and update relevant data/documents using use word processing, spreadsheet, and database or presentation software
- Assist in organizing and monitoring overall staffing plans and assign employee to work shifts and in-service trainings in accordance with established shift scheduling guidelines and prepare scheduling related reports regularly
- Maintain a records management system and organize relevant data and evidence for analysis and audits
- Provide general administrative support to care units including but not limited to: supplies inventory and ordering, filing of records (electronic and hardcopies), arrange & organize meetings and taking meeting notes
- Assist in confirming medical appointments for residents and communication with families
- Keep up-to-date with developments and best practices in the healthcare industry
THE INDIVIDUAL WHO WILL SUCCEED
- Is aligned with Wing Kei’s vision and mission to continue to deliver excellence in seniors care
- Has completed a Business Administration certificate program, or equivalent
- Has proven computer skills and proficiency in Microsoft Office (Word, Excel, Access, Power Point)
- Experience with Kronos or scheduling software is an asset
- Experience with scheduling activities in a healthcare setting is a definite asset
- Exhibits consistent problem-solving ability as well as sound judgement
- Demonstrates the ability to multi-task and prioritize tasks in a fast pace environment
- Is customer service-orientated; works well with interdisciplinary teams
- Possesses effective communication skills including writing and speaking, with working experience in handling telephone inquiries
