Administrative Support Worker

County of Simcoe; Beeton; On-site; CAD 56,000 - 68,000; Full time

Job summary

County of Simcoe in Ontario seeks an Administrative Support Worker to provide essential clerical and front-line support in a busy long‑term care home. You will answer inquiries, coordinate tours and events, manage mail and supplies, and assist residents and staff with confidential information.

The role requires a community college certificate or one year of office experience, knowledge of medical terminology, strong communication skills, a TB test on hire, a vulnerable sector check, and a valid

Qualifications

• A community college certificate in an acceptable related field, or one year of recent office experience with a grade 12 diploma.
• Knowledge of medical terminology and medical office procedures is an asset.
• Advanced word processing, spreadsheet and database application skills.
• Good interpersonal and communication skills.
• TB testing results as required by Public Health.
• Criminal reference check with vulnerable sector clearance within six months.
• Valid G class driver’s license and access to a reliable vehicle.

Responsibilities

• Answer and direct inquiries in person or by phone with efficiency and professionalism.
• Provide reception, tour bookings, meal coordination and event room bookings.
• Handle resumes, interview information and screening tools for applicants.
• Maintain department screening tools and support special events.
• Manage care conference schedules, resident funds, emergency lists and boxes.
• Clerical duties including mail, supplies, mail distribution and meeting minutes.
• Develop working relationships with staff, residents and families; attend meetings.
• Respond to client inquiries in a timely and professional manner.
• Maintain knowledge of software applications and respond to emails/voicemail promptly.
• Work extended hours including one evening per week and Saturdays; redeploy as needed.

Skills

Interpersonal skills

Communication

Medical terminology knowledge

Education

Community college certificate

One year office experience

Grade 12 diploma

Tools

Word processing

Spreadsheets

Database applications

Job description

As a valued member of Long Term Care and Seniors Services, the Administrative Support Worker demonstrates a commitment to Resident Safety by providing quality care in accordance with the organization’s mission and vision. The role provides administrative support functions assisting in the efficient delivery of all Manor activities and respond to all inquiries in a professional manner.

DUTIES AND RESPONSIBILITIES (not listed in order of priority)

1. Answer and direct all in person or phone inquiries with efficiency, politeness and professionalism which includes:

Reception and Customer Service

Booking and conducting Tours of the home

Meal Purchases and coordinating these with the dietary department

Event and Room Booking including SRS for room set up

Receipt of resumes and providing information regarding interviews to potential new hires

Complete department specific screening tool for applicants to be provided to Managers.

Supporting Special Events at the home

General Enquiries through email

2. Provide support to home operations through coordinating:

Care Conference schedules and invitations

Providing support for Residents through managing monies from comfort accounts

Maintenance of the Resident Emergency Lists and Emergency Boxes

3. Provide clerical support functions which includes:

Date stamping, sorting, and distribution of incoming and outgoing mail.

Monitoring, stocking and distribution of office supplies and forms.

Mailing out correspondence

Meeting minute taking as required

4. Develop and maintain good working relationships with staff, residents, their families and the public, which includes:

Complying with all office procedures.

Attending staff meetings.

Participating in team activities.

Participating in issue resolution.

Assisting where needed when short staffed and/or in emergency situations.

Responding to all client and/or public inquiries in a professional timely manner.

5. Utilize current technology to carry out functions of job, which includes:

Maintaining a working knowledge of all software applications required to carry out functions of job.

Accessing and responding to voice mail, e-mail, etc., in a timely manner.

6. Maintain a high level of accountability through measurable outcomes.

7. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

8. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.

9. Work to cover the above duties within the extended Hours schedule that includes one evening per week and Saturdays.

10. Perform other duties as assigned, including redeployment in emergency situations.

CORPORATE COMPETENCIES

Has knowledge of and demonstrated ability in our corporate competencies:

Acts with the Customer in Mind

Continuously Seeks to Improve Work Processes

Communicates with Impact

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

A community college certificate in an acceptable related field of study; or, one (1) year of recent office experience with a grade 12 diploma.

Knowledge of medical terminology and medical office procedures is an asset.

Advanced word processing, spreadsheet and database application skills.

Good interpersonal and communication skills.

As a condition of employment, candidates are required to submit documented results of TB testing, as per Public Health requirements.

Criminal reference check with vulnerable sector clearance that is less than six (6) months old at time of hire.

Valid G class driver’s license and access to reliable vehicle.

EXPERIENCE

Refer to Education section for the combination of education and experience.

EFFORT

Visual and mental effort required when entering information into the database, preparing reports, etc.

Ability to work with numerous interruptions in a busy office environment.

WORKING CONDITIONS

Regular long term care home environment.

Work schedule to be determined; may include days, evenings and weekends.

#COSIND

Salary Grade

$56,238.00 - $68,426.00

Union

Non Union

The County of Simcoe thanks all applicants for their interest in this opportunity, but please note that only those candidates selected for an interview will be contacted.

Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.