Office Manager AgeCare MGHT

AgeCare Ltd.; Toronto; On-site; CAD 60,000 - 70,000; Full time

Job summary

AgeCare Ltd. is seeking an Office Manager to lead the administration team and supervise supervisors, clerks, schedulers and receptionists in a long-term care residence. You will oversee office operations, financial records, and resident funds, ensuring regulatory compliance and efficient service.

The role requires an Office Administration Diploma and 3+ years in a supervisory administrative capacity, with proficiency in MS Excel and Word. Salary is competitive and aligned with experience.

Qualifications

• Office Administration Diploma or similar education is an asset.
• 3+ years’ experience in an administrative capacity with leadership/supervisory responsibilities.
• Experience in a unionized environment is an asset.
• Knowledge of healthcare regulations, compliance requirements and long-term care residents and families is an asset.
• Proficient with Microsoft Excel and Word.

Responsibilities

• Collaborates with and supports the Executive Director to provide leadership and support.
• Plans, organises and streamlines general office processes for efficient daily operations.
• Ensures readiness for regulatory audits, including PIR and Accommodation Standards.
• Manages residents’ care funds and reconciliation with federal and provincial requirements.
• Monitors and controls spending to reduce costs without impacting care or services.

Skills

Leadership

Office coordination

Team management

Education

Office Administration Diploma

Tools

Microsoft Office

Job description

About Us At AgeCare, our mission is to empower residents to live their lives to the fullest by prioritizing their health and well-being. We firmly believe that we are working in our residents' homes, and we dedicate ourselves to providing a comfortable and person-centered environment. Working in long-term care is more than just a job; it is a calling for many of us.

The Opportunity

The Office Manager is responsible to manage and oversee the administration team (including but not necessarily limited to: Unit Clerks, Schedulers, Administrative Assistants and Receptionists) to ensure the team meets the expected effective results in areas relating to the efficient management and operations of the residence’s general office including human resources management and residents’ administration services, and resident’s and company’s financial accountabilities.

What You Will Do

Collaborates with, assists, and acts on behalf of the Executive Director when required, to provide leadership and support. Plans, organizes, and streamlines general office processes to ensure efficient and smooth daily operations. Supports the Executive Director by ensuring the Community is prepared for all regulatory audits, inclusive of the PIR and Accommodation Standards. Assists the Executive Director, as required, with operational/budgetary responsibilities and reconciliations. Ensures residents’ care funds, maintained by the community, are managed in accordance with the residents’ requests and federal and provincial requirements. Follows AgeCare Delegation of Authority policy for making decisions for expenditures that are not part of the approved budget. Continuously demonstrates a proactive approach to manage spending; being innovative in creating strategies that will reduce costs while not diminishing care or services provided. Performs all office and resident accounting functions which include but are not limited to: resident billing/account reconciliations, site office accounting and reconciliations, maintains petty cash, accounts payable/receivable; preparation of tax letters for residents. Ensures collection, maintenance and confidentiality related to residents’ and employees’ records and company information in accordance with provincial Accreditation Standards. Prepares and processes assigned reports, census, etc. Conducts duties in accordance with AgeCare policies and procedures, as well as government regulations, laws and policies. Ensures distribution and filing of all related policies and procedures for departmental manuals. Monitors maintenance and record keeping of employee sick days, seniority, anniversary, birthday, as well as vacation requests and approvals. Compiles and forwards employee status changes to Corporate Office (including new hires, rate/benefit/address changes, WSIB claims and termination of employment). Ensures effective communication of vacation requests/entitlement adjustments, pension contribution/terminations to Corporate Office.

What You Will Need

Office Administration Diploma or similar education an asset 3+ years’ experience in an administrative capacity combined with leadership/supervisory responsibilities, preferably within unionized environment. Strong leadership and team management skills. Experience within a full scope office environment with exposure to accounting/payroll/financial reporting functions. Knowledge of healthcare regulations, compliance requirements and long-term care residents and families is an asset. Proficient with Microsoft Office expertise in Excel and Word.

Salary Range: $60,000.00 - $70,000.00 per year Salary placement based on qualifications and experience.

Canadian work experience is not required.

Since 1998 AgeCare has been dedicated to creating vibrant communities that celebrate and support aging with dignity, independence and community interaction for seniors. We offer our residents a safe and secure home-like atmosphere where they and their families can be assured peace of mind.