Office Manager - Scarborough

Regents Garden; Toronto; On-site; CAD 52,000 - 76,000; Full time

Job summary

Regents Garden is seeking an organised, experienced and proactive Office Manager to oversee the day-to-day administrative operations of our residential aged care facility at Scarborough.

Reporting to the Facility Manager and Administration Manager, you will coordinate administrative functions across reception, staff administration, payroll, resident admissions, financial administration and general office operations.

Qualifications

• Previous experience in office management or a senior administrative role.
• Excellent organisational, time management and multitasking skills.
• Advanced computer literacy, including Microsoft Office and Windows applications.
• Strong written and verbal communication skills.
• Professional telephone manner with residents, families and staff.
• High attention to detail and accuracy in records and financial information.
• Ability to work independently while supporting a broader management team.
• Understanding confidentiality and handling sensitive information.

Responsibilities

• Oversee daily office operations and reception services for residents, families, visitors and staff.
• Coordinate staff administration, payroll, admissions, financial administration and office systems.
• Maintain confidential resident and staff records and reconcile petty cash and banking.
• Coordinate annual leave records and rostering support.
• Assist with resident admissions documentation and daily census reporting.

Skills

Office management

Administrative organisation

Written & verbal communication

Telephone etiquette

Confidentiality handling

Independent working

Microsoft Office

Record keeping

Tools

Microsoft Office

Windows applications

Job description

Make a meaningful difference behind the scenes of quality aged care.

Regents Garden is seeking an organised, experienced and proactive Office Manager to oversee the day-to-day administrative operations of our residential aged care facility at Scarborough.

This is an important position within our facility, supporting the Facility Manager, staff, residents and their families to ensure the smooth and efficient operation of administrative services.

About the Role

Reporting to the Facility Manager and Administration Manager, you will coordinate a broad range of administrative functions across reception, staff administration, payroll, resident admissions, financial administration and general office operations.

Your responsibilities will include:

Office Administration

• Oversee daily office operations and provide professional reception services to residents, families, visitors and staff.
• Manage incoming telephone calls, correspondence and mail distribution.
• Maintain office equipment, resources and administrative systems.
• Manage petty cash, imprest systems, receipts, reconciliations and banking.
• Maintain confidentiality and security of resident, staff and organisational information.

Staff Administration

• Coordinate new employee administration and onboarding documentation.
• Maintain employee records, databases and filing systems.
• Monitor police clearances and professional registration records.
• Coordinate annual leave records and facility leave calendars.
• Maintain training records and coordinate mandatory training schedules.
• Assist with fortnightly staff rostering and payroll-related reconciliations.

Resident Administration

• Coordinate administrative documentation for new resident admissions.
• Prepare and maintain resident clinical and financial files.
• Maintain resident databases, records and vaccination information.
• Assist residents and their representatives with administrative and financial enquiries.
• Coordinate respite bookings and associated documentation.
• Complete daily census reporting and monthly resident movement records.

About You

• Previous experience in office management or a senior administrative role.
• Excellent organisational, time management and multitasking skills.
• Advanced computer literacy, including Microsoft Office and Windows applications.
• Strong written and verbal communication skills.
• A professional and courteous telephone manner.
• High attention to detail and accuracy when managing records and financial information.
• The ability to work independently while supporting a broader management team.
• A strong understanding of confidentiality and the importance of handling sensitive information.

Experience in residential aged care, healthcare administration, staff rostering or payroll administration will be highly regarded.

Why Join Regents Garden?

• Join an established residential aged care organisation.
• Play an important role in supporting residents, families and facility teams.
• Work closely with facility leadership and administration management.
• Be part of a supportive and collaborative working environment.
• Opportunity to contribute to the effective operation of our facility.

Closing date for application 20th of November 2026