Scheduler/Administrative Support

Trinity Place Foundations; Calgary; On-site; CAD 42,000 - 62,000; Full time

Job summary

Trinity Place Foundations in Calgary is seeking a Scheduler/Administrative Support professional to deliver exceptional service to residents, families and staff. Reporting to the Office Manager, you will coordinate seven-day scheduling of employees and support multiple departments.

Responsibilities include inventory and supply ordering, managing admissions and discharges in the Point Click Care system, mail delivery, and clerical support across nursing stations.

Qualifications

• Minimum of 3 years’ experience in a similar role.
• Post-secondary Administrative Assistant program is an asset.
• Experience with receiving shipments is an asset.
• Proficiency with Microsoft Office.
• Advanced First Aid certificate preferred.
• WHMIS training required.

Responsibilities

• Perform scheduling of staff.
• Receive shipment and distribute to different units as required.
• Assist with inventory management.
• Monitor and complete admission and discharge functions.
• Mail delivery to residents.
• Provide clerical support to all Departments and manages the workflow of all nursing stations.
• Order medical supplies for residents.
• Type, edit and submit correspondence for senior leadership team.
• Uphold and promote the organization's values and philosophy relating to ethics, integrity as per policies.
• Answer all incoming calls and respond to inquiries professionally.
• Greet, assist and direct visitors, tenants and external clients.
• Complete other duties as assigned.

Skills

Customer service

Telephone skills

Active listening

Multitasking

Team player

Professional demeanor

Education

Administrative Assistant diploma/certificate

WHMIS certification

First Aid Certification

Tools

Microsoft Office

Job description

Status:Full-time

Department:Administration

Reports to:Office manager

POSITION SUMMARY:

Reporting to the Office Manager, the Scheduler/ Administrative support provides exceptional customer service to clients, families, visitors and external parties. This position is also responsible for the 7 day a week scheduling of employees to ensure accuracy and efficient delivery of data to Head Office. Other duties include ordering, distributing and maintaining an inventory of all medical supplies, office supplies and maintaining admission/discharge functions in the Point Click Care system.

KEY ACCOUNTABILITIES (INCLUDE BUT NOT LIMITED TO):

• Perform scheduling of staff.
• Receive shipment and distribute to different units as required.
• Assist with inventory management.
• Monitoring and completing admission and discharge functions.
• Mail delivery to residents.
• Provide clerical support to all Departments and manages the workflow of all nursing stations.
• Order medical supplies for residents.
• Type, edit and submit correspondence for senior leadership team
• Uphold and promote the organization's values and philosophy relating particularly to ethics, morality, and integrity as set out in TPFA’s policies and procedures manual.
• Answer all incoming calls, and respond to caller's inquiries in a positive, professional manner.
• Greet, assist and direct all visitors, tenants and external clients
• Complete other duties as assigned.

Attributes:

• Customer service oriented.
• Exceptional Telephone skills.
• Ability to listen attentively and maintain composure.
• Ability to deal with continuous interruptions (remain focused during distracting and stressful situations).
• Must be able to handle multiple tasks in a busy environment.
• Be a team player.

EDUCATION AND EXPERIENCE:

• Minimum of 3 years’ experience in a similar role is required.
• Completion of a post-secondary certificate/ diploma from an Administrative Assistant program will be considered an asset.
• Previous experience working in a receiving shipment environment will be an asset.
• Good working knowledge of Microsoft Office.
• Advanced First Aid Certificate is strongly preferred.
• Completion of WHIMIS and regular compliance with the program is required.

WORKING CONDITIONS:

This industry requires empathy for and an understanding of the needs of seniors and requires a complete and current (within six months) Vulnerable Sector Check including a Criminal Background Check. This position is a fast-paced, challenging, working environment that provides complex care to seniors and other marginalized populations. The ability to be flexible to meet the demands of this work environment is required for success. This work can be stressful and you may encounter challenging behaviours including physical or verbal aggression.