Administrative Assistant

POSITION DESCRIPTION

Department: Woodingford Lodge
Reports to: Director of Woodingford Lodge
Effective Date: January 1, 1994
Positions Supervised: 0
Revised Date: January 2021

POSITION SUMMARY:

Provides professional and confidential administrative support to the Director and department. Ensures that the broader departmental administrative functions operate in an efficient and organized manner to ensure appropriate service levels and completion of multiple project deadlines. All Woodingford Lodge employees support the home’s philosophy on Person and Family-Centred care by promoting and respecting residents in being an active partner of their health care.

PRINCIPAL RESPONSIBILITIES:

• Coordinates and provides the following administrative services for the department: 
  • Act as the primary liaison for the Director, including receiving visitors, managing the calendar, monitoring emails, and tracking deadlines.
  • Participate in the Annual Business Plan and Budget preparations, supporting the planning, tracking and documentation of budgetary components for the department. 
  • Organize external education registrations, related travel arrangements, and meetings including room bookings, technology set-up, minutes, agendas, and following up on action items, communicating results in a timely and efficient manner. 
  • Support the Council Report process for the department which includes drafting reports, tracking and monitoring submission deadlines, and submitting reports. Process and address any follow-up actions resulting from Council meetings, as required by the Director of Woodingford Lodge. 
  • In consultation with the Legislative Services Coordinator, implement the Corporate electronic file storage process, identifying documents to be stored, maintaining compliance with the retention/destruction guidelines and assisting staff as required. 
  • Act as on-site resource to assist with various technology issues including computers, OTN video conferencing equipment, pagers and telephones.
  • Provide support to various communication efforts including reviewing and editing messages, website updates, initiating future needs, and other related preparations as necessary.
  • Facilitates the auto-dialer notification systems for staff, family, volunteers and auxiliary including process development, reporting to managers, staff training and performing accuracy and cost audits. Active support member of the emergency planning exercises.
• Liaise with internal stakeholders, community stakeholders, residents, family members, government representatives, contractors, and members of the public as necessary and appropriate.
• Monitors contracts and service agreements and initiates renewal process. Assists with the Ministry funding renewal process.
• Review and process all Woodingford Lodge payments and invoices including authorizations, coding and identifying peculiarities. Reconcile and monitor the departmental credit card purchases.
• Draft and review various documents including policies, spreadsheets, presentations, memos, and letters. • Monitors and maintains the general office supply inventory.
• Receive and attempt to resolve service related complaints, concerns and questions in a timely and responsive manner. Refers and escalates to the appropriate individual as necessary. 
• Actively participates as a member of the Woodingford Lodge Leadership Team working to establish and implement a department strategy and vision that is supportive and complementary of the Strategic Plan, Future Oxford Community Sustainability Plan and related activities and initiatives.
• Understanding of role specific health and safety responsibilities, and ensured compliance with internal and external safety policies, procedures, and legislation, including the Occupational Health and Safety Act. 
• Performs other duties as assigned.

QUALIFICATIONS FOR SUCCESS:

• Post-secondary education in Office Administration, business or related discipline.
• Demonstrated administrative experience supporting Senior Level Management. Experience working in long term care environment and knowledge of dementia care is an asset.
• An equivalent combination of education and experience may be considered. 
• Extensive experience utilizing a variety of Microsoft programs including Word, PowerPoint, Excel and Outlook.
• Ability to demonstrate the required competencies for this position in alignment with Oxford County’s competency framework.
• Demonstrated ability to prioritize multiple deadlines, changing priorities, and pay attention to detail while taking direction from multiple individuals.
• Demonstrated ability to work independently and collaboratively as a team.
• Knowledge of relevant trends, legislation and regulations.

COMPETENCIES FOR SUCCESS

• Professional

WORKING CONDITIONS

• Works in an office environment with frequent keyboarding. 
• Sitting for extended periods of time.
• Exposure to residents within the facility, which may demonstrate responsive behaviours.